Who we are
Sparwise is operated by [COMPANY LEGAL NAME] (“Sparwise”, “we”, “us”). This policy covers our website at getsparwise.com and the Sparwise app at app.getsparwise.com (together, the “Service”).
Sparwise is sold to companies. When a company (our “Customer”) signs up and invites its employees, the Customer decides what training happens and who sees the results. For that information, including employee profiles, practice calls, transcripts and scores, we act as a service provider (processor) for the Customer and follow its instructions under our agreement with it. For our own business information, such as website visits, billing records and messages sent to us, we decide how it is used.
If you are an employee using Sparwise through your company, your company’s own privacy notice also applies, and it is usually the best first contact for questions about how your results are used at work.
Information we collect
| Type | What it includes | Comes from |
|---|---|---|
| Account details | Name, work email, role (admin, manager or employee), password (stored hashed), invitation status. | You or your company |
| Phone and call preferences | Phone number, time zone, preferred call hours, and whether surprise calls are turned on (with the date you turned them on). | You |
| Training content | Scenarios, scoring criteria, and documents your company uploads (such as policies or product sheets) and the text we extract from them. | Your company |
| Practice calls | Your voice during a call, processed in real time to run the conversation; the call transcript, duration, scores and written feedback. | You, during a call |
| Billing | Company name and billing contact. Card details go straight to Stripe; we only keep the card brand and last four digits. | Your company, Stripe |
| Technical data | IP address, browser and device type, sign-in tokens, and server logs. | Your browser |
| Messages to us | Whatever you include when you email us. | You |
We do not create voiceprints or use your voice to identify you, and we don’t ask for sensitive information such as health or government ID numbers. Please don’t put it in training documents.
How we use it
- To run the Service: create accounts, send invitations, run practice calls, and show results to you and the people your company authorizes.
- To score calls and write feedback against the criteria and material your company chose.
- To place surprise practice calls to employees who turned them on.
- To bill Customers and manage subscriptions.
- To keep the Service secure, prevent abuse, fix problems and improve how it works.
- To answer support requests and send service messages, such as invitations and account notices.
- To meet legal obligations and enforce our terms.
We don’t sell personal information and we don’t use it for targeted advertising.
AI processing
During a practice call, an AI voice plays the customer. Your speech is sent to our voice provider in real time so the AI can respond, and the conversation is transcribed. After the call, the transcript, the scenario and your company’s material are sent to our AI scoring provider, which returns a score for each criterion and written feedback.
Scores are coaching tools. Sparwise does not make hiring, firing, pay or other employment decisions. Any use your employer makes of scores is up to your employer and governed by its policies.
We don’t use Customer content to train AI models, and we use our AI providers’ business services under terms that do not allow them to train their models on that content.
Practice and surprise calls
Every Sparwise call is a practice call with an AI, and it is presented that way. Calls are processed and transcribed so they can be scored.
Surprise calls are practice calls to an employee’s own phone at an unannounced time. We only place them when the employee has turned them on in their profile and has saved a phone number, and only inside the call hours and time zone they set. An employee can turn surprise calls off at any time; any calls already scheduled are then skipped.
We use phone numbers only for practice calls. We don’t use them for marketing calls or text messages, and we don’t share them with anyone except the telephony providers that connect the call.
How long we keep it
We keep Customer data for as long as the Customer’s account is active. Customers can delete employees, scenarios and uploaded documents at any time, and deleting an employee deletes their practice calls, transcripts and scores. When a Customer closes its account, we delete its data within 30 days, except where we must keep records (such as invoices) for legal, tax or accounting reasons. Backups roll off on their normal schedule.
Our voice and telephony providers may keep call records for a limited time under their own retention settings, which we configure to the shortest period practical.
Security
Data is encrypted in transit with HTTPS. Passwords are hashed, access within a workspace is limited by role, and access to production systems is limited to the people who need it. No system is perfectly secure, but we work to protect your information and will notify affected Customers and individuals of a breach as the law requires.
Your choices and rights
- Update your name, phone number, call hours and surprise-call setting in your profile at any time.
- Ask to access, correct or delete your personal information.
- Withdraw consent you gave us, such as for surprise calls, without affecting earlier processing.
If you use Sparwise through your employer, we will usually pass your request to your employer, since it controls that data, and help it respond. To make a request, email [email protected]. We will verify your identity before acting and won’t treat you differently for exercising your rights.
US state privacy rights
Residents of California and other states with consumer privacy laws may have the right to know what personal information we collect and how we use and disclose it, to access it, to correct it, to delete it, and to opt out of its sale, sharing for cross-context behavioral advertising, or certain profiling. We do not sell or share personal information as those laws define it, and we don’t use sensitive personal information to infer characteristics about you. You may use an authorized agent to make a request on your behalf.
In the past 12 months we have collected these categories of personal information, from the sources and for the purposes described above, and disclosed them to the service providers listed above for business purposes:
| Category | Examples |
|---|---|
| Identifiers | Name, email, phone number, IP address |
| Professional information | Employer, role, team |
| Audio and electronic information | Voice during practice calls, transcripts |
| Commercial information | Plan, seats and billing history (company accounts) |
| Internet activity | Sign-ins, device and browser data, logs |
| Inferences | Practice scores and coaching feedback |
We keep each category for the periods described in How long we keep it.
Canada
We handle personal information of people in Canada in line with the Personal Information Protection and Electronic Documents Act (PIPEDA) and applicable provincial laws. We collect, use and disclose it only for the purposes in this policy, with your consent or your employer’s as the law allows. You may access and correct your information and withdraw consent, subject to legal and contractual limits.
Our privacy officer, [PRIVACY OFFICER NAME], is accountable for our compliance and can be reached at [email protected]. If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada or your provincial privacy regulator.
Where data is stored
Sparwise is hosted in the United States, and our service providers may process data in the United States or other countries. If you are outside the United States, including in Canada, your information will be transferred to and processed in the US, where it may be accessible to courts and authorities under US law. We protect it with contracts that require providers to safeguard it.
Children
Sparwise is a workplace tool and is not meant for anyone under 16. We don’t knowingly collect information from children. If you believe a child has given us information, contact us and we will delete it.
Changes to this policy
We may update this policy as the Service changes. We will post the new version here with a new date, and tell Customers about material changes before they take effect.
Contact us
Questions or requests about privacy:
[COMPANY LEGAL NAME]Attn: Privacy[MAILING ADDRESS][email protected]