Privacy Policy

1. Scope and accountability

This policy explains how Parlance ("Parlance," "we," "us," or "our") handles personal information through tryparlance.com, the Parlance application, and related support services. It does not govern third-party sites or services that you choose to use independently.

Parlance is accountable for personal information under its control. Privacy questions, access requests, and complaints may be submitted through the contact form linked below.

2. Information we collect

Account and contact information

We may collect your name, email address, account credentials, organization, plan, preferences, and messages you send to us. Passwords are stored in hashed form, not as readable text.

Website and advertising enquiries

Our public forms collect your email, enquiry type and any message you choose to send. FormSubmit forwards these details to Parlance so we can respond to or carry out your request. Submitting an enquiry does not subscribe you to a marketing list. Do not include confidential client records or tax identifiers.

If you submit a lead form on an advertising platform, we use the information you choose to share to respond to the request described on that form. Any separate marketing use requires the applicable consent. You can withdraw a previous request for product emails through our Contact page.

Meeting and engagement-document content

When you use the application, we process the audio or video you upload or import, engagement documents and their extracted text, source links, file and meeting metadata, transcripts, speaker labels and names, summaries, topics, highlights, decisions, deadlines, tags, and edits you make.

Grow workspaces and connected accounts

Grow also stores client profiles, service coverage, practice rates, opportunity reviews, source passages and answers. Shared calls and documents in a team workspace are available to its current members. A private source is available only to its uploader; owners and admins do not have an exception. Personal calls remain personal unless you explicitly add them to a workspace.

When you connect a meeting or storage account, we store encrypted access credentials and account metadata to list and import files you select. Your connected file browser is private to you; files imported through a connection are shared with current members of the selected workspace. Disconnecting removes the saved connection credentials. It does not delete calls you previously imported; delete those calls separately in the application.

Technical and usage information

We may collect IP address, browser and device information, timestamps, diagnostic logs, security events, feature usage, and similar information needed to operate and protect the service. The application may use cookies or local storage for sign-in, security, and preferences. This marketing website stores appearance preferences locally and its host may use security technologies. We have not added advertising pixels or analytics tags to the marketing website. See our Cookies & browser storage page.

Billing information

If paid plans are offered, our payment provider will process payment-card and billing information. Parlance may receive limited records such as your customer identifier, plan, payment status, and transaction history; we do not receive full payment-card numbers.

3. How we use information

• Provide the application, including transcription, speaker identification, analysis, search, export, and customer support.
• Create and administer accounts, beta invitations, subscriptions, and service communications.
• Maintain, troubleshoot, secure, and improve the reliability and usability of Parlance.
• Prevent fraud, abuse, security incidents, and violations of our Terms.
• Meet legal obligations and establish, exercise, or defend legal claims.

We do not sell personal information. We do not use customer recordings or transcripts for advertising or to build marketing profiles about meeting participants.

4. Service providers and disclosures

We disclose information only as needed to operate Parlance, with appropriate contractual or technical protections, or when required by law. Providers may include:

• AssemblyAI, which may receive audio and transcript data for transcription, diarization, and related analysis.
• OpenRouter and selected processing providers, which may receive transcript and engagement-document text and instructions used to produce names, summaries, client findings, scope suggestions, and other analysis. The selected provider may include Google or Anthropic depending on server configuration.
• Infrastructure providers used for hosting, storage, databases, logging, and delivery. OpenAI Sites and Cloudflare host this marketing website.
• FormSubmit, which receives access and contact enquiry form entries, forwards them to Parlance, and may retain submissions for up to 30 days, together with email providers used for service communications.
• Stripe if paid subscriptions are enabled.
• Zoom, Microsoft, Google, Dropbox and Box when you connect an account to browse and import selected recordings or transcripts. We use those connections to provide the import feature.
• Professional advisers, a buyer or successor in a business transaction, or authorities when disclosure is legally required or reasonably necessary to protect rights and safety.

These providers may process information in Canada, the United States, or other countries where they or their subprocessors operate. Information may therefore be subject to the laws of those jurisdictions.

5. Recordings and other participants

Meeting content may include personal information about people who do not have a Parlance account. The customer who uploads or imports a recording is responsible for providing any required notice and obtaining any required consent or other lawful authority to record and process the meeting.

6. Retention and deletion

We retain account information and meeting content while needed to provide the service and for legitimate operational, security, or legal purposes. When you delete a meeting, Parlance removes its database records and associated media from active application storage. Limited copies may remain temporarily in protected backups or processor systems before routine deletion completes.

If you close your account, we will delete or de-identify personal information that is no longer required, subject to legal obligations, fraud prevention, dispute resolution, backup cycles, and records reasonably needed to document the relationship. Access and contact enquiry submissions and support correspondence may be retained as needed to respond and maintain business records.

7. Security

We use administrative, technical, and organizational safeguards designed for the sensitivity of the information, such as access controls, authenticated accounts, transport encryption, restricted service credentials, and monitoring. No service can guarantee absolute security, so please use a strong, unique password and avoid uploading content you are not authorized to process.

8. Your choices and rights

Depending on where you live, you may ask to access, correct, export, or delete personal information, withdraw consent where consent is the basis for processing, or challenge our compliance with privacy law. The application also provides controls to export or delete individual meetings. We may verify your identity before fulfilling a request, and legal exceptions may apply.

9. Children

Parlance is intended for adults and business use. It is not directed to children under 16, and we do not knowingly collect personal information from a child under 16 without appropriate authorization.

10. Changes to this policy

We may update this policy as Parlance develops. We will post the updated version here, change the effective date, and provide additional notice when a change is material and applicable law requires it.