Privacy Policy

1. Introduction

RolePractice AI LLC, a Georgia limited liability company ("we," "us," or "our"), operates the website rolepractice.ai and the RolePractice.ai application (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

2. Information We Collect

Information You Provide

• Account information: name, email address, and password when you create an account
• Organization information: company name, industry, and business details provided during onboarding
• Payment information: billing details processed securely through our third-party payment processor
• Content you create: sales scenarios, questionnaire responses, and training configurations
• Voice data: audio from practice sessions, used for real-time conversation and scoring, and stored for playback where call recording is enabled (see Section 4)
• Website URLs you provide for business profile analysis during setup

Information Collected Automatically

• Device and browser information (type, operating system, browser version)
• IP address and approximate location
• Usage data such as pages visited, features used, and session duration
• Cookies and similar tracking technologies

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our Service
• Create and manage your account
• Generate AI-powered buyer personas and training scenarios tailored to your business
• Process practice sessions and provide performance scoring and feedback
• Process payments and manage subscriptions
• Send transactional emails (account confirmations, billing receipts, service updates)
• Respond to your inquiries and provide customer support
• Analyze usage trends to improve the Service
• Protect against fraud and unauthorized access

4. Voice and AI Data

Our Service uses AI technology to power practice sales conversations. When you use voice features:

• Audio is streamed in real time to our AI providers to generate the AI participant's responses
• Where call recording is enabled for your account or organization, the session audio is also stored so that you and authorized administrators in your organization can play the session back. Stored audio is automatically deleted 12 months after the session unless your organization has agreed a different retention period with us. You can delete a recording sooner at any time, and all stored audio is removed when the account is deleted, as described on our Account Deletion page
• Transcripts, scores, and coaching feedback are retained after the audio is deleted – they are what your progress and trend reporting are built from
• Conversation transcripts are retained to provide scoring and session summaries
• AI-generated feedback and scores are stored in your account for your review
• We do not use your voice data to train AI models
• If you connect a calendar and enable our note-taker for a live meeting, the meeting's audio and video – including other participants – are recorded and transcribed by our meeting-recording provider (Recall.ai) to generate your coaching scorecard. You are responsible for informing participants and obtaining any consent required by applicable law before a meeting is recorded.

5. Data Sharing and Disclosure

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

• Service providers: third-party vendors who assist in operating our Service (hosting, payment processing, AI processing, email delivery)
• Within your organization: if your account is provided by an organization, its administrators can see individual-level data, not only team aggregates. That includes your practice activity, scores and score history, coaching feedback, transcripts, and any stored session recordings, and they can export that data. If you have questions about how your organization uses this information, contact your administrator.
• Legal requirements: when required by law, regulation, or legal process
• Business transfers: in connection with a merger, acquisition, or sale of assets

6. Data Security

We implement industry-standard security measures to protect your information, including encryption in transit (TLS/SSL), secure data storage, and access controls. However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you the Service. If you delete your account, we will remove your personal data within 30 days, except where we are required to retain it for legal or compliance purposes.

8. Your Rights

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

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data
• Object to or restrict certain processing activities
• Request a portable copy of your data
• Withdraw consent where processing is based on consent

To exercise any of these rights, please contact us at contactus@rolepractice.ai.

9. Cookies

We use cookies and similar technologies to maintain your session, remember your preferences, and understand how you use our Service. You can control cookies through your browser settings, though disabling certain cookies may limit functionality.

10. Third-Party Services and Subprocessors

Our Service integrates with third-party providers to operate. These providers have their own privacy policies, and we encourage you to review them. We share only the minimum information necessary for each service to function. Our key subprocessors include:

• AI processing: xAI (Grok) powers the live roleplay conversation. Google (Gemini) analyzes vocal delivery. OpenAI and Anthropic are used to transcribe, score, and summarize calls. We use these providers on paid API plans, under terms that do not permit them to train their models on your content. Providers may retain content for a short period – typically around 30 days – for security and abuse monitoring before deleting it.
• Meeting recording & calendar: Recall.ai – connects your Google or Microsoft/Outlook calendar on a read-only basis and provides the note-taker bot that joins, records, and transcribes the meetings you select.
• Payments: our payment processor (Stripe).
• Authentication: Clerk, our identity and login provider.
• Infrastructure: cloud hosting, database, and file-storage providers.
• Communications: email and SMS delivery providers.

We may update this list of subprocessors as our Service evolves; material changes will be reflected in this policy.

11. Google User Data and Limited Use

When you connect your Google Calendar to RolePractice, our access to and use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• We access your Google Calendar events on a read-only basis solely to identify the meetings you authorize our note-taking assistant to join, record, and transcribe for sales-coaching purposes.
• We do not modify your calendar or any of your events.
• We do not use Google user data for advertising, and we do not sell it.
• We do not use Google user data to train generalized or standalone AI/ML models.
• We share Google user data only with service providers that operate this feature on our behalf – specifically Recall.ai, our meeting-recording infrastructure provider, which syncs the calendar events you select and provides the note-taker bot – under equivalent Limited Use restrictions.

You can disconnect your calendar at any time to revoke RolePractice's access to your Google Calendar data.

If you connect a Microsoft/Outlook calendar instead, the same handling applies: we request read-only access to your calendar events solely to identify the meetings you authorize the note-taker to join, we do not modify your calendar, and we do not sell this data or use it for advertising or to train generalized AI/ML models.

12. SMS/Text Messaging

When you provide your phone number and opt in to receive text messages from RolePractice AI LLC, you agree to receive SMS/text messages at the mobile number you provide. These messages may include:

• Informational messages about your account, setup, and usage
• Marketing messages about product updates, features, and promotions
• Transactional messages such as appointment reminders and support responses

Message frequency varies. Message and data rates may apply depending on your mobile carrier plan.

You can opt out of receiving text messages at any time by replying STOP to any message. After opting out, you will receive a final confirmation message and will no longer receive text messages from us unless you re-subscribe.

For help, reply HELP to any message or contact us at contactus@rolepractice.ai or 1-855-476-5324.

Consent to receive text messages is not a condition of purchase or use of our services. You may use RolePractice without opting in to text messages.

We do not share your mobile phone number or opt-in information with third parties for marketing purposes. Your phone number is used solely to send you the messages you have consented to receive.

Supported carriers include but are not limited to: AT&T, T-Mobile, Verizon, U.S. Cellular, and most major carriers. Carriers are not liable for delayed or undelivered messages.

For questions about our SMS program, contact us at: contactus@rolepractice.ai, 1-855-476-5324, or by mail at RolePractice AI LLC, 1349 W Peachtree Street NW, Suite 1910, PMB 927, Atlanta, GA 30309. You can also view our full SMS Terms.

13. Children's Privacy

Our Service is not directed to individuals under 18 years of age. We do not knowingly collect personal information from children. If we learn that we have collected data from a child, we will delete it promptly.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page and updating the "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

15. International Users and Data Transfers

The Service is operated from the United States and all information we collect is processed and stored in the United States. If you access the Service from outside the United States, you understand that your information will be transferred to, and processed in, the United States, where data protection law may differ from the law of your country.

We do not currently offer the Service under a European Union, United Kingdom, or Swiss data protection framework. If you are an organization that requires a data processing agreement, Standard Contractual Clauses, or region-specific terms, contact us and we will discuss what we can support before you begin using the Service.

16. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us at: