Privacy Policy

tolqAI ("tolqAI", "we", "us", or "our") provides an enterprise AI platform for in-person, offline sales conversation intelligence. This Privacy Policy explains what information we collect, how we use it, how audio and AI processing work, and the rights you have over your data. It applies to our website (tolqai.com), our platform, and our applications (collectively, the "Service").

Where an enterprise customer uses tolqAI to record and analyze conversations, that customer is the owner and controller of its business data, and tolqAI processes that data on the customer's behalf.

We may collect the following categories of information:

• Contact and account information: name, email address, company name, phone number, job role, and account credentials;
• Uploaded content: audio recordings of in-person customer conversations uploaded by authorized users;
• Derived content: AI-generated transcripts, summaries, scores, and insights produced from uploaded audio;
• Usage and analytics data: pages visited, features used, actions taken, and approximate usage patterns;
• Device and browser information: device type, operating system, browser type and version, language settings, and screen size;
• Network information: IP address and approximate location derived from it;
• Communications: messages you send us through forms, email, or messaging channels.

We use collected information to:

• Provide, operate, and maintain the Service;
• Process audio recordings into transcripts and AI-generated insights;
• Respond to demo requests, inquiries, and support requests;
• Secure the Service, prevent abuse, and detect technical issues;
• Analyze usage to improve product performance, accuracy, and user experience;
• Communicate service updates, security notices, and administrative messages;
• Comply with legal obligations and enforce our agreements.

We do not sell your personal information, and we do not use customer recordings to advertise to you or to third parties.

Audio recordings uploaded to the Service are processed to generate transcripts and conversation insights. During processing, speech is converted to text and analyzed for structure, topics, and quality signals. Where feasible, personal information within recordings may be removed, masked, or anonymized during processing. Access to raw recordings is restricted to authorized personnel and automated systems operating under confidentiality obligations.

Our customers are responsible for obtaining all consents required by applicable law before recording any conversation, including consent from employees and customers.

We use artificial intelligence and machine-learning models to transcribe speech and generate insights such as summaries, topic detection, and conversation quality indicators. AI processing is performed to deliver the Service to the customer that uploaded the content. AI-generated outputs are informational and may contain errors; they should be reviewed before being relied upon. We do not make automated decisions that produce legal or similarly significant effects about individuals.

We use a limited number of trusted third-party providers to operate the Service, such as cloud hosting and database infrastructure, AI model providers, website analytics, and email delivery services. These providers process data only as instructed by us and under appropriate contractual safeguards. A current list of material subprocessors is available on request.

Our website uses cookies and similar technologies for essential site functionality and for aggregated analytics (for example, Google Analytics 4) that help us understand how the site is used. You can control or delete cookies through your browser settings; disabling some cookies may affect site functionality.

Data is stored on secure cloud infrastructure operated by our hosting providers. Customer data is logically separated per customer account. We retain data only for as long as needed to provide the Service and meet legal or contractual obligations, as described in the Data Retention section below.

We apply reasonable technical and organizational measures designed to protect information, including encryption in transit, access controls, least-privilege permissions for authorized personnel, and monitoring of our systems. No method of transmission or storage is completely secure, but we work to protect your data and will notify affected parties of a personal-data breach where required by law.

We may process and store information in countries other than your own. Where personal data is transferred internationally, we take steps designed to ensure an adequate level of protection, such as contractual safeguards consistent with applicable data protection laws, including GDPR where it applies.

Depending on your jurisdiction, you may have rights over your personal information, including the right to:

• Access the personal information we hold about you;
• Request correction of inaccurate information;
• Request deletion of your personal information;
• Object to or restrict certain processing;
• Request a portable copy of your data;
• Withdraw consent where processing is based on consent.

To exercise any of these rights, contact us at ps@outsi.de. If your data was uploaded by an enterprise customer (for example, your employer), we may direct your request to that customer as the data controller.

We retain account and contact information for as long as the account is active and for a reasonable period afterward. Audio recordings, transcripts, and derived insights are retained according to the enterprise customer's configuration and agreement. Demo requests and inquiry data are retained only as long as needed to respond and maintain business records. When data is no longer needed, we delete or anonymize it. You may request earlier deletion of your personal data at any time.

The Service is a business product and is not directed at children under 16. We do not knowingly collect personal information directly from children. If you believe a child has provided us personal information, contact us and we will delete it.

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page and, for material changes, provide reasonable notice through the Service or by email. Continued use of the Service after changes take effect constitutes acceptance of the updated Policy.

If you have questions about this Privacy Policy or your data, contact us at:

• Email: ps@outsi.de
• Website: https://tolqai.com