Privacy Policy

1. Introduction

This Privacy Policy explains how Gavin VanderLaan d/b/a Coldvise (“we,” “us,” or “our”) collects, uses, discloses, and safeguards your information when you use Coldvise (the “Service”), an AI-assisted tool that provides live guidance and post-call debriefs during sales calls, available as a web application and a Windows desktop application. By using the Service, you agree to the practices described here and to our Terms of Service.

2. Information We Collect

We collect the following categories of information:

• Account information. Your email address and authentication credentials, managed through our authentication provider, and profile settings.
• Billing information. Subscription and membership status, plan, usage metering (transcription hours, AI-processing units, and computed cost), and purchased-credit balance. Payment card details are collected and stored by our payment processor, not by us.
• Call audio streams. When you run a call, audio from both sides of the conversation (your microphone input and your system/output audio, the other participants) is captured and streamed to our speech-to-text provider so it can be converted to text.
• Transcripts. The text transcript produced from your call audio.
• AI suggestions and debriefs. The live suggestions and post-call debriefs generated for you from your transcript and context.
• Content you provide. Sales scripts, CRM and lead data, notes, and documents you type, paste, or upload for use during calls.
• Usage metrics. Metering data about your use of the Service, such as session counts, transcription hours, and AI-processing volume.
• Device and log data. Basic technical and diagnostic data needed to operate and secure the Service, such as IP address, browser or desktop-app version, device and operating-system information, and error logs.
• Partner/referral data. If you sign up through a partner or referral link, we record the partner attribution associated with your account.
• Script performance data. When a script is active on your call, we record which section or line of that script each live suggestion corresponded to, when it was shown, and whether our software judged that you said it. We record a one-way hash of the suggestion, its section label, and a similarity score. We do not store the text of the suggestion itself.
• Community reporting preferences.If you joined through a community or course link, we record whether you agreed to be included in that community owner’s aggregate reporting, which version of that disclosure you saw, when you decided, and the IP address and browser you decided from, plus any display name you chose for a community leaderboard.

2a. Analysis of Call Content (Important)

In addition to producing live suggestions and post-call debriefs for you, we analyze the transcript of your calls to measure script performance, which parts of a sales script were suggested, whether they were spoken, and what was observed on the calls where they came up. This is an expansion of how call content is used compared with earlier versions of this policy, and it is described here in full rather than folded into general “service improvement” language.

The comparison of a suggestion against your transcript happens in your browser, and only the resulting verdict, said or not said, and a numeric similarity score, is sent to and stored by us. Your transcript is not re-sent to us for this purpose and is not retained for this purpose.

These measurements are correlations, not findings of cause. We do not represent that any part of a script caused any outcome, and the Service labels these figures accordingly wherever they are displayed.

2b. Community Owner Reporting

If you joined through a community, course, or partner link, the owner of that community may be shown aggregated, de-identified statisticsabout their members — for example total dials, connect rates, talk time, and how the sections of their own script performed across the group.

A community owner is never shown your call audio, your transcripts, your leads or contacts, the individual suggestions you were given during a call, your individual statistics, or your email address in connection with performance reporting. The text of live suggestions is not stored by us at all, so it cannot be disclosed to anyone. The only script text a community owner sees is the text of the script they themselves wrote.

• This requires your consent, and the default is off.You are asked when you follow a community’s join link, before you sign up. If you do not agree, none of your activity is included, and you can change your answer at any time in Settings. Withdrawing consent stops your activity being included from that point forward.
• Minimum group size. No statistics of any kind are shown to a community owner unless at least five of their members have opted in, so that a total cannot be worked backwards to an individual. Individual rates within the reporting are additionally suppressed below a minimum number of calls.
• Leaderboards are separately optional. If a leaderboard is shown, you appear as an anonymous rank unless you have separately chosen a display name.
• Only that community’s scripts.Calls you make on your own scripts, or on another community’s script, are never included in a community owner’s reporting.

2c. If Your Account Is an Enterprise Seat (Important)

This section applies only if your account is a company-paid seat in an enterprise organization on Coldvise. If you signed up on your own, or joined through a community link, nothing in this section applies to you, and every commitment elsewhere in this policy, including all of Section 2b, stands unchanged.

An enterprise seat is different from a community membership in one fundamental way: the organization is the customer, and its administrator sees your work by name. That includes your calling activity (dials, connects, talk time, meetings booked), how the sections of the organization’s scripts performed on your calls, the objection categories recorded from your calls, and the outcomes of your call goals. This reporting is individual, not aggregated; the five-member minimum and the opt-in consent described in Section 2b do not apply to it. Activity reporting covers calls made on the organization’s scripts; transcript retention, below, is broader.

Transcript retention. An enterprise organization can turn on transcript retention for its seats. While it is on, the full text transcript of every call you make or receive on your seat, whether you were using a company script or a personal one, is retained for the organization indefinitely. The organization’s owner can read, search, and delete these transcripts. Deletion is controlled by the organization, not by you: there are no retention windows, there is no automatic deletion, and deleting your own account does not delete transcripts already retained for the organization. Your call audio is still never recorded or stored, and the text of live coaching suggestions is still never stored, for anyone.

You are told all of this before you take the seat. The notice shown when you join an enterprise organization states exactly what its administrator sees, including transcript retention, and your acknowledgement of that notice, with the version you saw and when, is recorded. That notice is the disclosure on which this section relies; accepting the seat after seeing it is how these terms come to apply to your account.

3. How We Use Your Information

• To provide, maintain, and improve the Service, including live suggestions and post-call debriefs.
• To transcribe your call audio and generate AI output from your transcripts and the context you provide.
• To analyze call content for script performance reporting, and to show you which parts of your scripts were used and what was observed on those calls (Section 2a).
• To produce aggregated, de-identified, minimum-group-size reporting for a community owner about their members, where those members have opted in (Section 2b).
• To authenticate you and manage your account and profile.
• To process memberships and credit-pack purchases, meter usage, and apply credits.
• To administer the partner/referral program and attribute qualifying signups.
• To detect, prevent, and address fraud, abuse, and security issues.
• To communicate with you about the Service, including service and billing notices.
• To comply with legal obligations and enforce our Terms of Service.

We do not sell your personal information, and we do not use your call content to train our own models.

4. Subprocessors

We share information with the following subprocessors strictly to operate the Service. Each processes data under its own terms and privacy policy:

Calls placed through the Service are carried by Twilio on a per-customer carrier subaccount that Coldvise provisions and controls, so each account’s numbers, call records, and carrier standing are kept separate from every other account’s. Our subprocessors’ use of data is governed by their respective agreements and privacy policies. We may update this list as our providers change; material changes will be reflected here.

5. Call Recording & Consent (Important)

The Service records and transcribes both sidesof your calls: your audio and the audio of every other participant. Laws governing the recording of calls and conversations vary by jurisdiction. Some require the consent of only one party, while others, including certain U.S. states with “two-party” or “all-party” consent requirements, require the consent of some or all parties.

You are solely responsible for understanding and complying with all applicable recording, wiretapping, and privacy laws, including obtaining consent from ALL call participants where required by law before recording or transcribing a call. Recording without any legally required consent is a prohibited use of the Service. You agree to use the Service only where you are legally permitted to do so.

6. Data Retention

We retain account, subscription, and usage records for as long as your account is active and as needed to provide the Service, comply with our legal obligations, resolve disputes, and enforce our agreements. Transcripts, AI debriefs, and content you upload are retained so you can access your history until you delete them or delete your account. Call audio is streamed to our transcription provider for the purpose of producing a transcript and is not retained by us as a stored audio file beyond what is necessary to deliver the Service. When you delete your account, your associated records are deleted in accordance with Section 9, subject to the limited exceptions described there.

Script performance records (Section 2a) are kept for as long as your account is active so that reporting over a chosen period remains available, and they are deleted with your account. They contain no suggestion text, no transcript, and no information about who was called. Community consent records (Section 2b) are append-only: a withdrawal is recorded as a new entry rather than by erasing the earlier one, because the record of what you agreed to and when is the reason the record exists. They are deleted with your account.

Aggregated statistics already shown to a community owner are derived at the time the reporting is viewed. Once you withdraw consent or delete your account, your activity stops being included in any reporting generated afterwards.

7. Security

We use reasonable administrative, technical, and organizational measures designed to protect your information, including encryption in transit, access controls, and reliance on established infrastructure providers. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

8. Your Rights

Depending on where you live, you may have rights to access, correct, delete, or port your personal information, or to object to or restrict certain processing. To exercise these rights, contact us at gvanderlaan22@gmail.com. We will respond as required by applicable law. You may also access, update, or delete much of your information directly within the Service.

9. Account Deletion

You can delete your account from within the Service. Deleting your account cancels any active membership and removes your profile, transcripts, AI debriefs, uploaded content, and usage and subscription records associated with your account. One exception: if your account was an enterprise seat and your organization had transcript retention turned on, transcripts already retained for the organization belong to the organization and are not deleted with your account (see Section 2c). Some information may be retained where required by law or for legitimate business purposes such as fraud prevention and financial record-keeping, and residual copies may persist in backups for a limited period before being overwritten.

10. Children's Privacy

The Service is not directed to individuals under the age of 18, and we do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us at gvanderlaan22@gmail.com and we will take appropriate steps to delete it.

11. International Users

We and our subprocessors may process and store information in countries other than your own, including the United States. By using the Service, you consent to the transfer of your information to those countries.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Service after changes take effect constitutes acceptance of the updated policy.

13. Contact Us

Questions about this Privacy Policy? Contact us at gvanderlaan22@gmail.com, Gavin VanderLaan d/b/a Coldvise, 8855 Heirloom Dr SW, Byron Center, MI 49315, USA.