Privacy Policy

1. Information We Collect

1.1 Account Information

• Email address and display name
• Profile picture (optional)
• Organization and role information (optional)
• Billing information (processed by Stripe; we do not store full card details)

1.2 Content You Provide

• Content submitted to any platform for analysis or processing
• Messages, notes, and communications within the Services
• Assessment data, survey responses, and form submissions
• Files, recordings, and documents uploaded to any Service

1.3 Usage Data

• Feature usage patterns and session duration
• Device type, browser, and operating system
• IP address and approximate geographic location
• Navigation paths and referring URLs
• Error logs and performance data

1.4 Connected Accounts

Some of our products can connect to an account you already have somewhere else — your video meetings or your calendar, for example. Connecting one is always your choice, it is never required in order to use a Service, and you can disconnect at any time.

What we can see is limited to the permissions you grant at the moment you connect, and we ask for the narrowest set that makes the feature work. Today that means Zoom, from which we read your basic profile and the cloud recordings on your own account; Google or Microsoft, from which we read your calendar; and, in The Outpost, your business mailbox and your LinkedIn account, described in the paragraphs below. If we add another, this list changes with it.

The Outpost sends the outreach emails you approve from your own business mailbox, with your permission, exactly as if you had sent them yourself; they appear in your Sent folder. It never sends them from an address of ours, and nothing is sent until you read the message and press approve. With Microsoft 365 you give The Outpost permission to send email as you, to read your mail so that it can recognise replies and undeliverable notices for the messages you sent (and stop follow-ups when someone replies), and to read your basic profile so it knows which address you send from. With Google Workspace you give it permission only to send email on your behalf, and to know which address you signed in with: The Outpost never reads your Gmail. Replies to emails sent through Google come back through an address of ours, so that The Outpost can record them and stop follow-ups, and a copy is forwarded to your inbox. Free personal mailboxes (such as Gmail, Outlook.com or Hotmail addresses) cannot be connected for this.

The Outpost'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. It uses Google access only to send the emails you approve, and does not use it for advertising, sell it, or use it to train AI models.

If you connect LinkedIn to The Outpost, a post it has drafted for you can be published to LinkedIn as a public post under your name. Nothing is posted until a person in your workspace presses Publish on that post: The Outpost never posts on its own. Connecting gives The Outpost permission to confirm who you are from your basic LinkedIn profile and to post on your behalf. It does not ask for permission to read your LinkedIn messages or connections, and it does not read them. We keep your name, your LinkedIn member ID and the sign-in that lets The Outpost post, and, for each post you publish, its text and a link to it on LinkedIn. That sign-in is stored encrypted, like the mailbox sign-in, and only our own servers can read it. Only the workspace owner can connect or disconnect LinkedIn, under Settings, Channels. Disconnecting deletes the connection and its sign-in from The Outpost; it does not remove The Outpost from the permitted services in your LinkedIn account, which you can do in your LinkedIn settings.

If you connect The Mirror to Slack or Microsoft Teams, it reads only the messages you send to it: in Slack, a message you give the /mirror command or send in your direct messages with Mirror; in Teams, your one-to-one chat with Mirror. If you mention Mirror in a Teams group chat or channel, it only points you to your one-to-one chat. It does not read your channels or your other conversations. Connecting Slack lets Mirror send you messages, take the /mirror command and read your direct messages with it. Connecting Teams lets Mirror confirm who you are from your Microsoft profile and organization. When you ask Mirror to look at a message, the words go to Anthropic for the analysis and Mirror keeps the scores, not the words. If you turn on the weekly coaching note, your replies to it are kept with that week's note for 30 days so Mirror can follow the conversation, and then cleared.

We never receive your password for a connected account. We store the access token that keeps the connection working, encrypted, and nothing beyond the permissions you granted is available to us.

What we keep afterwards depends on the product, and this is the part worth reading. Some of our products analyze a meeting and keep only the written result — the recording and the raw transcript are not retained. Others are a working record of your business and deliberately do keep transcripts and files, on a retention schedule you can see and, in some products, set. Each product's own pages state which of the two it is. If you are not certain, ask us before you connect it.

Recording other people is your responsibility. If a meeting involves anyone else, telling them it is being recorded and analyzed is a decision that sits with you, not with us. The law on this differs by country and by state, and in some places everyone present has to agree.

Where speech has to be turned into text we use AssemblyAI. Where a meeting is summarized or analyzed we use Anthropic. These are the same providers described in section 7, and they process this material only for the request that needed it.

You can disconnect from the product's own settings whenever you like. Disconnecting deletes the stored token, and our access ends at that moment. You can also revoke our access from the provider's own account settings, which has the same effect immediately. When you disconnect a Google mailbox from The Outpost, we also ask Google to withdraw our permission; Microsoft does not offer that to apps, so to remove The Outpost from a Microsoft account completely, remove it in your Microsoft account's app settings as well. Anything already produced from the connection — a summary, a set of tasks, a written debrief — stays until you delete it or close your account, in the ordinary way described in section 5.

2. How We Use Your Information

2.1 Operating the Services

We use your information to:

• Provide, operate, and maintain the Services
• Process your requests and deliver platform features
• Track your progress and generate personalized insights
• Send transactional communications — account notices, password resets, receipts
• Send you our newsletter, but only if you have asked for it (see 2.2)
• Provide customer support
• Improve and develop new features using anonymized, aggregated data only
• Ensure security, prevent fraud, and enforce our Terms of Service
• Comply with applicable legal obligations

2.2 Marketing Emails

We send a newsletter about what's new in our apps and our latest guides. It is never a condition of using anything.

You only receive it if you asked for it. There are three places to ask: the sign-up form in the footer of theunfairai.com, an unticked checkbox on our contact form, and an unticked checkbox in our site concierge. We never tick it for you, and we never bundle it with anything else you were doing.

Getting in touch with us is not the same as asking for the newsletter. If you send us an inquiry, that is consent for us to reply to you — nothing more. We do not add inquirers to the list.

We keep a record of your consent, including the exact sentence that was on screen when you gave it and the date you gave it. If you ever want to know why you are receiving something from us, we can tell you precisely.

Stopping is immediate and needs no explanation. Every newsletter carries an unsubscribe link, and you can also write to support@theunfairai.com. We do not ask why, and we do not send a follow-up asking you to reconsider.

An unsubscribe is permanent unless you tell us otherwise. If you have unsubscribed and later complete one of our forms with the newsletter box ticked, we leave you unsubscribed — a form tick does not overrule a decision you have already made. If you want to return, tell us and we will add you back.

Our newsletter is delivered through MailerLite, an email marketing provider, which stores your email address and name for that purpose. We do not sell our mailing list, rent it, or share it with anyone for their own marketing.

3. What We Will Never Do

Across all eight products, these protections apply without exception:

• We will never keep your content for longer than we need it to provide the Services and meet our legal obligations
• We will never use your content to train AI models, or allow the AI providers we use to do so
• We will never share your personal data with third parties for their own marketing purposes
• We will never sell your personal information
• We will never use your data for purposes beyond those described in this Policy without your explicit consent

4. Data Usage for Product Improvement

We may use anonymized, aggregated data across our platform suite to:

• Improve the accuracy and quality of our features, without training AI models on your content
• Generate industry and role-level benchmarks
• Enhance insights and recommendations
• Develop new features and capabilities across the suite

All such use is limited to data from which personal identifiers have been fully removed.

5. Data Retention

5.1 Content Submissions

Content you submit for analysis is used to produce your result. Depending on the product, the content and the result (for example transcripts, recordings, practice sessions, drafts and scores) may be kept as part of your account until you delete them, you ask us to delete them, or the retention period for that product ends.

5.2 Analysis Results and Session Records

Scores, insights, and session records are retained to support your progress tracking across sessions. You may request deletion at any time.

5.3 Account Data

Account information is retained for the duration of your subscription and for a reasonable period thereafter for legal and operational purposes.

5.4 Account Deletion

Upon account deletion, we remove all your personal data within 30 days, except where retention is required by applicable law. To request deletion, contact us at support@theunfairai.com.

6. Data Security

We implement industry-standard security measures across all platforms, including:

• AES-256 encryption at rest
• TLS encryption in transit
• Secure, compliant cloud infrastructure
• Role-based access controls

No method of transmission or storage is 100% secure. While we strive to protect your data, we cannot guarantee absolute security and encourage you to use strong, unique passwords.

7. Data Sharing

We do not sell your personal information. We may share data only in these limited circumstances:

7.1 Service Providers

Third-party vendors that help us operate the Services — cloud hosting, analytics, payment processing, and email delivery. These providers are contractually required to protect your data and use it only for the purposes we specify.

Error monitoring. All eight products report faults to Sentry, an error-monitoring service, so that we can see and fix them. Sentry receives a description of each error and where in the product it happened, the address of the page, and the type of browser and device. It also receives timings of how pages and requests perform: for every visit in seven products, and for one visit in ten in The Forge. When an error happens in your browser, Sentry also receives a replay of the moments before it: the layout of the page, clicks, scrolling and the pages visited, with all text masked and all images and media blocked, so it does not show your words. The products' servers report errors and timings in the same way, except in The Mirror and The Forge, whose servers do not use Sentry. In The Production, messages the product writes to its own error log are reported too, and can include details of what failed. We do not attach your name or email address to these reports, and Sentry's option to collect personal details automatically is switched off. Sentry keeps the reports under its own terms.

Search and look-up services, and accounts you connect. Some features send a small, specific piece of information to another service, to look something up or to deliver something you asked for. Each is sent only what is described here, and handles it under its own terms:

• The Signal sends DataForSEO, a web search data service, the keywords you ask it to watch, which usually include your name or business name, to find web and news pages that mention them. Depending on the sources your account watches, it also searches Listen Notes (podcast episodes), Open Library (books) or FINRA BrokerCheck (the public record of US financial advisers) for those keywords.
• The Outpost sends Firecrawl, a web search service, searches written from your description of what you sell and who buys it, the names of companies being researched, and the web addresses of competitors you track, to research prospects, competitors and your market. When the buyers you describe are podcasters, it also sends those searches to Listen Notes, a podcast directory.
• When you connect your own Hunter or Apollo account, The Outpost sends it a prospect's name and company or website, to find their verified work email.
• When you approve an email in The Outpost, it is handed to Microsoft (Microsoft 365) or Google (the Gmail API), whichever runs the business mailbox you connected, to be sent from that mailbox: the recipient's address, the message, and your name, business postal address and an unsubscribe link at its foot. Replies that come back through our address, and the copy forwarded to you, are handled by Resend, our email delivery service.
• The Production works with accounts you connect yourself. Through your Twilio account it texts reminders to guests who agreed to receive texts, which sends Twilio the guest's phone number and the reminder. It reads the bookings made in your Calendly or Acuity Scheduling account, to bring your guests in. It adds guests who agreed to join your mailing list to your MailerLite account, with their name and email. When you send an episode to your Transistor or Buzzsprout account, it sends the title, the show notes and the audio as a draft, and later reads the episode's download numbers.
• If you give The Production a web address to send to, such as a Zapier hook, it sends that address the episode's title and notes and the guest's name and email, together with the Zoom meeting's details when your audio rule runs, or your promotion posts when you send them.

7.2 AI Processing Partners

We use AI providers to power certain platform features: Anthropic (writing, analysis, coaching and conversation), AssemblyAI (speech to text), ElevenLabs (spoken voices) and Auphonic (audio clean-up). They process content to return a result to us, may keep it for a limited period under their own terms (for example, for security and abuse monitoring) before deleting it, and are not permitted to use it to train their models.

In The Production, the recording companion, when a host turns it on, sends what the host's microphone hears during a recording (which can include a guest's voice) to AssemblyAI for live speech to text, and the last few minutes of those words to Anthropic to suggest the host's next questions. The host confirms they have told the guest before it listens. We do not store those words unless the host chooses to keep the transcript, in which case it is kept as a file with the episode and removed under the account's file retention.

The Signal's weekly AI visibility check also asks OpenAI (ChatGPT) and Perplexity the questions a potential client might ask about your field, to see whether their answers mention you. Four of the five questions do not name you; the fifth asks what they know about your business. Nothing else about you is sent to them. Both say in their API terms that they do not train their models on content sent through their APIs.

7.3 Legal Requirements

We may disclose your information when required by law, court order, or governmental authority, or when necessary to protect the rights, property, or safety of the Company, our users, or others.

7.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, your data may be transferred as part of that transaction. We will notify you of any such change and your options.

7.5 Between our own products, at your request

Each of our products has its own account. One product passes information to another only when you ask it to, and only what that request needs. Today there is one case: The Mirror can send a situation to The Rehearsal Studio, so that you can practice it out loud.

When you choose "Rehearse it out loud" in The Mirror and confirm, The Mirror sends The Rehearsal Studio the situation you described and what to work on, together with your Mirror sign-in so it can file them under your verified email. Nothing else is sent: not your emails, analyses or scores. Nothing is sent unless you confirm.

The Rehearsal Studio shows the situation only to you, when you are signed in there with that same confirmed email, and uses it to set up your practice. It keeps the situation for 14 days, and deletes it straight away if you close your Rehearsal Studio account. If you use it to start a practice session, it becomes part of that session and is kept with the rest of your practice.

8. Your Rights

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

• Access your personal data
• Correct inaccurate or incomplete data
• Delete your data ("right to be forgotten")
• Export your data (data portability)
• Object to or restrict certain processing
• Withdraw consent where processing is consent-based
• Unsubscribe from our newsletter at any time, using the link in any email we send you or by writing to us

To exercise any of these rights, contact us at support@theunfairai.com. We will respond within 30 days.

9. Cookies and Tracking

We use cookies and similar tracking technologies for:

• Maintaining your login session and authentication state
• Remembering your preferences and settings
• Security and fraud prevention
• Understanding how the Services are used (analytics)

You can disable cookies in your browser settings. Some features of the Services may not function properly without cookies.

9.1 This website

Our website at theunfairai.com is simpler than the products, and worth describing separately: it sets no cookies at all. We count visits, and measure how quickly pages load for real visitors, using services that are cookieless — they write nothing to your device, they do not follow you to other websites, and a visit is counted from a value worked out on our side that changes daily. Nothing is sold and nothing is shared.

Because nothing is stored on your device, we do not ask you to accept cookies here. We would rather say plainly what we do and let you decide: you can turn both off for your browser at the foot of this page. If you do, that preference is the only thing this site keeps in your browser, because remembering it is the only way to honor it.

9.2 Websites built with The Broadcast

When a visitor arrives on a show's website from an AI assistant such as ChatGPT or Perplexity, the website notes the assistant's name in that browser tab's session storage, which is cleared when the tab is closed and is not a cookie, and we count the visit by day, assistant and page so the show's host can see which assistants send listeners. We do not record the visitor's IP address, the address they came from or any identifier, and if the visitor then uses the show's contact form, only the assistant's name is added to their message.

10. International Data Transfers

Your data may be processed in the United States and other countries where our service providers operate. We ensure appropriate safeguards are in place for any international transfers, including standard contractual clauses or other mechanisms recognized by applicable data protection law.

11. Children's Privacy

None of our Services are intended for users under 18 years of age. We do not knowingly collect personal information from minors. If you believe we have collected data from a child under 18, please contact us immediately at support@theunfairai.com and we will take prompt corrective action.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by email or through the Services, and we will update the "Last Updated" date above. Your continued use of any Service after changes are posted constitutes acceptance of the updated policy.

13. Contact Us

For privacy inquiries or to exercise your rights:

The Unfair AI LLC · Broussard, Louisiana, USA
Email: support@theunfairai.com · Website: theunfairai.com