Privacy Policy

SubScan AI ("we", "our", or "us") provides a real-time sales coaching platform. This policy explains how we collect, use, and protect your information.

01 — Information We Collect

SubScan collects the following information:

• Account information (name and email address) provided during sign-up, used solely to identify your account
• Zoom OAuth tokens — access token and refresh token — stored securely in our database and used to act on your behalf via the Zoom API. We maintain two separate OAuth connections: one for live call analysis (RTMS) and one for the Meeting Manager calendar integration.
• Meeting Manager data — when the Meeting Manager is connected, we fetch your upcoming meeting list (titles, times, durations, join URLs, meeting IDs) and your Personal Meeting Room URL on demand. This data is not stored — it is retrieved live from the Zoom API each time you open the Meeting Manager and discarded after the response is delivered.
• Call metadata (meeting ID, duration, timestamp) associated with calls where live analysis was active
• Coaching signal scores — numeric scores derived during live analysis (for example rapport, engagement, and speaking-pace metrics), linked to your account to power your performance dashboard
• AI coaching insights — short AI-generated observations about conversational dynamics, generated during the call and retained with your call record

We do not store call transcripts, audio or video recordings, or the names of other call participants. Coaching scores and AI insights are linked to your account; they contain no identifying information about other call participants.

02 — Other Call Participants

When live analysis is active, SubScan processes audio, video, and transcript data from all call participants in real time to generate coaching signals for the SubScan user. Zoom displays a notice to every participant when real-time media streaming begins.

• Raw audio and video are never stored. Media streams are processed in memory and discarded immediately after each coaching signal is generated.
• Transcripts are not stored. Transcript text is generated and analyzed in real time during the call and is not saved to our database.
• Non-verbal and vocal cues are analyzed in real time — for example facial expression, eye and head movement, and speaking pace — to derive engagement signals. Only the derived numeric signals are retained, and they are not attributed to any identified participant.

We do not store personally identifiable information about other call participants (including prospects or colleagues). Participant data is used solely to provide the service to the SubScan account holder and is never used for advertising, identity profiling, or sale to third parties.

03 — Audio and Video Processing

SubScan processes audio and video streams from your Zoom calls in real time via Zoom's Real-Time Media Streaming (RTMS) infrastructure. Audio and video data is:

• Processed server-side on Railway.app infrastructure
• Used solely to generate real-time coaching signals, including analysis of facial expressions and vocal characteristics
• Not stored as raw audio or video files
• Discarded immediately after processing

The SubScan desktop app also analyzes the user's own webcam locally on the user's machine to derive engagement metrics (for example blink rate and smile score). Raw webcam frames never leave the user's computer — only the derived numeric metrics are sent to our servers.

04 — How We Use Your Information

• To provide and improve the SubScan service
• To generate call analytics and coaching insights for your account
• To display your call history and performance dashboard
• To display your upcoming Zoom meetings in the Meeting Manager calendar view
• To create, update, and cancel Zoom meetings on your behalf when you use the Meeting Manager
• To display your Personal Meeting Room link for quick sharing
• To automatically restore live call analysis if a Zoom media stream is interrupted mid-call — this is done by sending a PATCH request to the Zoom API (PATCH /v2/live_meetings/{id}/rtms_app/status) on your behalf using the meeting:update:participant_rtms_app_status scope. This action is triggered only when Zoom terminates a real-time media stream mid-call and is never invoked proactively or on a schedule.

05 — Data Sharing

We do not sell your data. We share data only with the following service providers, limited to what is necessary to operate the service:

• Zoom — to authenticate your account, access live call streams via the RTMS API, and to retrieve and manage your meetings via the Zoom REST API on your behalf
• Google (Gemini API) — live audio, video, and transcript data is processed by Google's Gemini API in real time to generate coaching insights and call summaries. We use Google's paid API tier, under which this data is not used to train Google's models. SubScan does not retain any of it.
• Deepgram — per-participant audio is transmitted during calls for real-time transcription; neither the audio nor the resulting transcripts are stored
• Railway.app — server infrastructure and database hosting

06 — Data Retention

Call records — coaching signal scores and AI insights are retained while your account is active to support your performance dashboard. Call transcripts, audio, and video are not stored. You may request deletion of your account and all associated data at any time by contacting us.

Meeting Manager data — meeting titles, times, join URLs, and Personal Meeting Room details are fetched live from Zoom on demand and are never written to our database. They exist only in memory for the duration of the API response.

Zoom OAuth tokens — retained until you disconnect your Zoom account (which revokes both tokens at Zoom and deletes them from our database immediately) or until your SubScan account is deleted. If you remove SubScan from your Zoom account via the Zoom Marketplace, we receive a deauthorization event and delete all associated tokens within seconds automatically.

07 — Two-Party Consent

When live analysis is active, Zoom displays a notice to all meeting participants that real-time media streaming is in progress. Independently of this notice, you are responsible for obtaining any legally required consent from call participants before using SubScan. Recording and analysis laws vary by jurisdiction. Please ensure compliance with applicable laws in your location.

08 — Security

We use TLS encryption for all data in transit and encrypt sensitive credentials at rest. OAuth tokens are stored securely and never exposed in client-side code.

09 — Your Rights

Depending on your location, you may have rights to access, correct, or delete your personal data. To exercise these rights, contact us at the address below.

10 — Contact

Questions about this policy? Email us at support@subscan.ai.