Privacy Policy

This notice applies when you sign in to or use PitchSense, including its learning modules, playcards, documents, presentations, roleplays, quizzes, evaluations, reports, analytics 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.

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.

PitchSense does not currently receive personal data from CRM, calendar, call-intelligence or other external customer integrations.

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.

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.

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.

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.
• PitchSense personnel access customer data only where necessary for support, security, maintenance or legal compliance and subject to access controls and confidentiality obligations.

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.

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 retention configurations, is published at https://pitchsense.ai/trust/subprocessors.

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.

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.

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.

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.

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.

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.

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.

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.