SpeakFair ("we," "us," or "our") is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, store, and protect your information when you use the SpeakFair platform.
1. Information We Collect
Account Information
When you create an account through an organizational invitation, we collect:
- Email address
- Password (stored as a bcrypt hash — we never store or see your actual password)
- Display name (if you choose to provide one)
- Organization membership and role
Meeting Data
When you upload meeting recordings for analysis, we process:
- Audio and video files (temporarily, during processing)
- Transcripts generated from your recordings
- Speaker identification data
- Analysis results including speaking patterns, interruption data, and equity scores
- Speaker labels and names you assign
Usage Data
We collect standard usage information such as login timestamps, feature usage, and browser/device information to improve the platform.
2. How We Use Your Information
We use your information to:
- Provide meeting analysis and generate your SpeakFair Equity Score
- Display personal scorecards and communication insights
- Generate aggregate team analytics for managers (scores only, not transcripts)
- Generate organization-wide metrics for administrators
- Improve our AI analysis and platform features
- Communicate with you about your account
3. Privacy-First Architecture
SpeakFair is built with a privacy-first approach. Our role-based access control system ensures:
- Individual members can only see their own meeting transcripts, scores, and analysis
- Managers see aggregate team scores and trends only — they cannot access individual transcripts or detailed conversation data
- Organization administrators see organization-wide aggregate metrics only — they cannot access individual meeting data
- Platform administrators (SpeakFair staff) can manage organizations and billing but have no access to any meeting data whatsoever
This architecture is enforced at the API level — it is not merely a UI restriction. Every data request is filtered based on the requesting user's role and permissions.
4. Data Storage and Security
- Hosting: Our application is hosted on Google Cloud Platform (Cloud Run)
- Database: User and analysis data is stored in Supabase (PostgreSQL) with encryption at rest
- File storage: Uploaded audio files are stored in Google Cloud Storage with encryption
- Data in transit: All data is encrypted using TLS/HTTPS
- Passwords: Stored using bcrypt one-way hashing — we never store plaintext passwords
- Authentication: JWT token-based authentication with 30-day expiry
5. Third-Party Services
We use the following third-party services to operate the platform:
- AssemblyAI — for audio transcription and speaker identification. Audio data is transmitted to AssemblyAI for processing and is subject to their privacy policy
- Anthropic (Claude AI) — for meeting analysis and insight generation. Transcript text is processed by Claude and is subject to Anthropic's privacy policy
- Supabase — for database hosting
- Google Cloud Platform — for application hosting and file storage
- Netlify — for frontend hosting
We do not sell your data to any third party. We do not use your meeting data for advertising purposes.
6. Data Retention
- Account data: Retained for as long as your account is active
- Meeting analyses: Retained for as long as your account is active. You can delete individual meetings at any time from your dashboard
- Uploaded audio files: Processed and stored in Google Cloud Storage. Files can be deleted upon request
- Deleted accounts: When you delete your account, all associated data (profile, meetings, analyses, invitations) is permanently removed from our systems
7. Your Rights
You have the right to:
- Access your data: Export all your data at any time through the Settings page
- Correct your data: Update your display name and profile through Settings
- Delete your data: Delete individual meetings from your dashboard, or delete your entire account and all associated data through Settings
- Data portability: Export your complete data as JSON through the Settings page
These rights are built into the platform as self-service features — you do not need to submit a request or wait for manual processing.
8. Organizational Data
SpeakFair operates on a multi-tenant model where organizations manage their own users. If you access SpeakFair through an organizational invitation:
- Your organization administrator can see that you have an account and your role
- Your organization administrator cannot see your individual meeting transcripts or detailed analysis
- Your organization administrator can remove your account from the organization
- If you leave an organization, your meeting data may be deleted as part of organizational offboarding
9. Cookies
SpeakFair uses browser localStorage for session management (authentication tokens). We do not use tracking cookies, advertising cookies, or third-party analytics cookies.
10. Children's Privacy
SpeakFair is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify users of any material changes by updating the "Last updated" date at the top of this page. Continued use of the platform after changes constitutes acceptance of the updated policy.
12. Contact Us
If you have questions about this Privacy Policy or your data, please contact us at support@speakfair.com.