Privacy Policy

1. Scope and Who We Are

This Privacy Policy describes how ListenCoach, LLC ("ListenCoach," "we," "us," or "our") collects, uses, discloses, retains, and protects personal information when you use the ListenCoach mobile application, website, and related services (collectively, the "Service"). ListenCoach is the controller of the personal information described in this Privacy Policy, except when we process information solely on behalf of an organization under a separate written agreement. If an organization provides your access to ListenCoach, that organization may have its own privacy notice and may control certain account information.

2. Information We Collect

2.1 Information You Provide

• Account and contact information. Your name, email address, login credentials or authentication information, and account preferences.
• Practice and profile information. Goals, roleplay settings, scenarios, topics, prompts, custom instructions, and other information you provide to personalize the Service.
• Voice and conversation content. Audio from AI roleplay sessions, any real conversation recordings or audio files you choose to upload, transcripts, speaker labels, and related text or files.
• Coaching and progress information. AI-generated feedback, summaries, skill observations, progress history, usage limits, and performance trends.
• Support and communications. Messages, feedback, survey responses, and information you provide when you contact us.

2.2 Information Collected Automatically

• Usage information. Features used, session dates and duration, navigation events, subscription status, and interactions with the Service.
• Device and technical information. Device type, operating system, app version, language, time zone, network information, IP address, identifiers used for app functionality or security, and similar technical data.
• Diagnostics. Crash logs, performance information, error reports, and security events.

2.3 Information From Apple and Other Sources

Apple may provide us with subscription status, transaction identifiers, refund-related information, and limited account information needed to operate purchases and subscriptions. We do not receive your full payment card number from Apple. We may also receive information from service providers that support authentication, analytics, customer support, infrastructure, transcription, speech generation, and AI processing.

2.4 Microphone, Files, and Notifications

With your permission, the app accesses your microphone to conduct and record spoken practice sessions. If you choose to upload a file, the app accesses only the file or location you select through the applicable device picker. Push notifications are optional and may be managed in your device settings.

2.5 Sensitive Information

Conversation content can naturally include personal or sensitive information. Please use judgment and do not provide information that is not needed for communication practice. Do not upload government identifiers, payment card details, account passwords, highly confidential business information, legally privileged information, protected health information, or information about minors unless you are legally authorized to do so and the Service is approved for that use under a separate written agreement.

3. Sources of Personal Information

We collect personal information directly from you, automatically from your device and use of the Service, from Apple in connection with subscriptions and app distribution, from an organization that provides your access, and from vendors that help us operate the Service.

4. How We Use Personal Information

• Provide, operate, and maintain AI roleplay conversations, transcription, analysis, coaching, and progress tracking.
• Personalize scenarios, coaching, recommendations, and user experience.
• Authenticate users, manage accounts, process subscription status, and provide customer support.
• Monitor reliability, troubleshoot errors, improve product design, and protect the Service against fraud, abuse, and security threats.
• Communicate about the Service, including account, security, subscription, and material policy notices.
• Send product updates or educational messages when permitted by law. You may opt out of marketing messages at any time.
• Comply with law, enforce our Terms of Service, and establish, exercise, or defend legal claims. We do not use ListenCoach coaching results to make decisions about employment, housing, credit, insurance, education admission, or other high-impact eligibility matters. The Service is designed for personal and professional development, not automated decision-making about a person.

5. AI Processing, Voice Data, and Model Training

ListenCoach uses artificial intelligence and speech technologies to conduct roleplays, transcribe audio, analyze communication, and generate coaching. This requires transmitting session content to service providers that process information on our behalf.

• No biometric identification. We do not use voice recordings to identify you, verify your identity from your voice, or create a biometric voiceprint.
• No generalized model training without consent. We do not use your private voice recordings, uploaded real conversations, or transcripts to train generalized AI models for unrelated customers unless we first obtain your affirmative consent. We may use de-identified, aggregated, or statistical information to understand and improve the Service, provided it cannot reasonably be linked back to a person.
• Provider protections. Our service providers may process personal information only for contracted purposes, must protect it under applicable agreements, and must provide protections consistent with this Privacy Policy and applicable law. AI systems can make mistakes. We may review limited session information when reasonably necessary to investigate a support request, security issue, or product failure. Access is limited to authorized personnel and providers with a need to know.

6. Legal Bases for Processing

Where privacy law requires a legal basis, we process personal information as needed to perform our contract with you, based on our legitimate interests in operating and securing the Service, with your consent when required, and to comply with legal obligations. You may withdraw consent for future processing where consent is the legal basis, but withdrawal does not affect processing that occurred before withdrawal.

7. How We Disclose Personal Information

We may disclose personal information to the following categories of recipients:

• AI, speech, and infrastructure providers. Providers of hosting, storage, databases, authentication, transcription, speech generation, language models, email delivery, and security services.
• Analytics and diagnostics providers. Limited providers that help us understand product use, crashes, and performance. We do not permit these providers to use ListenCoach data for cross-context behavioral advertising.
• Apple. Information required to distribute the app, manage subscriptions, process purchases, prevent fraud, and evaluate refund requests. We do not provide Apple with your recordings or transcripts for refund evaluation.
• Support and business operations providers. Customer support, communication, professional advisory, accounting, insurance, and legal providers.
• Your organization. If your account is provided through an employer or other organization, we may share account administration information and only the content or reporting described in the organization’s agreement and user notice.
• Business transactions. A buyer, investor, lender, or successor in connection with a merger, financing, acquisition, reorganization, bankruptcy, or sale of assets, subject to appropriate confidentiality protections.
• Legal and safety disclosures. Government authorities or other parties when required by law or reasonably necessary to protect rights, safety, security, users, or the public.
• At your direction. Other parties when you ask us to share information or connect a feature.

No sale or targeted advertising We do not sell personal information. We do not share personal information for cross-context behavioral advertising, and we do not use tracking technologies to follow you across unrelated apps or websites for advertising.

8. Uploaded Real Conversations and Other People

An uploaded real conversation may contain the voice, statements, likeness, personal information, or confidential information of another person (a "Third-Party Participant"). You are responsible for providing all required notices and obtaining all legally required permissions before recording or uploading that content. Recording and consent laws vary by location, and some locations require consent from every participant. We process Third-Party Participant information to provide the requested coaching and related Service functions to the account holder. We do not create a consumer account for the Third-Party Participant or use that person’s voice to identify them. A Third-Party Participant who believes their information was uploaded without authorization may contact us. We may request information reasonably necessary to locate the content, verify the request, and protect the account holder’s rights.

9. Data Retention and Deletion

We retain personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, including providing the Service, maintaining security and reliability, meeting legal obligations, resolving disputes, and enforcing agreements. Retention periods may vary based on the nature of the information and the reason it is held. Category General retention approach

Account and profile While your account is active and for a reasonable period after closure, generally up information to 30 days, unless a longer period is required for security, fraud prevention, dispute resolution, or law. Session audio, transcripts, Until you delete the item or your account, subject to temporary backup retention uploads, and coaching results and legal obligations. Usage logs and diagnostics Generally up to 12 months, unless needed longer to investigate security, reliability, fraud, or legal issues. Support communications Generally up to 3 years after the support matter is closed. Subscription and transaction For the period required for accounting, tax, fraud prevention, and legal records compliance, which may be up to 7 years. Backups Deleted information may remain in encrypted or access-restricted backups for up to 90 days before being overwritten, unless law requires longer retention. You may delete individual sessions or uploads through the app when that feature is available. You may initiate deletion of your full account in the app under account settings. We may use a reasonable verification step before completing deletion. Deleting your account does not automatically cancel an Apple subscription; subscriptions must be managed through your Apple account settings. We may retain limited information after deletion when required by law or reasonably necessary for fraud prevention, security, financial recordkeeping, legal claims, or enforcement. When retained for these purposes, the information will not be used for unrelated purposes.

10. Your Choices and Privacy Rights

Depending on where you live and whether a particular law applies, you may have the right to access, correct, delete, or obtain a copy of personal information; withdraw consent; object to or restrict certain processing; opt out of sale, sharing, targeted advertising, or certain profiling; and appeal a decision on a privacy request. We will not discriminate against you for exercising a privacy right.

• Account and session controls. Use the app settings to update account information, delete available sessions or uploads, and initiate account deletion.
• Microphone and device permissions. Change permissions in your device settings. If microphone permission is disabled, voice features may not function.
• Marketing communications. Use the unsubscribe link in marketing email or contact us. Service, security, and account messages may still be sent.
• Privacy requests. Email support@listencoach.ai. We may verify your identity and ask for information needed to process the request.
• Authorized agents. Where permitted, an authorized agent may submit a request for you. We may require proof of authority and verification directly from you.
• Appeals. If we deny a request and applicable law provides an appeal right, reply to our decision and state that you are appealing. Because we do not sell personal information or use it for targeted advertising, there is ordinarily no sale or targeted-advertising opt-out to exercise. If our practices change, we will update this Privacy Policy and provide any required controls before the change takes effect.

11. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal information. These measures may include access controls, vendor reviews, logging, encryption in transit, and security monitoring. No system can be guaranteed completely secure. You are responsible for protecting your login credentials and promptly notifying us of suspected unauthorized access.

12. Children and Teens

ListenCoach is intended for adults and is not directed to anyone under 18. We do not knowingly allow individuals under 18 to create accounts or submit voice recordings. If you believe a person under 18 has provided personal information, contact us and we will take appropriate steps to investigate and delete it. Do not upload a recording that includes a minor unless ListenCoach has expressly approved that use in writing and all legal requirements have been satisfied.

13. International Data Transfers

ListenCoach is operated from the United States. Personal information may be processed in the United States and other countries where our service providers operate. Those countries may have privacy laws different from the laws where you live. Where required, we use contractual and other safeguards intended to support lawful transfers.

14. Third-Party Services and Links

The Service may link to or integrate with third-party services. Their privacy practices are governed by their own policies. We are not responsible for third-party services that you choose to use, except to the extent required by law.

15. Changes to This Privacy Policy

We may update this Privacy Policy as the Service, vendors, or legal requirements change. We will post the revised policy with a new effective date and provide additional notice when required. If a change requires consent, we will request it before applying that change to your information.

16. Contact Us

Questions, privacy requests, and Third-Party Participant removal requests may be directed to: