Privacy Policy
Last Updated: June 10, 2025 | Effective Date: June 10, 2025
Table of Contents
1. Overview
Welcome to Wibly, a live call coaching platform that provides real-time AI-powered guidance for phone calls and video meetings. This Privacy Policy explains how we collect, use, process, and protect your personal information when you use our services.
Wibly is committed to protecting your privacy and ensuring transparency about our data practices. By using our services, you consent to the collection and use of your information as described in this policy.
Important: Our service involves processing audio data from your calls and meetings. Please ensure you have appropriate consent from all participants before using Wibly in any communication.
2. Information We Collect
2.1 Account Information
- Email address and password (encrypted)
- Name and profile information
- Country and address information
- Phone number for caller ID verification
- Zoom username and meeting preferences
2.2 Call and Meeting Data
- Audio Recordings: Complete audio recordings of your calls and meetings
- Transcriptions: Real-time transcripts with speaker identification and timestamps
- Call Metadata: Call duration, participants, phone numbers, meeting URLs
- Meeting Information: Zoom meeting IDs, participant details, meeting duration
2.3 AI Coaching Data
- AI-generated coaching suggestions and recommendations
- Conversation analysis and insights
- Coaching prompt preferences and customizations
- Performance analytics and coaching effectiveness metrics
2.4 Technical Information
- Device information and browser details
- IP address and location data
- Usage patterns and feature interactions
- Error logs and performance metrics
3. How We Use Your Information
3.1 Service Provision
- Facilitate phone calls and video meeting connections
- Provide real-time transcription services
- Generate AI-powered coaching suggestions
- Store and organize your call history
- Enable integrations with third-party services (HubSpot, CRM systems)
3.2 Service Improvement
- Analyze usage patterns to improve our AI models
- Enhance transcription accuracy and speed
- Develop new coaching features and capabilities
- Optimize platform performance and reliability
3.3 Communication
- Send account verification and password reset emails
- Provide customer support and technical assistance
- Share important service updates and announcements
- Send optional marketing communications (with consent)
4. Third-Party Services
Wibly integrates with several third-party services to provide our functionality:
☁️ AWS S3 (Storage)
Secure storage for call recordings and data
📊 HubSpot (CRM Integration)
Optional integration for contact and call logging
Note: Each third-party service has its own privacy policy. We recommend reviewing their policies to understand how they handle your data.
5. Data Sharing and Disclosure
5.1 We Share Data:
- With Your Consent: When you explicitly authorize us to share information
- Service Providers: With trusted third-party services necessary for platform functionality
- Legal Compliance: When required by law, legal process, or government requests
- Business Transfers: In case of merger, acquisition, or sale of business assets
- Safety and Security: To protect rights, property, or safety of users and others
5.2 We Do NOT:
- Sell your personal information to third parties
- Share call recordings without explicit consent
- Use your data for advertising purposes
- Share information with unauthorized parties
6. Data Security
We implement comprehensive security measures to protect your information:
🔒 Encryption
All data encrypted in transit (HTTPS/WSS) and at rest
🛡️ Access Controls
Role-based access with multi-factor authentication
🔐 Secure Storage
Password hashing with bcrypt and secure token management
📊 Monitoring
24/7 security monitoring and incident response
7. Data Retention
Account Information
Retained while account is active and for 30 days after deletion
Call Recordings & Transcripts
Stored until manually deleted by user or account closure
AI Coaching Data
Retained for service improvement, anonymized after 1 year
Analytics & Logs
Aggregated data retained for up to 2 years for service improvement
8. Your Privacy Rights
Under applicable privacy laws (GDPR, CCPA), you have the following rights:
📥 Right to Access
Request a copy of all personal data we have about you
✏️ Right to Rectification
Correct inaccurate or incomplete personal information
🗑️ Right to Erasure
Request deletion of your personal data ("right to be forgotten")
📦 Right to Data Portability
Export your data in a machine-readable format
⏸️ Right to Restrict Processing
Limit how we process your personal information
❌ Right to Object
Object to processing based on legitimate interests or marketing
Exercise Your Rights: Contact us at support@wibly.ai to exercise any of these rights. We'll respond within 30 days.
10. International Data Transfers
Wibly operates globally and may transfer your data to countries outside your residence. We ensure adequate protection through:
- Adequacy decisions from relevant authorities
- Standard Contractual Clauses (SCCs) with third parties
- Certification schemes and codes of conduct
- Additional safeguards for sensitive data
11. Children's Privacy
Age Restriction: Wibly is not intended for children under 13 years of age. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us immediately.
12. Policy Updates
We may update this Privacy Policy periodically to reflect changes in our practices or legal requirements. We will:
- Post the updated policy on this page with a new "Last Updated" date
- Notify you via email for material changes
- Provide 30 days notice for significant changes affecting your rights
- Obtain your consent where required by law
13. Contact Information
Questions about this Privacy Policy?
Email: support@wibly.ai
Response Time:
We aim to respond to all privacy inquiries within 30 days