Draft — review before public release

Profspeak privacy policy

Profspeak is provided by Profserve (Pty) Ltd (ABN 12 630 778 442). This policy explains what the app stores, why, and who processes it. It is written to align with the Australian Privacy Principles. Profserve's company-wide policy is at profserve.net/PrivacyPolicy.

Accounts and who can see what

Profspeak is used only by people an admin has invited. You sign in with Google; Profspeak receives your Google account's name, email address, profile photo and a permanent account number, and never your Google password. The Owner can also sign in with a password.

Everything you create (scripts, meetings, webinars, rehearsals, reference files, your style profile, settings and backups) is private to your account. Admins can see the list of users, each person's role, when they last signed in, and an estimate of what their AI and listening use cost this month, but not their content. If an admin removes you, they choose whether your data is kept (it comes back if you're invited again) or deleted permanently.

What we store

• Your account: name, email address, profile photo and Google account number, your role, monthly cap, and when you were invited and last signed in.
• Scripts you write, including every saved version.
• The name of any file you used to build a script. When the AI writes a script from your files, only their text is used for that request; the files themselves aren't stored.
• Questions, answers and notes from live assistant sessions you end and save. Live transcripts are kept only on screen during the session and are not stored, apart from what goes into those notes.
• Meetings you record or upload: the transcript (who said what, and when), speaker names you add, your own notes, marked moments, AI notes and the questions you ask about it. Uploaded recordings are deleted as soon as they are transcribed.
• Webinars you plan: the run sheet, presenters, prepared answers, polls and follow-up pack, plus the questions, optional names, votes and poll answers attendees send through the audience page. Attendees don't sign in; their browser keeps a random number so each person votes once. Deleting a webinar deletes all of this.
• Your display settings and key bindings.
• Rehearsal reports: timings, pace, filler-word counts, short quotes of skipped or off-script lines, and the text of what you said (used to suggest script wording that matches how you speak). The audio itself is not stored.
• Your style profile, if you create one: a description of how you write and speak, with short example paragraphs, and a list of what it was learned from. The emails, documents and recordings you teach it with are used once to build the profile and are not stored. You can switch the profile off or delete it at any time.
• Monthly usage totals used to estimate costs and stop runaway use, such as AI requests and tokens used.
• A record of failed password sign-in attempts per network address, kept for up to 15 minutes, to stop password guessing.

Recently opened scripts and your settings are also kept on your device so the prompter works without a connection.

Audio

When you turn on voice-follow or a listening mode, audio from your microphone (or from a meeting tab you choose to share) is streamed to a speech-to-text provider to produce a transcript. Raw audio is not stored. A visible indicator shows whenever the microphone is live. When you record a meeting, the meeting's sound comes from a tab or screen you choose to share; only the sound is used, never the picture.

Telling other people

If you record a meeting or use a listening mode in a room or online meeting, you are responsible for telling the people present that an AI assistant is listening. Profspeak shows a notice you can read out or paste into the meeting chat before listening starts.

Webinar audiences and co-presenters

The audience page (a short code link) shows the webinar's title, the questions people have sent, and polls. Questions are visible to everyone with the link. A co-presenter's link is secret and shows the webinar's script, so the presenter should only share it with that person. Both links stop working when the webinar is deleted.

Who processes your data

• Google: sign-in. Google tells Profspeak who you are when you choose Continue with Google.
• Vercel: hosting and file storage (scripts, uploads, settings).
• Ably: real-time sync between your devices while you share a session. It carries controls, the script title, section headings and scroll position, never the script text.
• Deepgram: speech-to-text while the microphone is on (voice-follow, listening and meetings), including telling speakers apart, and transcription of recordings you upload. Audio is not stored.
• Tavily: web search for live answers (when that feature is available).
• TypeSafe AI (Jev): short yes/no and pick-one decisions, such as whether something said is a question worth answering, how urgent it is, which kind of script fits your topic, whether an uploaded file is relevant, where you are in the script when voice-follow loses you, which lines you said as written in a rehearsal, and whether an audience question looks like spam. It receives the short piece of text each decision needs (for example a spoken sentence, your wizard answers, file excerpts, section text or an audience question). You can switch decisions off in Settings.
• Anthropic (Claude): writing, improving and rewriting scripts, answering live questions, writing session and meeting notes, answering questions about your meetings, learning your style profile, answering questions about using Profspeak from its manual (Ask Profspeak), preparing webinar questions, grouping audience questions and writing webinar follow-ups, and web research when needed. Your script text, your answers and the text of files you add are sent only when you use an AI feature. For live answers, only the passages of your reference files that relate to the question are sent.
• Other AI model providers (OpenAI or Google), only if they are added later and you select them.
• Your browser's push service (Google, Apple, Microsoft or Mozilla), only if you turn on alerts on a device. It carries the alert text, such as "Deepgram is failing", never your content.

Some of these providers may process data outside Australia.

Keeping and deleting data

Your data is kept until you delete it, unless you set automatic deletion in Settings → Data retention: meeting transcripts, whole meetings, live assistant sessions, webinar audience questions and manual backups can each be deleted after 7, 30, 90 or 365 days. Meetings marked Keep are never deleted automatically. Deleting a script removes all of its versions. You can delete session notes and meetings at any time.

Reference files, web pages and pasted text you add to the live assistant are read and only their text is kept: for that session, or in My reference files if you save them (you can delete them, or set them to be deleted automatically). The original file is never stored. When you add a link, Profspeak's server fetches that one page (it only reads public pages and never sends your sign-in to the site). A session brief you write is kept on your device and sent with each live question. Recordings are not kept: an uploaded recording is deleted as soon as it has been transcribed, and any leftover from a failed upload is deleted after a day. Live audio is never stored.

Backups (Settings → Backup) are zip files of your own data, stored privately with the rest of it. A weekly copy is made automatically and the last four are kept. A log of service errors (which service failed, when and why, never your content) is kept for 30 days for alerts, and you can clear it at any time.

Contact

Questions or requests about your information: info@profserve.net.