Privacy Policy

Data controller

StageWhisper is operated by Epochal, based in Warsaw, Poland. For any privacy-related questions, reach out through the booking page or email privacy@stagewhisper.io.

Where processing happens

Calls are always transcribed on your computer. On Signals subscriptions with tone analysis switched on, call audio is also streamed to our EU-hosted backend for that analysis and is not stored. On Signals subscriptions, transcripts are also stored on our EU-hosted backend as part of your account's session history. In Lite and the Founders Edition, StageWhisper's servers never receive or store your transcripts. Website analytics (PostHog) runs on EU-hosted infrastructure (eu.posthog.com). If you allow them, the desktop app's usage counts also go to PostHog and its crash reports go to Sentry, both hosted in the EU. Neither ever contains your transcripts. If you connect your own AI assistant, transcripts go wherever you host and configure that assistant.

What the website collects

The stagewhisper.io website loads analytics (PostHog, EU-hosted) on page load by default. The consent banner discloses this on your first visit and lets you opt out. If you decline, analytics stop right away and nothing is collected on this page or on future pages you visit.

PostHog (EU-hosted) collects:

• Page views and navigation paths
• Download button clicks
• Screen resolution and referrer URL
• A randomly generated visitor ID (stored in your browser's localStorage)

Most of the site uses no advertising trackers, no fingerprinting, and no cross-site tracking. Specific landing pages we run paid ads to load advertising tags for ad-conversion attribution on page load by default: the Meta Pixel (currently /twentyfourseven and /lite) and Google Ads conversion tracking (currently /lite and /stagewhisper-vs-granola). The consent banner discloses this and lets you opt out; declining stops further ad-tag events on this page and on future pages you visit.

What the desktop app collects

StageWhisper captures system audio and always transcribes it on your computer. Audio is never written to disk. If you set up a playbook by recording a voice message, our backend sends that recording to Google's Gemini API to transcribe it and doesn't store it. Transcripts, insights, notes, and chat from a session are saved as encrypted files on your computer so you can revisit them in the app's Library, and you can delete any session from the Library at any time.

If you allow it, the app also sends us two kinds of information that help us fix and improve it. Usage counts tell us which features get used and where setup gets stuck, for example that a model download failed. Crash reports tell us where in our code the app failed. The app sends neither until you say yes, either when it asks you or later in Settings, and you can switch them off again in Settings at any time. They never contain your audio, transcripts, notes, chat, playbooks, file names, account details or email address. What they do carry is the app version, your operating system version, the chip and memory size of your computer, your language setting, and a random ID the app creates on your computer, which you can see in Settings. The app sends both through our server, so PostHog and Sentry never see your IP address. StageWhisper Lite sends neither.

The app does not record calls and does not store audio files. Whether transcripts reach our servers depends on your plan. On Signals subscriptions, the app sends transcripts and session data to our EU-hosted backend, where they are stored as your account's session history until you delete the session or your account. In Lite and the Founders Edition, transcripts stay on your computer and our servers never receive them. If you connect your own AI assistant, it receives call transcripts, not audio, and data handling is governed by how you run that assistant.

If we introduce optional sync services in the future (for example, a mobile companion app that syncs sessions between devices), they will store session data only when you enable them, and we will update this policy before they launch.

Calendar data

Connecting a calendar is optional. You can connect Google Calendar, Outlook (Microsoft 365 or Outlook.com) or, on a Mac, Apple Calendar, and the app will remind you a few minutes before each call. The app reads your calendar straight from your computer, and StageWhisper's servers never fetch or store it. The next four sections describe how we handle the Google Calendar data the app receives through Google's APIs ("Google user data"). Outlook and Apple Calendar data is handled the same way.

For upcoming events, the app reads:

• The event title and its start and end time
• The meeting link, taken from the event's online meeting details, location or description
• The email addresses of the people invited, and the organizer's name

How we use Google user data

StageWhisper uses the Google Calendar events it reads for features you can see in the app. It reminds you a few minutes before each call, with the event's title, time and meeting link. When you start a call during a calendar event, it saves that event's ID and the invitees' email addresses in the call's encrypted record on your computer. The app uses those addresses to name the call in your Library when the call has no notes of its own. If you connect a CRM, it also compares them with your CRM contacts on your computer to match the call to the right contact and deal. It doesn't send them to the CRM.

The app only reads your calendar and never creates, changes or deletes events. It doesn't use Google user data for anything else, including advertising.

Who receives Google user data

We don't sell Google user data, and we don't share it with anyone for their own purposes. It leaves your computer in one case only. When you ask the Library about past calls, the app may send a call's title, which can list the people invited, to the AI assistant that answers you:

• An assistant that runs on your computer keeps it there.
• Your own remote AI assistant receives it directly from the app and handles it under the rules you set for that assistant.
• On a Signals subscription, our EU-hosted backend sends it on to Google's Gemini API to write the answer. Our backend doesn't store it.

How we protect Google user data

The app fetches calendar events from Google over an encrypted HTTPS connection, directly to your computer. The event ID and invitee addresses a call keeps are stored inside that call's encrypted record. The Google sign-in tokens are kept in the app's data folder in your user account on your computer, never on our servers, and on a Mac only your user account can read that file. Library questions sent to our backend travel over HTTPS. If you allow usage counts, they record only that a calendar was connected or a reminder was shown, and nothing from your events.

Keeping and deleting Google user data

The app doesn't keep a copy of your calendar. The only Google user data it stores is the event ID and invitee addresses in a call's record, which stay until you delete that call from the Library, and the sign-in tokens, which stay until you disconnect. Disconnecting Google Calendar in Settings deletes the tokens, and you can remove StageWhisper's access at any time from your Google Account. Outlook works the same way, and you can remove its access in your Microsoft account settings.

StageWhisper's use and transfer to any other app of information received from Google APIs will adhere to Google API Services User Data Policy, including the Limited Use requirements. StageWhisper does not use Google user data, including data from Google Workspace APIs, to develop, improve or train generalized AI or machine learning models.

localStorage

The website stores a small number of values in your browser's localStorage:

• stagewhisper-landing-theme — your light/dark mode preference
• stagewhisper-analytics-consent — whether you accepted or declined analytics
• stagewhisper-marketing-consent — on paid-ad pages, whether you accepted or declined the Meta Pixel
• stagewhisper-posthog-distinct-id — a random visitor ID (set unless you decline analytics)

The stagewhisper.io website itself sets no cookies. On the ad landing pages listed above, Google Ads conversion tracking sets Google's conversion cookies (such as _gcl_aw) and the Meta Pixel sets _fbp/_fbc, unless you decline in the consent banner.

Legal basis for processing

Website analytics and ad-conversion measurement: legitimate interest (GDPR Article 6(1)(f)). Analytics load by default; the banner shown on your first visit lets you object (opt out), and declining stops all collection immediately. You can also withdraw at any time by clearing your browser's localStorage for stagewhisper.io.

Desktop app audio processing: performance of contract (GDPR Article 6(1)(b)). Audio processing is required to deliver the real-time coaching service you signed up for.

Desktop app usage counts and crash reports: your consent (GDPR Article 6(1)(a)). You can withdraw it at any time in the app's Settings, and the app stops sending them from that moment.

Your rights under GDPR

You have the right to:

• Access the personal data we hold about you
• Request correction of inaccurate data
• Request deletion of your data. For usage counts and crash reports, include the anonymous ID shown in the app's Settings, since that ID is the only link between them and you.
• Object to analytics and opt out at any time
• Withdraw your consent to usage counts and crash reports at any time in the app's Settings
• Lodge a complaint with the Polish data protection authority (UODO)

To exercise any of these rights, contact privacy@stagewhisper.io.

Data retention

Website analytics data is kept in PostHog for up to one year, then deleted.

Desktop app usage counts are kept in PostHog for up to one year, and crash reports in Sentry for 30 days. Our server passes them on and keeps neither. Anything the app has not sent yet waits on your computer for at most 30 days before the app discards it.

On your computer, the desktop app saves transcripts, notes, insights, and chat as encrypted files in its Library. They stay there until you delete them, and you can delete any session from the Library at any time. Audio is never written to disk.

On Signals subscriptions, session history is also stored on our EU-hosted backend and kept until you delete the session or your account. Deleting your account removes all of your server-side session data. On Lite and the Founders Edition, our servers never store your transcripts or chat.

If you connect your own AI assistant, messages you send it while it is your active engine (including, when you switch engines mid-conversation, a short recap of earlier turns from that conversation) are handled by that assistant under its own retention rules, which you control.

Changes to this policy

We may update this policy as the product evolves. Material changes will be noted on this page with an updated revision date.