Privacy statement

DialCoach is a SaaS tool sales coaches and outbound agencies use to analyse cold-call recordings their reps make. This statement explains what data we collect when a customer uploads or streams a call to dialcoach.app, how we process it, who we share it with, and how long we keep it.

• Account information. Name, email, role, and the coaching team you belong to. Provided when a coach invites you or when you sign in via magic link.
• Call recordings. The audio files your team uploads or that we receive via a connected dialer integration (e.g. Aircall, Zoom).
• Transcripts. Generated from each recording for analysis. Stored alongside the audio.
• Structured signals. The categorical outputs of our coaching grader and Market Intel extractor (objections, buying signals, competitor mentions, themes, etc.) plus verbatim quote snippets.
• Usage data. Standard server logs and analytics events (page views, button clicks) used to debug the product.

• Generate the coaching report and Market Intel rollups for the rep, coach, and team that uploaded the call.
• Power dashboards, leaderboards, and the team-level metrics the customer subscribes to.
• Improve the product. We may review aggregated, de-identified usage patterns to fix bugs and tune prompts. We do not use customer call audio or transcripts to train any large language model.

Customer data is processed by a small set of sub-processors who power core platform functions. Each is bound by their own contractual terms covering security and data protection.

• Anthropic (United States). Receives transcript text to generate coaching reports, grades, Market Intel extractions, and rollups. Anthropic's enterprise terms commit them not to train on submitted inputs.
• Supabase (Singapore region). Stores account data, call metadata, transcripts, structured signals, and audio files.
• Render (United States). Hosts the dialcoach.app web application and background workers.
• Resend (United States). Sends transactional email (magic links, notification emails).

Because Anthropic, Render, and Resend are based in the United States, call transcripts and account email addresses are disclosed across the Australian border. We rely on each provider's published security and data-protection commitments (which include GDPR-equivalent controls) as the safeguard for that disclosure.

Reports built from a team's calls are only visible to that team's members, to the coach who manages the team, and to the DialCoach operator. Market Intel reports tagged to a specific end-client are also viewable by anyone the customer chooses to share the report or PDF with.

DialCoach customers are responsible for obtaining valid consent from the people whose calls they record. Australian state and territory surveillance-devices laws differ. The standard practice is to disclose the recording at the start of each call and to stop the recording if the person says no.

Market Intel reports run in anonymise mode by default. Prospect names, company names, email addresses, and identifying detail are stripped from quotes by the prompt and by a second-layer regex post-filter before the report is rendered. Customers can opt to attribute quotes only when they have confirmed that recorded prospects consented to the recording being shared in attributed form.

• Account data. For the life of the account, plus 90 days after closure for backup retention.
• Call audio, transcripts, and signals. Retained while the customer's subscription is active. Customers can delete individual calls at any time; deleting a call removes the audio, transcript, signals, and any coaching report built from it within 7 days.
• Server logs. 30 days.

You can ask us to access, correct, or delete information we hold about you by emailing support@dialcoach.app. If you are a person whose call was recorded by a DialCoach customer and you want a copy of the recording or transcript deleted, contact the customer who recorded the call in the first instance; we will assist their request and can act directly if the customer is unresponsive.

If you are dissatisfied with how we have handled your information, you can complain to the Office of the Australian Information Commissioner at oaic.gov.au.

Data in transit is encrypted with TLS. Data at rest in Supabase and in our object store is encrypted by the provider. Access to the production database and storage is restricted to the DialCoach operator and is logged. We do not store payment card details directly.

We will update this statement when we change how we handle information. The “last updated” date at the top of this page reflects the most recent change. Material changes are emailed to account owners.