This notice explains how HSV Media Private Limited, operating as PitchSense (“PitchSense”, “we”, “us” or “our”), collects, uses, stores, shares and protects personal data.
1. Who we are
Legal entity: HSV Media Private Limited
Registered office: GF, Plot No. 36, Rama Road Industrial Area, Kirti Nagar, New Delhi 110015, India
Privacy and grievance email: tech@hsv.digital
Privacy contact: Mohit Yadav — mohit@hsv.digital
2. When this notice applies
This notice applies when you sign in to or use PitchSense, including its learning modules, playcards, documents, presentations, roleplays, quizzes, evaluations, reports, analytics, connected integrations (Section 3A) and related administrative features.
Where your employer or another organisation provides you access to PitchSense, that organisation determines why PitchSense is used and which users, learning content, evaluations and reports are available. PitchSense processes that customer-controlled data on the organisation’s instructions.
PitchSense separately determines how it processes limited data required for account authentication, security, service administration, website operation, support and product analytics.
3. Personal data we process
Depending on how PitchSense is configured and used, we may process:
Account and authentication data
Your work email address.
Workspace, role, team or manager associations configured by your organisation.
Authentication, session and account-status information.
PitchSense does not require a separate profile beyond the information needed to authenticate you and associate you with the relevant customer workspace.
Learning and roleplay data
Learning modules, playcards, documents and presentations provided by the customer.
Roleplay recordings, transcripts, prompts and responses.
Quiz answers and results.
Evaluations, scores, feedback and readiness or performance-related reports.
Manager notes and actions, where enabled.
Technical, security and usage data
IP address.
Session replay recordings of interface interactions, subject to the controls in Section 10.
Browser, device and operating-system information.
Login and session events.
Feature usage and product analytics.
Error, performance, security, access and audit logs.
Support and business communications
Information you provide when contacting PitchSense for support, security, privacy or commercial matters.
Connected integration data
Email threads, calendar events, meeting transcripts, messages and CRM records received from integrations that your organisation enables and you connect.
Business contact details (name, email address, company) of the external people in those conversations.
Section 3A describes each integration, the data we access, what it is used for and who can see it.
3A. Connected integrations
This section is also published as a standalone page: pitchsense.ai/connected-integrations.
How a connection works
Your organisation’s administrator decides which integrations and which features (Mail, Calendar, Meetings, Messaging, CRM) are available in PitchSense. You then connect your own account and choose the features you want. We request only the permissions needed for the features you select. Your administrator cannot connect an account on your behalf.
What we access and why
| Integration | Data we access | What it is used for | How you connect |
|---|---|---|---|
| Gmail (Google Workspace) | Sender, recipients, subject, date and message content of email threads with external contacts. Attachments are not stored. | Deal and account context, follow-up suggestions, readiness insights | Google sign-in (OAuth), your account only |
| Google Calendar | Event titles, descriptions, times, recurrence, organizer, attendees and their responses, and meeting links, from the calendars you select | Identify sales meetings and prepare you for them | Google sign-in (OAuth), your account only |
| Google Meet | Transcripts of meetings you can access, with meeting titles, times, organizer, participant names and email addresses, and meeting links | Call analysis and coaching | Google sign-in (OAuth), your account only |
| Microsoft 365 Mail | Same as Gmail | Same as Gmail | Microsoft sign-in (OAuth), your account only |
| Microsoft 365 Calendar | Same as Google Calendar | Same as Google Calendar | Microsoft sign-in (OAuth), your account only |
| Microsoft Teams | Transcripts of meetings you can access, with meeting titles, times, organizer, and participant names and email addresses | Call analysis and coaching | Microsoft sign-in (OAuth), your account only |
| Slack | Messages in channels your administrator selects, member names and email addresses | Deal and account context | Installed by your Slack workspace administrator |
| Fireflies, Fathom, Granola | Meeting transcripts and summaries | Call analysis and coaching | API key you or your administrator provides |
| PitchSense Notetaker (Recall.ai) | Transcripts of the video meetings it joins, with meeting titles, times and participant names | Call analysis and coaching | Turned on by your administrator; joins meetings on the calendars connected to PitchSense |
| Lightfield | Accounts, contacts and deal records | Link conversations to accounts and deals | API key your administrator provides |
What we do not do
We do not send email or messages on your behalf, except: an email you choose to send or reply to from PitchSense, which goes out from your Microsoft 365 mailbox; and, if your organisation turns them on, PitchSense notifications to you in Slack, such as call summaries.
We do not change or delete your email, calendar events, messages or CRM records. The one change we make: with the Google Meet feature, we turn on automatic transcription for upcoming meetings you own (see Google Workspace below).
We do not sell connected integration data, and we do not use it for advertising.
We only process email threads and meetings that include a contact outside your organisation. Messages between colleagues only, and messages from personal email domains, are not stored.
Who in your organisation can see it
Email. Email content is never displayed in PitchSense — not to you, your manager or your administrator. We use it only to produce insights: deal context, account and contact records, follow-up suggestions and readiness signals.
Meetings. People in your organisation who were invited to a meeting can see that meeting’s calendar event, transcript and summary. For meetings they were not invited to, your organisation’s administrator chooses one of two settings for managers and administrators: Metadata only (the default), which shows that a meeting happened — participants, date and title — but not its content; or Full, which also lets your manager and administrators read the transcript and summary.
Other members of your organisation see only the deal, account and contact records derived from your conversations, never the content. The same rules apply to PitchSense’s AI features.
Retention, disconnecting and revoking access
Connected integration data is retained for the period in Section 9 (default 12 months).
You can disconnect an integration at any time on the Integrations page in PitchSense. We then stop collecting data and delete the stored access token immediately. Data captured before you disconnected stays in your organisation’s workspace for the retention period. To have it deleted sooner, ask your administrator or email tech@hsv.digital; we delete it from active systems within 30 days of the request. You can also revoke our access from your provider:
Google: myaccount.google.com/permissions
Microsoft: myapps.microsoft.com
Slack: Workspace settings → Manage apps
Access tokens that let us read your connected account are stored encrypted by our connection subprocessor (Nango). PitchSense does not store them in its own database. Our requests to your connected account, and the data they return, pass through Nango.
Google Workspace
PitchSense’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. We access Gmail, Google Calendar and Google Meet only with the permissions you grant on Google’s consent screen, and only for the features described above.
For data we receive from Google APIs:
We use it only to provide and improve the user-facing features described above.
We transfer it only to the subprocessors listed on our Subprocessor Page that are marked as receiving integration data, and only to provide those features, for security, or to comply with law.
People do not read it, except with your prior agreement for a specific item, for security (such as investigating abuse or a bug), to comply with law, or in aggregated form for internal operations.
We do not sell it, use it for advertising, or use it to determine credit-worthiness or for lending.
We do not use it to develop, improve or train generalised AI or machine-learning models.
Google Meet. When you connect Google Meet, we turn on automatic transcription for upcoming meetings you own, so Google creates a transcript we can read after the meeting. This uses the meeting settings permission on Google’s consent screen. Disconnecting does not turn it back off; you can change it for any meeting in Google Meet.
Microsoft 365
We access Microsoft 365 Mail, Calendar and Teams through Microsoft Graph with the delegated permissions you grant on Microsoft’s consent screen. Your Microsoft 365 administrator may be asked to approve PitchSense for your organisation. Our use of Microsoft data follows the Microsoft APIs Terms of Use.
4. How we use personal data
We process personal data to:
Authenticate users and provide access to the correct workspace.
Deliver learning modules, roleplays, quizzes, evaluations, reports and analytics.
Generate AI-assisted roleplay interactions, evaluations, feedback and related outputs.
Allow authorised managers and customer administrators to manage users and review permitted information.
Maintain service security, auditability, reliability and performance.
Detect, investigate and prevent misuse, fraud and unauthorised access.
Provide support and respond to privacy or grievance requests.
Comply with legal, regulatory and contractual requirements.
5. Artificial intelligence processing
PitchSense uses commercial artificial-intelligence APIs, including services provided by OpenAI and Anthropic for text processing and ElevenLabs for voice synthesis and speech-to-text, to power roleplays, evaluations and other AI-assisted features.
Customer data submitted through PitchSense is not used by PitchSense to train any AI model. PitchSense uses commercial/API services and applies contractual terms and account-level controls so that customer data is not used to train general-purpose provider models.
This also applies to all connected integration data (Section 3A), including Google Workspace and Microsoft 365 data. We do not use it to develop, improve or train generalised AI or machine-learning models. We send it to our AI subprocessors (OpenAI, Anthropic) only to provide features you can see in PitchSense, under terms that prohibit training on it.
Unless a verified zero-data-retention configuration or agreement applies, AI providers may retain API inputs and outputs for a limited period for security, abuse monitoring or legal compliance. The current configurations are disclosed on the PitchSense Subprocessor Page. PitchSense does not represent that an AI provider retains no data unless the applicable configuration has been contractually and technically verified.
AI-generated outputs may be inaccurate or incomplete and must be reviewed by an authorised person before they are used for material decisions.
6. Who can access service data
Access depends on the customer’s permissions and reporting hierarchy.
A user may access their own assigned learning content, roleplays, transcripts, evaluations and results.
A user’s authorised manager may access that user’s roleplay transcript and related evaluation information.
Other authorised customer roles may access learning modules, reports, analytics and evaluation summaries according to the permissions configured by the customer.
Access to connected integration data (email, calendar events, meeting transcripts) follows the rules in Section 3A.
PitchSense personnel do not read customer content (roleplay transcripts, email, calendar events or meeting transcripts) except: (a) with your prior affirmative agreement for a specific item; (b) where necessary for security purposes, such as investigating abuse or a bug; (c) where required by law; or (d) in aggregated form for internal operations. All access is subject to access controls, confidentiality obligations and audit logging.
Roleplay transcript content is not made available to customer administrators solely because they are administrators, unless they are also an authorised manager or the customer has expressly configured another permitted access model.
7. Service providers and subprocessors
PitchSense uses third-party providers to operate the service, including cloud-hosting, database, AI-processing, analytics, monitoring and transactional-email providers. These providers process data only to provide their contracted services to PitchSense and are subject to applicable contractual restrictions.
The current list, including purposes, data locations and whether each provider receives connected integration data, is published at pitchsense.ai/subprocessors. The integration providers you connect (Google, Microsoft, Slack, meeting tools, CRM) are data sources you choose, not subprocessors.
8. Hosting and international transfers
PitchSense data is hosted and processed in the United States.
Where a user or customer is located outside the United States, their data is transferred to and processed in the United States. PitchSense uses contractual and organisational safeguards required by applicable law, including appropriate data-processing terms and recognised standard contractual clauses where applicable.
9. Retention and deletion
Retention periods for roleplay recordings, transcripts, scores, evaluations, manager notes and related customer content are configured or contractually agreed based on each customer’s requirements.
The applicable retention schedule is recorded in the customer’s order form, data-processing addendum, workspace configuration or another written instruction. Where no customer-specific period is documented, the default retention period is 12 months.
On customer offboarding or a valid written deletion request, PitchSense returns or deletes customer personal data from active systems within 30 days, unless retention is required by law.
Residual copies in backups expire under PitchSense’s backup lifecycle within a maximum of 90 days, unless longer retention is legally required.
Security, access and audit logs may be retained for longer where reasonably required for security, fraud prevention, legal compliance or dispute resolution.
10. Product analytics and cookies
PitchSense uses PostHog for product analytics, error tracking and feature flags, and Resend for transactional email.
PostHog may use cookies, local storage or cookieless tracking depending on PitchSense’s technical configuration. PitchSense obtains consent where legally required or configures analytics in a cookieless or consent-controlled manner.
Product analytics data is retained for 12 months.
Session replay
PitchSense uses PostHog’s session replay feature to record how users interact with the PitchSense interface, such as page views, clicks and navigation, to diagnose problems and improve the product.
Personal data appearing on screen is redacted or masked within recordings.
Recordings are accessible only to authorised PitchSense administrators.
Recordings are automatically deleted after 30 days.
Session replay does not record roleplay audio.
Evaluation content shown on screen is subject to the same redaction controls.
A separate Cookie Notice will be published at https://pitchsense.ai/cookie-policy if non-essential cookies or similar storage technologies are used.
Transactional email
Resend processes recipient email addresses, message metadata and message content required to deliver transactional emails. Resend’s primary processing operations are in the United States. Message-content storage has not been disabled and email data is retained for 30 days under the current configuration.
11. Security
PitchSense uses reasonable technical and organisational safeguards designed to protect personal data, including:
Role-based access controls.
Encryption in transit and at rest where supported.
Access and audit logging.
Security and availability monitoring.
Secure development and code-review practices.
Restricted production access.
Backup and incident-response procedures.
No system can guarantee absolute security.
12. Your rights
Depending on your location and applicable law, you may have rights to:
Ask whether and how your personal data is processed.
Request access to your personal data.
Request correction, completion or updating.
Request deletion where retention is no longer required.
Withdraw consent where processing is based on consent.
Object to or restrict certain processing where applicable.
Request a portable copy where applicable.
Request human review of a materially significant decision based solely on automated processing where applicable.
Submit a grievance or complaint.
Nominate another person to exercise applicable rights where permitted under Indian law.
Send requests to tech@hsv.digital with the subject line Privacy Request. We may verify your identity and may route the request to your employer or customer organisation where that organisation controls the relevant data.
13. Human review and employment decisions
PitchSense provides AI-assisted evaluations, scores, feedback and analytics. These outputs are decision-support tools and must not be used as the sole basis for hiring, termination, promotion, compensation, disciplinary action or another decision that produces a significant effect on an individual.
Customer organisations are responsible for applying appropriate human review, allowing relevant context to be considered and complying with employment and data-protection laws.
14. Children
PitchSense is intended for business and professional users and is not directed to children. Users must be at least 18 years old unless a customer and PitchSense have expressly implemented a legally compliant alternative.
15. Changes to this notice
We may update this notice when our services, subprocessors or legal obligations change. Material changes will be communicated through the service, by email or through the relevant customer organisation where appropriate.
16. Contact and grievance redressal
HSV Media Private Limited
GF, Plot No. 36, Rama Road Industrial Area
Kirti Nagar, New Delhi 110015, India
Privacy and grievance email: tech@hsv.digital
Privacy contact: Mohit Yadav — mohit@hsv.digital