Privacy Policy

Last updated: October 14, 2026

1. Introduction

prosence (“we,” “our,” or “us”) is committed to protecting your privacy and ensuring transparency about how we collect, use, and safeguard your personal information. This Privacy Policy describes our practices for the prosence mobile application and related services.

By using prosence, you agree to the collection and use of information in accordance with this policy. If you do not agree with any part of this policy, please discontinue use of the application.

2. Information We Collect

2.1 Account Information

When you create an account with Sign in with Apple or Google, we collect your email address and, if Apple or Google shares it or you add one, your name. We also store your subscription tier and membership date.

2.2 Meeting Data

During meetings, prosence processes audio in real-time to provide AI-powered prompts and suggestions. We collect:

• Meeting metadata (type, duration, timestamps)
• AI-generated summaries, key points, and action items
• Name mention counts and engagement metrics
• Transcript events with speaker identification

Audio from your sessions is streamed for live processing and is not stored by prosence.

2.3 Voice & Speaker Recognition Data

If you choose to enroll your voice for speaker recognition, we collect:

• Voice embeddings — 192-dimensional mathematical representations of vocal characteristics (not recordings of your voice)
• Enrollment quality scores and audio sample counts
• Speaker profile names you assign

Voice embeddings are used solely to identify who is speaking during your meetings. They cannot be used to reconstruct your voice or identify you outside of prosence.

2.4 Device Information

We collect device identifiers (hashed fingerprints) for authentication, session management, and to prevent abuse of free trial features. We also collect your device platform and app version for compatibility and support purposes.

2.5 Knowledge Base Data

If you add notes for a meeting, we store the text and send it to OpenAI to create search embeddings, which let your coach find the relevant parts during the meeting. This data is only accessible to you.

2.6 Analytics Data

We collect anonymous usage analytics to improve the app experience. Analytics is on by default. You can turn it off at any time in Settings.

3. How We Use Your Information

We use your information to:

• Provide real-time AI-powered conversation assistance
• Identify speakers during meetings using voice recognition
• Generate meeting summaries, action items, and insights
• Deliver contextual prompts based on your knowledge base
• Manage your subscription and account
• Send meeting summary emails (when you provide your email)
• Improve the app and service
• Ensure security and prevent abuse

4. Data Retention and Deleting Your Account

Meetings, including their transcripts, summaries, insights and action items, are kept until you delete them in History or delete your account. Notes you add are kept until you delete them or your account. Voice profiles you delete are removed for good 30 days later. Audio from your sessions is not stored.

You can delete your account at any time in the app (Settings → Delete account), or by emailing support@prosence.app from the email address on the account. In-app deletion is immediate; we complete email requests within 30 days. Deleting your account permanently removes your account, profile, meetings, transcripts, summaries, notes, saved setups and voice profiles. If you used Sign in with Apple, we also revoke prosence’s access to your Apple ID, or tell you how to do it yourself. Deleting your account does not cancel an App Store or Google Play subscription; cancel it in your store settings. Step-by-step instructions are on Delete your account.

A few records are kept after your account is deleted:

• A hashed device identifier and the free-trial minutes used on that device, so the free trial cannot be reused
• A log of account events on that device (hashed device identifier, IP address, device type, time, and your reason for leaving, if you gave one), used to prevent abuse

These records are not linked to your name or email, and are kept for as long as they are needed to prevent abuse.

5. Third-Party Services

We use the following third-party services to operate prosence:

• OpenAI — Live coaching, transcription, meeting summaries and recaps, search over your notes, labels for saved setups, and short practice tips. The sound and words of your sessions and your notes are sent to OpenAI for processing, subject to OpenAI’s data usage policies.
• RevenueCat — Subscription and in-app purchase management across iOS and Android.
• Resend — Email delivery for meeting summaries when you opt in.
• Sentry — Error tracking and performance monitoring to maintain app stability.
• PostHog — Anonymous product analytics (opt-out available).
• Apple / Google — Authentication via Sign in with Apple and Google OAuth.

Each third-party service has its own privacy policy. We encourage you to review them.

6. Audio Processing & AI

When a meeting is active, audio captured by your device’s microphone is streamed over a secure WebSocket connection to our servers. The audio is:

• Normalized and resampled to 16kHz for processing
• Forwarded to OpenAI’s Realtime API for transcription and AI-generated prompts
• Optionally analyzed by our speaker recognition system to identify who is speaking

Audio is processed in real time and is not stored by prosence. OpenAI processes it under its own data usage policies.

Before anything is sent to OpenAI, the app asks you to agree, either when you set up your voice or before your first session. We save the date you agreed. Nothing from your sessions or notes is sent to OpenAI until you do.

7. Your Privacy Controls

prosence gives you control over your data:

• Opt in or out of analytics collection
• Turn practice tips on or off in Settings
• Delete any meeting, or all of them, in History
• Add or remove speaker voice profiles at any time
• Delete your account and its data (see section 4)

8. Data Security

We implement industry-standard security measures to protect your data, including encrypted connections (TLS/SSL) for all data in transit, hashed device fingerprints, rate limiting, and admin audit logging. We regularly review our security practices.

9. Children’s Privacy

prosence is not intended for use by children under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected data from a child under 13, please contact us immediately.

10. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access — Request a copy of the data we hold about you
• Correction — Request correction of inaccurate or incomplete data
• Deletion — Request deletion of your data (Delete account in the app, or by email; see Delete your account)
• Portability — Request your data in a portable format
• Objection — Object to certain processing of your data

To exercise any of these rights, contact us at support@prosence.app.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy in the app and updating the “Last updated” date. Continued use of prosence after changes constitutes acceptance of the updated policy.

12. Contact Us

For privacy-related questions or concerns, contact us at support@prosence.app.