Terms and Conditions

1. Acceptance of Terms

By accessing or using the Sales Coach AI platform ("Service"), including its web application, desktop application, and associated APIs, you ("User," "you," or "your") agree to be bound by these Terms and Conditions ("Terms"). If you are using the Service on behalf of an organization, you represent that you have authority to bind that organization to these Terms.

If you do not agree with any part of these Terms, you must not use the Service.

2. Description of Service

Sales Coach AI is a sales coaching and call-analysis platform. The Service provides:

• Meeting recording & transcription — automated bots join video conferences (Zoom, Google Meet, Microsoft Teams, Webex) to record audio/video and generate transcripts.
• AI-powered analysis — transcripts are processed by third-party large language models (LLMs) to produce call summaries, coaching insights, scoring, competitor detection, objection tracking, deal-risk analysis, and other analytics.
• Knowledge base — users may upload documents (PDF, TXT, MD) to create searchable reference libraries used during coaching analysis.
• Prospect & pipeline management — CRM-like features for tracking prospects, follow-up tasks, and deal stages.
• Team management — role-based access (Owner, Manager, Rep) with organizational membership.
• Desktop application — an Electron-based application for local audio capture and analysis.

3. Accounts and Registration

3.1 Eligibility

You must be at least 18 years old and capable of entering into a binding agreement to use the Service.

3.2 Account Creation

You must provide a valid email address and a password of at least 8 characters. You are responsible for maintaining the confidentiality of your credentials and for all activity under your account.

3.3 Organizational Roles

The Service supports three user roles:

• Owner — creates and administers an organization; full access to all features and team management.
• Manager — can view team members' calls, upload knowledge-base documents, and manage reps assigned to them.
• Rep — individual contributor who records and reviews their own calls.

3.4 Account Security

Passwords are hashed using Argon2id and are never stored in plaintext. You must notify us immediately at support@breakthroughcoaching.ai if you believe your account has been compromised.

4. Data Collection and Processing

4.1 Data We Collect

We collect and process the following categories of data:

• Account data — email address, name, role, organization membership, subscription tier.
• Meeting recordings — audio and video captured by our meeting bot during conferences you explicitly invite it to join.
• Transcripts — text transcriptions generated from meeting audio, including speaker identification and timestamps.
• AI-generated analytics — call summaries, coaching insights, scores, sentiment analysis, competitor mentions, objection tracking, deal-risk assessments, and audio analysis (vocal characteristics, emotion, pacing).
• Knowledge-base documents — files you upload (PDF, TXT, MD; maximum 10 MB per file), including extracted text content and vector embeddings.
• Prospect data — contact information, company details, deal stage, and interaction history you enter into the platform.
• Usage & billing data — call counts, minutes used, AI processing costs, and Stripe customer/subscription identifiers.

4.2 Meeting Recording Consent

You are solely responsible for obtaining all necessary consents from meeting participants before recording. Many jurisdictions require all-party or at least one-party consent for recording conversations. The meeting bot identifies itself by name when joining a call, but this does not relieve you of your obligation to comply with applicable recording-consent laws.

We strongly recommend that you notify all meeting participants that the call will be recorded and analyzed by AI, and obtain their explicit consent before proceeding.

4.3 How Data is Used

Your data is used to:

• Provide the core Service functionality described above.
• Generate AI-powered coaching insights and analytics from your call transcripts.
• Manage your subscription, billing, and usage metering.
• Improve Service quality and reliability (aggregated, anonymized usage metrics only).

5. Third-Party Services and Data Sharing

The Service relies on the following third-party processors. By using the Service, you acknowledge and consent to the transfer of data to these providers as necessary to deliver the Service.

5.1 Recall.ai (Meeting Recording & Transcription)

We use Recall.ai to deploy meeting bots, capture audio/video recordings, and generate initial transcriptions.

• Data shared: Meeting URL, bot configuration, recording content (audio/video).
• Data received: Transcripts, recording files (pre-signed URLs), bot status events.
• Retention: Recording download URLs provided by Recall.ai expire within approximately 5 hours. We download and process content within this window.
• Webhook security: All Recall.ai webhook callbacks are verified using Svix cryptographic signatures.

5.2 AI / Large Language Model Providers

Full call transcripts and associated context are sent to third-party LLM providers for analysis. The specific provider depends on your subscription tier:

• Free & Basic tiers: OpenAI (GPT-4o-mini).
• Pro tier: Anthropic (Claude Sonnet).

What is sent to LLMs: Full transcript text (including speaker labels and timestamps), call duration, call metadata, and — when applicable — company research context for enhanced analysis.

What is NOT sent to LLMs: Your password, payment information, or any other account credentials.

Both OpenAI and Anthropic operate under data-processing agreements that prohibit the use of API-submitted data to train their models. However, we encourage you to review their respective privacy policies directly.

5.3 Deepgram (Audio Transcription)

Audio content may be processed by Deepgram (Nova-2 model) for transcription, either through Recall.ai's integration or via a Bring-Your-Own-Key configuration.

5.4 Stripe (Payments & Billing)

Subscription management and payment processing are handled by Stripe. We share your email, name, and Stripe identifiers with Stripe for billing purposes. We do not store credit card numbers on our servers.

5.5 Bring-Your-Own-Key (BYOK)

Pro and enterprise users may provide their own API keys for supported services (OpenAI, Anthropic, Recall.ai, Deepgram). When you use BYOK:

• Your keys are encrypted at rest using AES-256-GCM before storage.
• Data is sent directly to those providers under your own account and terms.
• Usage is tracked separately and metered under your API account.
• You assume responsibility for any costs and compliance obligations associated with your own keys.

6. Data Security

6.1 Encryption

• Passwords: Hashed with Argon2id (not reversible).
• BYOK API keys: Encrypted at rest with AES-256-GCM using a 256-bit master key, with unique initialization vectors per key.
• Transport: All data in transit is encrypted via TLS/HTTPS.

6.2 Multi-Tenant Isolation

All data is scoped to your organization using a combination of application-level checks and PostgreSQL Row-Level Security (RLS) policies. Each database query is executed within a tenant-scoped context that prevents cross-organization data access.

6.3 Access Controls

• Session-based authentication with automatic expiration and refresh.
• Role-based authorization (Owner, Manager, Rep) enforced at both the API and database level.
• Webhook endpoints are protected by cryptographic signature verification.

6.4 Infrastructure — Where Your Data is Stored

The Service is hosted on Railway, a cloud platform running on Google Cloud Platform (GCP) infrastructure in Equinix data centers located in The Dalles, Oregon, United States.

• Encryption at rest: All data stored in our PostgreSQL database is encrypted with AES-256. Service variables and secrets receive an additional application-level encryption layer.
• Encryption in transit: All network traffic is encrypted with TLS 1.3.
• Backups: Database backups with point-in-time recovery capability are provided as a platform feature. Specific backup intervals and retention are subject to Railway's current service offerings.
• Network isolation: Projects and environments are isolated with automated firewall rules and private networking.
• Physical security: Equinix IBX data centers employ five layers of physical security, including biometric access, mantrap entry, and 24/7 CCTV monitoring.
• Compliance: As of the date of these Terms, Railway holds SOC 2 Type II, SOC 3, and EU-US Data Privacy Framework certifications. Certifications are subject to change; current status can be verified at trust.railway.com. A Data Processing Agreement (DPA) is available via self-service at railway.com/legal/dpa.

6.5 Meeting Recording Infrastructure (Recall.ai)

Meeting recordings and transcriptions are processed through Recall.ai. As of the date of these Terms, Recall.ai holds SOC 2 Type 2, ISO 27001:2022, HIPAA, GDPR, and CCPA certifications. Certifications are subject to change; current status can be verified at security.recall.ai.

• Data ownership: Per Recall.ai's Master Subscription Agreement, customers retain all right, title, and interest in their data, including any data derived from it.
• Data storage region: Our Recall.ai deployment uses the US West (us-west-2) region. Recording data is stored on AWS infrastructure with AES-256 encryption at rest and TLS encryption in transit.
• Data isolation: Each Recall.ai region is completely independent — credentials, API resources, and data cannot be accessed across regions.
• Recording retention: Recording media on Recall.ai's servers is retained according to our configured workspace retention policy. We configure short-term retention and download recordings within approximately 5 hours of availability. Once deleted or expired on Recall.ai's servers, data is permanently removed and cannot be recovered.
• No AI training: Recall.ai explicitly does not use customer data for training or fine-tuning machine learning or AI models.
• Aggregated analytics: Recall.ai may collect and analyze de-identified, aggregated data relating to service performance and usage. No individual customer data is disclosed.
• AI output liability: Recall.ai disclaims all liability for AI-generated output. Accordingly, we also disclaim liability for AI-generated content as described in Section 11 of these Terms.

6.6 AI Provider Security

As of the date of these Terms, the following certifications and policies are in effect. These are maintained by the respective providers and are subject to change.

• OpenAI: SOC 2 Type 2 certified. API data is not used to train models. Data is encrypted in transit (TLS 1.2+) and at rest (AES-256). API inputs and outputs may be retained for up to 30 days for abuse monitoring, then deleted, per OpenAI's current data usage policy.
• Anthropic: SOC 2 Type 2 certified. API data is not used to train models. Data is encrypted in transit and at rest.

7. Data Retention and Deletion

7.1 Recording Retention

Recordings and associated media are retained based on your subscription tier:

• Free: 7 days
• Basic: 30 days
• Pro: 60 days

After the retention period expires, recording files are automatically deleted. Transcripts, summaries, and AI-generated analytics may be retained longer unless you request deletion.

7.2 Account Deletion

You may request deletion of your account and all associated data by contacting support@breakthroughcoaching.ai. Upon deletion:

• All user data, call recordings, transcripts, AI analytics, knowledge-base documents, and prospect data are permanently deleted.
• Organization-level data is deleted when the last member's account is removed.
• Data already transmitted to third-party processors (Recall.ai, OpenAI, Anthropic) is subject to those providers' own retention and deletion policies.

7.3 Data Portability

You may export your transcripts, call data, and analytics at any time while your account is active.

8. Subscription Plans and Billing

8.1 Plans

The Service is offered in Free, Basic, and Pro tiers. Features, usage limits, and pricing for each tier are described on our pricing page and may be updated from time to time.

8.2 Trials

New users may be eligible for a 14-day trial of paid features. At the end of the trial period, your account will revert to the Free tier unless you subscribe to a paid plan.

8.3 Billing

Paid subscriptions are billed through Stripe on a recurring basis. You authorize us to charge your payment method for all applicable fees. Failure to pay may result in downgrade or suspension of your account.

8.4 Cancellation

You may cancel your subscription at any time. Cancellation takes effect at the end of the current billing period. No refunds are provided for partial billing periods.

9. Acceptable Use

You agree not to:

• Record meetings without the knowledge or consent of all participants, in violation of applicable law.
• Use the Service to process data of individuals under 18 years of age.
• Use the Service to process protected health information (PHI), classified information, or other categories of data subject to heightened regulatory requirements, unless a separate agreement is in place.
• Attempt to access another organization's data or circumvent security controls.
• Reverse-engineer, decompile, or disassemble any part of the Service.
• Use the Service for any illegal, fraudulent, or harmful purpose.
• Resell, sublicense, or redistribute the Service without written authorization.
• Upload malicious files, malware, or content that infringes third-party rights to the knowledge base.

10. Intellectual Property

10.1 Your Content

You retain all rights to your data, including call recordings, transcripts, uploaded documents, and prospect information. You grant us a limited, non-exclusive license to process your content solely to provide and improve the Service.

10.2 AI-Generated Content

Summaries, coaching insights, scores, and other AI-generated analytics derived from your content are provided for your use under your subscription. These outputs are generated by third-party AI models and should not be treated as professional advice. You are responsible for verifying and applying AI-generated insights at your own discretion.

10.3 Our Intellectual Property

The Service, including its software, design, branding, proprietary scoring frameworks (CDOCi), and documentation, is owned by Sales Coach AI and protected by intellectual property laws.

11. Disclaimers

11.1 AI Accuracy

AI-generated analysis, scores, and recommendations are produced by third-party large language models and may contain inaccuracies, hallucinations, or errors. The Service does not guarantee the accuracy, completeness, or reliability of any AI-generated output. You should not rely solely on AI-generated content for business decisions.

11.2 No Professional Advice

The Service provides sales coaching analytics and is not a substitute for professional legal, financial, or business advice.

11.3 Service Availability

The Service is provided "as is" and "as available." We do not guarantee uninterrupted or error-free operation. Meeting bot functionality depends on third-party video conferencing platforms and may be affected by changes to those platforms.

11.4 Third-Party Services

We are not responsible for the availability, accuracy, or performance of third-party services (Recall.ai, OpenAI, Anthropic, Deepgram, Stripe) used by the platform. Disruptions to these services may affect Service functionality.

12. Limitation of Liability

To the maximum extent permitted by law, Sales Coach AI and its officers, directors, employees, and affiliates shall not be liable for any indirect, incidental, special, consequential, or punitive damages, including but not limited to loss of profits, data, business opportunities, or goodwill, arising from your use of or inability to use the Service.

Our total aggregate liability for any claims arising under these Terms shall not exceed the amount you paid for the Service in the twelve (12) months preceding the claim.

13. Indemnification

You agree to indemnify and hold harmless Sales Coach AI from any claims, damages, losses, and expenses (including reasonable attorney's fees) arising from:

• Your use of the Service in violation of these Terms.
• Your failure to obtain required consent for recording meeting participants.
• Your violation of any applicable law, regulation, or third-party right.
• Content you upload to or create within the Service.

14. White-Label and Multi-Tenant Use

Organizations using the white-label or multi-tenant features of the Service are responsible for:

• Providing their own end-user terms and privacy policies to their customers, consistent with these Terms.
• Ensuring compliance with data-protection laws applicable to their vertical and jurisdiction.
• Managing their own BYOK API keys and the associated compliance obligations.

15. Privacy and Compliance

15.1 Data Processing

We process personal data as a data processor on your behalf. You are the data controller and are responsible for ensuring a lawful basis for processing (e.g., consent, legitimate interest) under applicable data-protection laws.

15.2 GDPR / International Data Transfers

If you are located in the European Economic Area (EEA), United Kingdom, or other jurisdiction with data-transfer restrictions, be aware that your data will be processed in the United States by us and our third-party providers. By using the Service, you consent to this transfer. We will work with enterprise customers to execute Data Processing Agreements (DPAs) upon request.

15.3 CCPA

If you are a California resident, you have rights under the California Consumer Privacy Act (CCPA) to know what personal information is collected, request deletion, and opt out of the sale of personal information. We do not sell personal information.

15.4 Recording Laws

Recording laws vary by jurisdiction. Some states and countries require all-party consent. You are solely responsible for ensuring that your use of the recording features complies with all applicable federal, state, and international recording and wiretapping laws.

16. Termination

We may suspend or terminate your access to the Service at any time if you violate these Terms, fail to pay applicable fees, or if we reasonably determine that your use of the Service poses a risk to the platform or other users. Upon termination:

• Your right to access the Service ceases immediately.
• We will retain your data for 30 days following termination to allow you to export it, unless you request immediate deletion.
• After the retention window, all data will be permanently deleted.

17. Changes to These Terms

We reserve the right to update these Terms at any time. Material changes will be communicated via email or in-app notification at least 30 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the updated Terms.

18. Governing Law and Dispute Resolution

These Terms are governed by the laws of the State of California, United States, without regard to conflict-of-law principles. Any disputes arising under these Terms shall first be attempted to be resolved through good-faith negotiation. If unresolved after 30 days, disputes shall be submitted to binding arbitration in accordance with the rules of the American Arbitration Association.

19. Miscellaneous

• Severability: If any provision of these Terms is found unenforceable, the remaining provisions remain in full force.
• Entire Agreement: These Terms, together with any Data Processing Agreement, constitute the entire agreement between you and Sales Coach AI regarding the Service.
• Waiver: Failure to enforce any right under these Terms does not constitute a waiver of that right.
• Assignment: You may not assign your rights under these Terms without our prior written consent.

20. Contact

For questions about these Terms, data requests, or to report a security concern:

Email: support@breakthroughcoaching.ai