1. Information We Collect
We collect information that you provide directly to us, information we obtain automatically when you use our services, and information from third-party sources.
1.1 Information You Provide
- Account Information: Name, email address, company name, job title, phone number when you create an account
- Profile Data: Photo, bio, role, and other information you add to your profile
- Training Content: Sales training materials, pitch decks, battle cards, scripts you upload for AI analysis
- Practice Data: AI role-play conversations, practice session recordings, knowledge test responses
- Payment Information: Billing details processed securely through our payment processors (we do not store credit card numbers)
- Communications: Messages you send us via email, chat, or contact forms
1.2 Automatically Collected Information
- Usage Data: Features used, time spent, practice sessions completed, readiness scores
- Device Information: IP address, browser type, device type, operating system
- Cookies and Tracking: We use cookies and similar technologies (see our Cookie Policy)
- Log Data: Server logs, error reports, performance data
1.3 Information from Integrations
When you connect third-party services (Salesforce, HubSpot, Gong, etc.), we may receive:
- CRM data: Contact information, deal data, activity logs
- Call recordings: Sales call audio and transcripts (with appropriate permissions)
- Training completion data: To sync with your existing systems
2. How We Use Your Information
We use the information we collect to provide, maintain, and improve our services:
- Service Delivery: Provide AI-powered knowledge testing, sales practice, and readiness scoring
- AI Training: Generate personalized practice scenarios and adaptive tests based on your content
- Analytics: Calculate readiness scores, track progress, generate insights for sales leaders
- Communication: Send service updates, security alerts, and respond to your requests
- Improvement: Analyze usage patterns to improve our AI models and platform features
- Security: Detect fraud, abuse, and security threats
- Compliance: Meet legal obligations and enforce our terms
- Marketing: Send promotional communications (with your consent, where required)
3. AI and Machine Learning
RepPlaybook uses AI to power our sales readiness platform. Here's how we handle your data:
- Private AI Models: Your company's training content and practice data are used to create private AI models for your organization only
- Not Used for Public Models: We never use your data to train public AI models or share it with other customers
- Secure Processing: All AI processing occurs in secure, encrypted environments
- Human Review: We do not perform human review of your practice sessions or test responses except when you explicitly request support
4. Information Sharing and Disclosure
We do not sell your personal information. We share your information only in these limited circumstances:
4.1 Within Your Organization
Authorized users in your organization (managers, admins, enablement teams) can access readiness scores, practice summaries, and analytics as configured by your admin.
4.2 Service Providers
We share data with trusted third-party service providers who help us deliver our services:
- Cloud hosting (AWS, Google Cloud)
- Payment processing (Stripe)
- Email services (SendGrid, Postmark)
- Analytics (Mixpanel, Google Analytics)
- Customer support (Intercom, Zendesk)
All service providers are contractually obligated to protect your data and use it only for specified purposes.
4.3 Legal Requirements
We may disclose information if required by law, legal process, or government request, or to protect rights, property, and safety.
4.4 Business Transfers
If RepPlaybook is involved in a merger, acquisition, or sale of assets, your information may be transferred. We will notify you before your information becomes subject to a different privacy policy.
5. Data Security
We implement industry-leading security measures to protect your data:
- SOC 2 Type II Compliant: Independently audited security controls
- Encryption: Data encrypted at rest (AES-256) and in transit (TLS 1.3)
- Access Controls: Role-based access, multi-factor authentication, SSO support
- Monitoring: 24/7 security monitoring and incident response
- Regular Audits: Penetration testing and security assessments
- Data Backups: Regular encrypted backups with disaster recovery procedures
- Employee Training: Security and privacy training for all team members
While we use reasonable efforts to protect your information, no method of transmission over the internet is 100% secure. For more details, visit our Security page.
6. Data Retention
We retain your information for as long as your account is active or as needed to provide services. When you close your account:
- Personal data is deleted within 30 days
- Practice session data is deleted within 90 days
- Aggregated, anonymized data may be retained for analytics
- Some data may be retained longer for legal compliance
7. Your Privacy Rights
Depending on your location, you may have certain rights regarding your personal information:
7.1 All Users
- Access: Request a copy of your personal information
- Correction: Update or correct inaccurate information
- Deletion: Request deletion of your account and data
- Export: Download your data in a portable format
- Opt-out: Unsubscribe from marketing emails (compliance emails will continue)
7.2 EU/UK Users (GDPR)
- Right to object to processing
- Right to restrict processing
- Right to data portability
- Right to withdraw consent
- Right to lodge a complaint with a supervisory authority
7.3 California Users (CCPA/CPRA)
- Right to know what personal information is collected
- Right to delete personal information
- Right to opt-out of sale (we do not sell your information)
- Right to non-discrimination for exercising your rights
To exercise your rights, contact us at privacy@repplaybook.com or visit your account settings.
8. International Data Transfers
RepPlaybook is based in the United States. If you access our services from outside the U.S., your information may be transferred to, stored, and processed in the U.S. or other countries. We use Standard Contractual Clauses and other safeguards to ensure adequate protection for data transferred internationally.
9. Children's Privacy
Our services are designed for business use and are not intended for individuals under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected information from a child, please contact us immediately.
10. Third-Party Links and Integrations
Our platform may contain links to third-party websites and integrate with third-party services (Salesforce, HubSpot, Gong, etc.). We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.
11. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will notify you of material changes by email or through our platform. Your continued use of RepPlaybook after changes become effective constitutes acceptance of the updated policy.
12. Contact Us
If you have questions about this Privacy Policy or our data practices: