Privacy Policy

This Privacy Policy describes how we process personal data of users of the ConfiCast service (the "Service"), available as a web application and as a desktop application. The Service consists of two apps on one account: AI Interview (live help during job interviews) and AI Notes (meeting notes, tasks and a knowledge base).

1. Data Controller

The controller of your personal data is Grawires Jakub Sikora, ul. Solarza 23/8, 35-118 Rzeszów, Poland, VAT ID: PL813-350-78-77 (the "Controller", "we").

For matters related to personal data protection, you can contact us at grawires@gmail.com.

2. What data we process

In connection with providing the Service, we process in particular: account data (email address, name/display name, profile picture — obtained from Google during OAuth login), usage data (session history, conversation transcripts, AI-generated summaries and prompts), technical data (IP address, device identifier, event logs, error data), and — when purchasing a paid plan — billing data processed by our payment operator.

Audio recordings are not stored — for transcription purposes, audio is processed only in real time and discarded immediately after the text is generated. Only the resulting text transcript and AI-generated materials (summaries, conversation reviews) are stored, if you choose to save/generate them.

In AI Notes we additionally process the content you create or import there: workspaces (e.g. one per client or project), meeting transcripts, key points, notes, meetings, tasks, reminders, timesheet entries and knowledge base entries (including transcripts imported from other tools). We also process your credits balance and the history of credit charges and grants.

3. Recording other people (AI Notes)

When you record a meeting or import a transcript, it may contain the voices, statements and personal data of other participants. You decide whether, when and whom to record; we do not join your calls and we do not record anything you have not started yourself.

For the content of the conversations you record or import, you determine the purposes and means of processing, so you are responsible for having a legal basis (e.g. the participants' consent or another basis provided by law) and for informing the participants that the conversation is being recorded and transcribed — including where you use the Service on behalf of an organisation. We process that content only to provide the Service to you and on your instructions, and we do not use it for our own purposes or to train AI models.

If you are a participant of a meeting recorded by another ConfiCast user and want to exercise your rights, contact that user first; you can also write to us at grawires@gmail.com and we will help within our capabilities.

4. Purposes and legal basis for processing

Providing the Service and performing the contract (Art. 6(1)(b) GDPR) — creating and managing your account, generating transcripts and AI prompts, managing session history.

Billing and tax/accounting obligations (Art. 6(1)(c) GDPR) — issuing invoices/receipts, keeping records as required by law.

Our legitimate interest (Art. 6(1)(f) GDPR) — ensuring the security of the Service, preventing abuse, pursuing claims, basic service-usage analytics.

Consent (Art. 6(1)(a) GDPR) — analytics and marketing cookies (Google Analytics, Google Ads) — only after consent is given in the cookie banner; consent can be withdrawn at any time.

5. Recipients of data

Your data may be shared with providers whose services we use to operate the Service, in particular: cloud infrastructure providers (hosting, databases), our speech-to-text provider (Inworld AI) — processes only the real-time audio stream to generate text, Anthropic — the AI model provider that generates interview prompts, key points, notes, tasks and summaries from the text we send it, OpenAI — converts text of your AI Notes knowledge base entries and your questions into embeddings (numeric vectors) so that the knowledge base can be searched by meaning, our payment operator handling subscriptions and Interview Pass purchases, Google — for OAuth login and (after consent) Google Analytics and Google Ads (measuring the performance of our ad campaigns).

Each of these providers processes data only to the extent necessary to perform the assigned tasks, based on data processing agreements. We send AI providers only the text needed for a given action (e.g. a fragment of a transcript or the knowledge base entries relevant to your question), never audio recordings.

6. Transfers outside the EEA

Some of our providers (e.g. cloud and AI service providers) may process data outside the European Economic Area. In such cases we ensure an adequate level of data protection through Standard Contractual Clauses approved by the European Commission or other mechanisms provided for in the GDPR.

7. Data retention period

We retain account and session-history data for as long as your account exists in the Service. You may delete individual transcripts/sessions, a whole AI Notes workspace (together with its notes, meetings, tasks, reminders and knowledge base entries) or request deletion of your entire account and associated data at any time.

On the Free plan we keep only your 5 most recent AI Interview sessions and your 5 most recent AI Notes sessions — older ones are deleted automatically when you save a new one. On paid plans AI Interview sessions are kept for up to 90 days (maximum 100 sessions); AI Notes sessions are kept until you delete them.

Billing data is retained for the period required by tax law (generally 5 years from the end of the tax year in which the tax obligation arose).

8. Your rights

Under the GDPR you have the right to access your data, rectify it, erase it, restrict its processing, data portability, object to processing based on our legitimate interest, and withdraw consent at any time (without affecting the lawfulness of processing carried out before withdrawal).

To exercise the above rights, contact us at grawires@gmail.com. You also have the right to lodge a complaint with the President of the Personal Data Protection Office (UODO) in Poland, or your local supervisory authority.

9. Cookies

Detailed information about the cookies we use can be found in our Cookie Policy.

10. Changes to this policy

We may periodically update this Privacy Policy, in particular due to changes in the law or the scope of services provided. We will inform you of material changes via the Service or by email.