Security and privacy
Privacy and transparency
How VibeSell handles your data, with transparency and respect.
How VibeSell is different
VibeSell
Transcribes meetings to text only (no audio or video stored)
Other tools
Record full audio and video and process it secretly
What this means
- Participants are told in advance: an email before the first meeting explains how notes are taken
- Text only: audio is transcribed as it streams and never stored; no video
- Transparent about what we do: you know exactly what we capture
- Participant friendly controls: opt out or delete a meeting from a link in your email, no account needed
What we capture, and what we don't
VibeSell transcribes meetings to text in real time. Audio is streamed for transcription and never stored, and there is no video.
We capture
- Meeting transcripts: text transcribed in real time while the organizer runs VibeSell
- Participant names: shown in transcripts and the attendee list
- Meeting metadata: title, time, duration, attendees from the organizer’s calendar
- Meeting outcomes: summaries, action items and insights generated from the transcript
We don't capture
- Audio recordings: audio is streamed for transcription and discarded
- Video recordings: no camera access
- Voice biometrics: no voiceprints, tone or emotion analysis
- Anything outside the meeting: only while the organizer has VibeSell running
Your rights and controls
As meeting organizer
Control when to capture
VibeSell only transcribes a meeting when you start it from the desktop app, and you can pause or stop at any time.
Delete meetings anytime
Delete any meeting from its page in VibeSell. There is no waiting period.
Participant emails
Off until you turn them on, which setup offers: VibeSell then tells external participants about your meetings before the first one, and sends them the outcomes of your calendar meetings afterwards. Calls you record ad hoc or upload are only sent when you choose. Turn either email on or off in Settings; without the pre-meeting email, telling participants is your responsibility.
Data export
Export your data in a portable format. Email privacy@vibesell.ai for export requests.
As participant
Told before the meeting
Unless the organizer has turned participant emails off, the first time you meet them you receive a short email about the upcoming meeting explaining that they take notes with VibeSell, and again after 12 months.
Opt out of note-taking
The link in that email lets you opt out. From then on, VibeSell will not transcribe any meeting you are invited to, for any VibeSell customer.
Delete a meeting
After each meeting you receive its summary, outcomes and action items, with a link to delete that meeting’s transcript, summary and notes, and the profile VibeSell built about you. No account is needed: the link is sent to your own email address.
Anything else
For access requests or anything the links don’t cover, email privacy@vibesell.ai. We respond within one month.
How long we keep data
Sales cycles often run 12 to 24 months or more, and coaching needs patterns over time. We keep data only while your account is active and delete everything when customers unsubscribe.
For meeting organizers (your data)
- Retention period
- Duration of your active subscription
- Purpose
- Sales coaching, performance tracking, customer success analysis
- Your control
- Delete individual meetings anytime from Settings
- When you cancel
- All data automatically deleted within 30 days
For meeting participants
- Retention period
- Duration of organizer’s active subscription
- Purpose
- Provide coaching context and sales intelligence to the organizer
- Your rights
- Opt out or delete a meeting from the link in your email; other requests handled within one month
- Auto delete
- When organizer’s account closes, all participant data deleted
AI training (anonymized)
- Scope
- We use anonymized conversation patterns (with all names, companies, and identifying details removed) to improve our guidance engine and coaching quality
- Anonymization
- Your name, company, and identifying details completely removed
- Re identification
- Impossible once anonymized
- Your rights
- Deletion rights don’t apply (data is already anonymized)
- Opt out
- Contact privacy@vibesell.ai to opt out of anonymized data usage
Frequently asked questions
Are you recording calls without people knowing?
No. VibeSell transcribes meetings to text in real time; audio is never stored and there is no video. External participants receive an email before their first meeting with someone who uses VibeSell, and can opt out from that email. Organizers are also responsible for letting participants know, especially if they turn that email off.
How are you GDPR compliant?
The organizer’s company is the controller and VibeSell processes meeting data on its behalf under a Data Processing Addendum. Participants are informed before the meeting, can object (opt out) at any time, and can delete a meeting’s content through a verified link. Other requests go to privacy@vibesell.ai and are handled within one month.
What about laws that require everyone’s consent to record?
Some places, including California, Germany and Switzerland, require every participant to agree before a call is recorded or listened to by a third party. The pre-meeting email gives notice, but it is not consent. In those situations the organizer should ask participants at the start of the call.
Can participants opt out or delete their data?
Yes. The pre-meeting email has an opt-out link, and each post-meeting email has a link to delete that meeting’s content. Deleting removes the transcript, summary, insights and the profile VibeSell built about you; the meeting keeps only its title, date and a note that its content was removed at a participant’s request. You can also email privacy@vibesell.ai.
Who can see my transcript?
Only the meeting organizer (the VibeSell customer) can view transcripts in their VibeSell account. Participants cannot access the platform directly. We never share transcripts with third parties unless legally required or with explicit consent.
Do you use my data for AI training?
Yes. We use anonymized conversation patterns (with all names, companies, and identifying details removed) to continuously improve our guidance engine and coaching quality. This anonymized data cannot be traced back to you. You can opt out of anonymized data usage by contacting privacy@vibesell.ai.
How long do you keep transcripts?
We keep transcripts for the duration of the organizer’s active subscription. When they cancel, all data is deleted within 30 days. Participants can delete a meeting’s content at any time from the link in their email.
How does transcription work?
VibeSell transcribes meetings in real time to text only. Audio is streamed to our transcription provider in the EU, processed in memory and not stored by VibeSell or the provider.
Security and privacy by design
VibeSell is built with privacy and security as core principles.
Encryption
Data encrypted at rest and in transit (TLS 1.2+)
Row level security
Database isolation ensures users only see their own data
OAuth security
Encrypted token storage for third party integrations
GDPR aligned
Built with GDPR principles: transparency, deletion rights, data minimization
CCPA aligned
Respects California privacy rights for data access and deletion
Read-only calendar access
VibeSell reads your calendar to know when meetings happen and never writes to it
On certifications: VibeSell is not yet SOC 2 or ISO 27001 certified. We are built on enterprise grade infrastructure (Supabase, AWS) with industry standard security practices. As we grow and serve more enterprise customers, we will pursue formal compliance certifications.
Subprocessors and third parties
VibeSell uses these third party services to process data.
| Provider | Service | Data processed | Location |
|---|---|---|---|
| Supabase | Database, auth & storage | All application data | EU (Ireland) |
| Railway | API hosting | Application runtime | EU (Netherlands) |
| Amazon Web Services (Bedrock) | AI processing | Prompts and responses, zero data retention | EU (Paris, Stockholm) |
| Google Cloud (Vertex AI) | Embeddings | Text fragments, not retained | EU (Netherlands) |
| Deepgram | Speech to text | Live audio stream, not retained | EU |
| Langfuse | AI observability | AI request traces | EU (Ireland) |
| PostHog | Product analytics | Usage events, no meeting content | EU |
| Resend | Email addresses, meeting summaries sent by email | US | |
| Stripe | Payments | Billing information | US/EU |
All subprocessors are vetted for GDPR compliance. We maintain Data Processing Addendums with each service provider.
Questions or concerns?
Last updated: September 2026