Privacy Policy

Last updated: August 6, 2026

Plain English summary: We collect what we need to run the product (your login, the scenarios you practice, transcripts, ratings). If your company uses the AI Coach, the app records your real sales conversations, sends the audio to be transcribed and analyzed, and then deletes the audio — personal moments within 24 hours, work conversations within about a week. We don't sell your data. We don't train AI models on your data. Your team's data is only visible to your team.

1. Who we are

RepGym ("we", "our", "us") is a sales training platform operated by Copayee Inc. We can be reached at [email protected].

2. Information we collect

Account information

Email address, name, and password hash
Company name and billing information (for paid plans)
Your company's branding (logo, colors) if you provide it

Usage data

Practice session transcripts (your role-play conversations)
Session ratings and AI-generated feedback
Badges earned, progress metrics, streaks
Log data (IP address, browser type, timestamps)

Practice voice data (role-play)

When you use voice role-play, your speech is processed in real time to generate transcripts. For practice sessions we store the text transcript only — we do not keep the raw audio.

Recorded conversations (AI Coach)

If your company enables the AI Coach, the RepGym mobile app can record your real, in-the-field sales conversations. This is different from practice role-play, so we describe it in full in section 3 below.

Location data

If you allow it, the mobile app attaches an approximate location to each recorded segment so you can tell one conversation from another (a door knock versus an office call). Location is optional — the app works without it, and you can refuse or revoke the permission at any time in your phone's settings.

Mobile app permissions

Microphone — required for the AI Coach to record. We only record while a recording is running, which you start yourself.
Notifications — used to show that a recording is in progress and to nudge you about pending uploads.
Location — optional, as described above.

3. The AI Coach: recording real conversations

The AI Coach records actual customer conversations so it can transcribe them, analyze them, and show a rep what to improve. Because this involves recording other people, we want to be precise about how it works.

What gets recorded, and when

Recording only runs when a rep starts it. It does not start on its own.
While recording, the app captures audio in the background — including when the phone is locked — until the rep stops it.
Audio is split into short segments, uploaded to our servers over an encrypted connection, transcribed, and analyzed.
Each segment is classified. Segments identified as personal, ambient (background noise), or drive time are treated as private and deleted quickly — see retention below.

Consent and your legal responsibility

Recording conversations is regulated, and the rules differ by state and country. Some places require only one participant to consent; others require everyone in the conversation to consent.

The employer and the rep using RepGym are responsible for obtaining any consent the law requires, including notifying the other party where that is required. RepGym provides the tool and asks the rep to acknowledge their consent obligation before recording, but we cannot determine what the law requires in your situation and we do not provide legal advice. If you are unsure, speak to your own counsel before using the Coach.

People who are recorded but don't use RepGym

A recorded conversation usually includes someone who is not a RepGym user — a homeowner or prospect. If you are that person and you believe you were recorded, you can contact us at [email protected] to ask what we hold and to request deletion. We will act on that request even though you do not have an account with us.

Who can hear a recording

A rep's recorded segments and transcripts are visible to that rep and to the managers and admins of their company. They are never visible to any other RepGym customer. We do not listen to recordings ourselves except where you ask us to for support, or where we are legally required to.

4. How we use your information

To provide the service (run role-play sessions, generate feedback, track progress)
To transcribe and analyze recorded conversations so the AI Coach can give feedback
To let your manager/coach review your practice and your recorded conversations, and coach you
To bill you and process payments (paid plans)
To send you transactional emails (password resets, account notifications)
To improve the product (aggregate, anonymized usage patterns)
To comply with legal obligations

5. What we DON'T do

We do not sell your personal information to anyone, ever.
We do not use your transcripts or recordings to train AI models.
We do not share your data with other RepGym customers.
We do not keep raw audio indefinitely — it is deleted on the schedule in section 7.
We do not listen to your recordings or read your transcripts unless you ask us to for support, or the law requires it.

6. Third-party services we use

We use these third-party services to deliver the product. They process data on our behalf, under contract, and are not permitted to use it for their own purposes. Each has their own privacy policy:

Anthropic — AI conversation generation and feedback. Your transcripts are sent to Anthropic for processing but are not retained for training per their privacy policy.
Google (Gemini) — Transcription and analysis of recorded conversations. Audio recorded by the AI Coach is sent to Google for processing. We use a paid tier of the Gemini API, under which Google does not use submitted content to train or improve their models (see their API terms).
ElevenLabs — Voice synthesis for the AI persona.
Resend — Transactional email delivery.
Google reCAPTCHA — Bot protection on login forms.
Cloudflare — DNS, CDN, and file storage (R2). Recorded audio is stored here until it is deleted on the schedule in section 7.
Railway — Application hosting.
Stripe (planned) — Payment processing.

7. Data retention

Recorded audio (AI Coach)

We keep raw audio only as long as we need it to produce a transcript and feedback. Deletion is automatic — you don't have to ask.

Personal, ambient, and drive-time segments: deleted within 24 hours. Both the recording and the database record are removed. If the Coach decides a segment wasn't a customer conversation, it does not stick around.
Work conversation audio: deleted from storage within about 7 days after it has been transcribed and analyzed.
Transcripts and feedback: kept with your account so you and your coach can review progress over time.

Everything else

Active accounts: We keep your data as long as your account is active.
Cancelled accounts: Data is retained for 30 days, then permanently deleted (except where legally required to retain longer).
Transcripts and recordings: You can request deletion of specific sessions or segments at any time.
Backups: Backups are retained for 30 days on a rolling basis.

8. Your rights

Depending on where you live, you may have the right to:

Access the personal data we hold about you
Correct inaccurate data
Delete your data ("right to be forgotten")
Export your data in a portable format
Object to or restrict certain processing
Withdraw consent at any time

To exercise any of these rights, email [email protected]. We'll respond within 30 days.

9. Security

We protect your data with industry-standard security:

HTTPS everywhere (TLS 1.2+)
Passwords hashed with bcrypt
Database encryption at rest
Per-company data isolation (multi-tenant)
Rate limiting and bot protection

No system is perfectly secure. If a breach affects your data, we'll notify you within 72 hours.

10. Children's privacy

RepGym is a B2B product for sales teams. We do not knowingly collect data from anyone under 18.

11. International users

Our servers are based in the United States. If you access RepGym from outside the US, your data will be transferred to and processed in the US. By using RepGym, you consent to this transfer.

12. Changes to this policy

We'll update this page when our practices change. Material changes will be announced via email to account owners at least 30 days before they take effect.

13. Contact

Questions about this policy? Email [email protected].