Privacy Policy

1. Information We Collect

We collect the following categories of information when you use Perceive8:

• Account information — name, email address, company, and billing details you provide when creating an account.
• Audio recordings — audio files you upload to the Service for processing.
• Derived data — transcripts, speaker diarization, speaker voice embeddings (voiceprints), emotion analysis, sentiment scores, named entities, and other AI-generated outputs derived from your audio.
• Usage data — log data, IP addresses, browser type, pages visited, API calls, and timestamps collected automatically.
• Payment information — billing details handled by Stripe; no raw payment card data is stored in our systems.

2. How We Use Information

We use your information to:

• Provide and operate the Service, including processing and analyzing audio content you submit.
• Generate transcripts, speaker identification, emotion analysis, and other AI-powered outputs.
• Process payments and manage your subscription.
• Send service-related communications (account alerts, policy updates, security notices).
• Monitor platform health, detect errors, and investigate security incidents (via Sentry error tracking).
• Comply with legal obligations and respond to lawful requests.
• Detect and prevent fraud, abuse, and violations of our Terms of Service.

We do not use your audio recordings or derived data to train AI models, and we do not sell your personal data.

3. Audio Data Processing and AI Analysis

When you upload audio to Perceive8, it is processed through an AI pipeline that may include:

• Speech-to-text transcription — converting spoken words into text.
• Speaker diarization — identifying and labeling individual speakers in a recording.
• Voiceprint analysis — extracting biometric voice embeddings to enable speaker identification across recordings. Voiceprints are biometric data and are processed only with your explicit consent.
• Emotion and prosody analysis — detecting emotional tone, speaking pace, and vocal patterns.
• Content intelligence — sentiment analysis, named entity recognition, topic detection, and content moderation.
• AI chat and RAG — conversational queries over your transcript data using large language models.

Audio is transmitted to third-party AI providers solely to deliver these features. See Section 12 (Subprocessors) for the complete list. Each provider is bound by data processing agreements that prohibit them from using your data for their own purposes, including model training.

4. Data Sharing

We do not sell your personal data. We may share information with:

• Subprocessors — third-party service providers required to operate the platform (AI processing, hosting, payments). See Section 12 for the full list.
• Legal authorities — when required by applicable law, court order, or governmental regulation.
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to standard confidentiality protections.
• With your consent — for any other purpose with your explicit permission.

5. Security

We implement industry-standard security measures including:

• AES-256 encryption at rest and TLS 1.2+ encryption in transit.
• Row-level security in the database so data boundaries are enforced at the data layer.
• Role-based access controls and least-privilege API key scoping.
• Sentry-based error tracking and performance monitoring to detect anomalies.
• Peer review of all code changes and regular dependency updates.

While we strive to protect your data, no method of electronic transmission or storage is 100% secure. We will notify affected users of security incidents within the timelines required by applicable law (72 hours under GDPR, 60 days under HIPAA).

6. Your Rights (GDPR / CCPA)

Depending on your jurisdiction, you may have the right to:

• Access — request a copy of your personal data.
• Rectification — correct inaccurate or incomplete data.
• Erasure — request deletion of your personal data (subject to legal retention requirements).
• Portability — receive your data in a machine-readable format.
• Restriction or objection — restrict or object to certain processing activities.
• Withdraw consent — revoke consent for optional processing (e.g., voiceprint analysis) at any time without affecting prior processing.
• Complain — lodge a complaint with your national data protection supervisory authority.

To exercise these rights, contact us at [email protected] or use your account's privacy settings.

7. Cookies

Perceive8 uses a minimal set of cookies:

• Essential cookies — required for authentication and session management. These cannot be disabled without breaking the Service.
• Error tracking — Sentry uses a session identifier to correlate error reports for debugging purposes. No advertising or behavioral tracking is performed.

We do not use third-party analytics cookies, advertising cookies, or behavioral tracking cookies. We do not use Google Analytics, Meta Pixel, or similar third-party tracking technologies.

8. Children's Privacy

The Service is not directed to children under 16. We do not knowingly collect personal information from children under 16. If we learn that we have collected such information, we will take steps to delete it promptly. If you believe we have inadvertently collected data from a child under 16, please contact us at [email protected].

9. International Transfers

Your data may be transferred to and processed in countries other than your own, including the United States. Several of our AI processing subprocessors are based in the United States. Where required (for example, for EU/EEA data subjects), we ensure appropriate safeguards are in place including Standard Contractual Clauses (SCCs) under GDPR Art. 46. See Section 12 for per-provider transfer details.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes via email or through the Service at least 30 days before they take effect. Continued use of the Service after changes constitutes acceptance of the revised policy. The current version and effective date are always shown at the top of this page.

11. Contact

If you have questions about this Privacy Policy or wish to exercise your data rights, contact us:

• Privacy inquiries: [email protected]
• DPA / legal requests: [email protected]
• Security vulnerabilities: [email protected]

Enterprise customers requiring a Data Processing Agreement (DPA) may request one at [email protected] or via the Enterprise inquiry form.

12. Subprocessors

We use the following third-party service providers (subprocessors) to operate and deliver the Perceive8 platform. Each is bound by a data processing agreement.

We will notify customers at least 30 days before adding or replacing a subprocessor. To subscribe to subprocessor change notifications, contact [email protected].

13. Your Data Rights

As a Perceive8 user, you have the following rights regarding your personal data:

• Right to access and export — Request a complete copy of all your personal data in a machine-readable format.
• Right to delete — Request permanent deletion of your account and all associated data.
• Right to withdraw consent — Revoke consent for optional data processing (including voiceprint analysis) at any time without affecting the lawfulness of prior processing.

You can exercise these rights directly from your account. Manage your privacy settings at Privacy & Data Settings.

14. Data Retention

We retain different categories of data for different periods:

• Audio files: 90 days from upload, after which they are automatically purged.
• Transcripts and analysis results: Retained for the lifetime of your account plus 30 days after account closure.
• Voiceprints (biometric data): Retained until you withdraw consent or delete your account, whichever comes first.
• Billing records: 7 years, as required by applicable tax and financial regulations. Financial records are anonymized rather than deleted.
• Audit logs: 2 years from event date, for security and compliance purposes.

You may request early deletion of your data at any time through your privacy settings, subject to legal retention requirements.