TrueSit privacy policy
Version 1.0. Effective October 17, 2026.
Your company is responsible for any notice and consent the law requires before recording.
1. At a glance
| What | Who controls it | How long it is kept | How to delete it |
|---|---|---|---|
| Audio of a sit | The rep's company | The company's period, 12 months by default, 36 months at most | The company deletes a sit at any time; a homeowner asks the rep, the company or us |
| Transcript, scores and the sit report | The rep's company | 24 months by default, 6 to 36 months as the company sets | Deleted with the sit, or at the end of the period |
| The rep's voiceprint | The rep's company, with the rep's written consent | 24 months by default, 6 to 36 months as the company sets; sooner when the rep leaves | The rep deletes it in the app at any time |
| Voices of homeowners and other speakers | Nobody keeps them | Only while one sit is processed | Deleted automatically when processing ends |
| Account details | The company | While the account exists | Delete my account, in the app |
| Website and walkthrough requests | TrueSit | See the retention schedule | Write to support@truesit.ai |
The full schedule is at https://truesit.ai/privacy/#retention.
2. Who we are and our two roles
TrueSit is operated by DMS Consultation Inc., a California corporation in Los Angeles, California ("TrueSit", "we", "us"). Contact: support@truesit.ai.
We act in two roles:
- For companies that use TrueSit (organizations), we are their service provider. The organization decides why sits are recorded and who in it may see them; we process sit data on its instructions under our Data Processing Addendum (https://truesit.ai/privacy/#dpa). A homeowner's request about a recording is a request to that organization, and we help it answer.
- For our own purposes, we decide how data is used: our website, people who book a walkthrough or write to us, support tickets, our own marketing, billing, platform security.
3. Who this policy covers
- Users: sales reps, managers, organization admins.
- Homeowners and anyone else present at a recorded sit, including people at the door during a canvass session.
- Visitors to truesit.ai and people who book a walkthrough.
- People who write to support or use the help assistant.
4. The rep is in control at the sit
- The rep starts and stops every recording. Nothing records in the background on its own.
- Before a sit, the app shows the line for the appointment's state from the organization's consent table. The rep and company are responsible for consent. "I said it" optionally records the time and version; recording never waits for it. Analysis flags a missing disclosure without holding, hiding or deleting the sit.
- When a manager may follow the sit live (a Ride-along sit), the line says so.
- At each door during a canvass session, the app reminds the rep to say the door line. An unanswered reminder does not hold processing or delete the segment.
- The rep pauses at any time, and stops at once when anyone asks. The recording pauses itself after a stretch with nobody talking and ends itself after the organization's maximum length.
- The rep tells anyone who joins mid-visit that the visit is being recorded.
5. What we collect and where it comes from
From users and their devices
- Account details: name, email, phone, organization, role, team, home state.
- Sign-in: an email code, or Google or Apple sign-in. From Google or Apple we receive your name, email (Apple may give a relay address) and an account identifier. We do not receive or store passwords.
- Device and app details: device model, operating system, app version, push notification token, recorder events needed to make sure a recording is complete.
- Location, only if the rep turns it on: where a sit started and ended, and optionally the location of each door in a canvass session. There is no continuous tracking and the phone never asks for location in the background.
- Usage and billing: AI usage counts, recording hours used, plan, invoices. Payment card details go to Stripe and never reach us. This release has no in-app purchases.
From the sit
- Audio, started and stopped by the rep, and photos the rep chooses to add (the samples, the room, the old unit).
- The transcript, who spoke when, and what the analysis found: the sales stages heard, scores, prices discussed, objections, the reason the sale did or did not close, moments, the draft dispatch report, and follow-up tasks.
- Details heard about the household: the people present and who decides, the project, a budget if a number was said, other bids mentioned, and each decision-maker's style. These are suggestions until the rep confirms them; nothing is added to the household record without a confirm.
- Summaries the rep asks for during the visit (Quick recap) and questions the rep or a manager asks Level about a sit.
From the organization
- Appointments and leads imported by CSV, received through a signed webhook or pulled from the organization's CRM: homeowner names, address, phone, email, appointment time, product line and lead source.
- The organization's playbooks, scripts, price books and training material it uploads.
- If an organization admin enters the company website at sign-up, we read up to ten of its public pages (respecting robots.txt) to draft a profile and a playbook.
From the website and support
- The "Book a walkthrough" form: name, company, team size, phone and email.
- Questions to the site assistant and the help assistant.
- Support tickets and emails: what you write, plus your name, organization, role, plan, app version, device and operating system, and, when a ticket is about a sit, that sit's upload and processing state (not its audio, transcript or contents).
- Analytics on truesit.ai only after you accept them (see the cookie policy).
6. Voice and speaker identification
The rep's voiceprint. The phone app requires voice enrollment to finish onboarding. Your company must obtain your written release before you enroll. A rep who enrolls first reads and agrees to the voiceprint release (https://truesit.ai/privacy/#voiceprint), then reads three short lines aloud, about 30 seconds. The three clips are sent once to our servers, turned into a voice embedding (192 numbers, not audio), and deleted in the same step. We keep the embedding for the rep's organization with the time of consent, the release version and the model version. It is used for one thing: telling the rep's voice apart from others in the rep's own sits. No app user, manager or admin can read it, and it is never sold or shared.
If you do not wish to enroll, contact your company or support@truesit.ai before using the recording features.
The voiceprint is destroyed at the earliest of: the end of the organization's voiceprint period (24 months after enrollment by default, set by the organization from 6 to 36 months); when the rep leaves the organization; when the rep deletes it; when the rep's account is deleted; or when the organization closes. A scheduled destruction job enforces these limits, and each destruction is logged.
Homeowners and other speakers are never enrolled. To work out which speaker is the rep, the processing of one sit computes short-lived voice features for each speaker in that sit. They exist only while that sit is processed, are deleted when processing ends, are never compared with any other sit, and are never used to recognize anyone. What remains is which speaker was the rep and the transcript.
7. AI in TrueSit
AI is used at these steps:
- Speech to text and who spoke when: AssemblyAI. For organizations that process sits after they end, a rep can choose to have the phone transcribe on the device instead; the speakers are still separated on our side.
- Telling the rep's voice apart: our own model, running on our servers. No outside provider.
- The sit analysis and the findings behind scores, the reported versus real reason, Quick recap, Ask Level, Mentor, practice scoring, the dispatch draft, the wrap-up reminder, the website setup draft, the site assistant, the help assistant and our support tools: Anthropic (Claude).
- Voices read aloud in practice and on request: Cartesia.
Our providers may not use customer data to train their own models; our contracts say so. Scores themselves are computed by fixed rules from what the analysis found, not chosen by a model.
AI output can be wrong. Every finding links to the moment in the transcript that supports it, so a person can check it. Scores and findings are decision support for mentoring. They must not be the only basis for hiring, discipline, pay or termination decisions, and our terms require organizations to review the evidence first.
Product improvement. We use the contents of customer recordings and transcripts to improve TrueSit only when the organization turns on the product improvement switch in Settings. It is off by default and the organization can turn it off at any time. Without it, we improve the product only from usage and technical data (counts, timings, errors), never from what was said.
8. How we use information
- To provide the service: recording, upload, transcription, analysis, scoring, Mentor, dashboards, notifications and the CRM, API and webhook connections the organization sets up.
- To support you: answer tickets, diagnose a failed upload or processing step, and fix bugs.
- To bill: plans, seats, AI usage and recording hours.
- To keep the service secure: detect abuse, investigate incidents, keep audit logs.
- To comply with law and enforce our terms.
- To improve the product within the limits in section 7.
- To tell people about TrueSit, only as section 18 describes.
We do not sell personal information and we do not share it for targeted advertising.
9. Who can see what
- Reps see their own sits. A rep never sees another rep's live sit. A rep sees a teammate's sit only when it was shared and the organization allows shared sits.
- Managers see the sits of reps in their organization (or their teams), listen, score and leave notes. In a Ride-along sit a manager may follow the visit live and send the rep silent messages. Managers cannot delete recordings, download or export data, or change seats.
- Organization admins control the organization's data: retention, deletion, exports and downloads (each one logged), the consent table, seats and connections.
- Mentor memory (what Level remembers about a rep: strengths, recurring misses, goals the rep stated, advice given and whether later sits changed, where the last conversation ended, preferred tone) is visible only to that rep, who can view, edit and clear it. Managers and admins do not see it.
- Organization patterns are a weekly summary per organization of what tends to close and what tends to lose, as counts. A pattern is stated only when 5 or more sits support it, never names a rep, never quotes words attributable to one rep, and never leaves the organization. Managers and organization admins see it; Level uses it as background for that organization's reps.
- Homeowners have no access to TrueSit; they reach their recording through the requests in section 12.
- TrueSit staff access customer data only to run, secure and support the service:
- The platform owner's console can open any organization's account. Viewing as a user ("view-as") is read-only, lasts at most 30 minutes, requires a typed reason, and is logged; the organization's admins can read that log in Settings.
- Recordings play in view-as only when an organization admin granted support access to that sit.
- Our support tools, including an AI assistant (the Ops agent), read tickets, the organization's members and plan, and a sit's technical state (upload, processing and errors) to draft replies and propose fixes. Every message to a customer and every account change waits for approval by TrueSit staff, except two the platform owner may allow: an acknowledgement that we received a message, and marking a ticket resolved after the customer confirms. AI-drafted replies say they were drafted with AI.
- The help assistant answers only from our public help articles. It never reads sits, transcripts or recordings, and hands you to a person when it cannot answer.
10. Where data goes
- Subprocessors. We use the providers listed at https://truesit.ai/privacy/#subprocessors, each bound by a written agreement. We tell organization admins at least 30 days before adding or replacing one.
- Owner alerts. When a support request needs attention, our Ops agent may message the platform owner by WhatsApp or SMS (through Twilio or Meta) with the requester's name, organization, role and a summary of the request. These messages go only to TrueSit staff.
- The organization's own systems. When an organization connects its CRM, creates API tokens, sets up webhooks or exports data, the data it sends there is under its control and its responsibility.
- Legal requests. We answer subpoenas, warrants and court orders only when they are valid, and we tell the organization first unless the law forbids it.
- Business transfers. If TrueSit is sold or merged, personal information moves under this policy's promises, and we will tell organizations before it does.
- No sale, no ads. We do not sell personal information, and we do not share it for cross-context behavioral advertising.
11. Retention and deletion
The retention schedule at https://truesit.ai/privacy/#retention lists every kind of data with its default period, the range an organization may set, and how it is deleted. In short:
- Audio: the organization's period, 12 months by default, never longer than its transcript period or 36 months.
- Transcripts, scores and reports: 24 months by default, 6 to 36 months as the organization sets.
- The rep's voiceprint: section 6.
- Other speakers' voice features: deleted when processing ends.
- Photos and sit locations: kept with the sit's record and deleted with it.
- Accounts: deleting an account takes effect after a seven-day grace period (signing in cancels it). The organization keeps the sits a former member recorded under "Former rep".
- Organization closure: 30 days of grace, then deletion of the organization's data.
- Backups: deleted data leaves our backups within 30 days.
- Legal holds pause deletion only for the data they cover, only while they last.
12. Your choices and requests
Users act in the app: export your data, delete your voiceprint, clear Mentor memory, change notifications, turn location sharing on or off, and delete your account. Organization admins handle requests for their organization's data in Settings.
Homeowners and others recorded at a sit can:
- Ask the rep, at the visit, not to record, or to pause.
- Ask the rep's company to delete the recording or give a copy.
- Write to support@truesit.ai, with the date and address of the visit. We route the request to the company that holds the recording within 5 business days, tell you who that is, and confirm the outcome to you.
How requests work
- We verify requests in proportion to the data involved, usually by matching details you give with what is on file, and we never ask for more than we need.
- An authorized agent may make a request for you with your signed permission; we may confirm with you directly.
- We answer within 45 days, and may extend once by 45 more days with notice.
- If we refuse, we say why, and you may appeal by replying; we decide an appeal within 45 days.
- There is no fee, and we do not treat anyone differently for using these rights.
13. California notice at collection
The categories we collect, their sources, purposes, recipients and retention are in the California notice at https://truesit.ai/privacy/#california. Two categories are sensitive personal information under California law: the rep's voiceprint and precise location. We use them only to provide the service as described here, and never to infer characteristics about anyone.
14. Other state laws
Residents of states with consumer privacy laws may have rights to know, access, correct, delete and port their information, and to opt out of sale, targeted advertising and profiling with significant effects. We honor these rights for every user in the United States, through section 12. We do not make decisions with legal or similarly significant effects about homeowners.
15. Children and others in the home
TrueSit is for adults at work; users must be 18 or older. A sit can capture the voice of a child or another family member who happens to be in the room. Those voices are treated like any other speaker: never enrolled, never recognized across visits, and deleted with the sit. Reps pause when asked, keep photos to the project, and avoid photographing people, children or documents. Anyone may ask for a recording to be deleted.
16. Location
Location is off unless the rep turns it on. With it on, the app records where a sit started and ended, and the location of each door in a canvass session if the rep logs it. It is used for the rep's visits map, the organization's territory view and the arrival reminder while the app is open. It is never tracked continuously and never used for anything else.
17. Security
Recordings are encrypted on the phone before upload, sent over TLS and encrypted where they are stored. Database rules keep each organization's data apart and limit each role to what it may see. Downloads use short-lived links that are logged. Staff access requires an authorized platform account and is logged. We keep an incident response plan, and we notify affected organizations of a breach without undue delay and as the law requires. Details: https://truesit.ai/privacy/#security.
18. Messages we send
- Service messages: sign-in codes, "sit ready" and other notifications, billing notices and support replies. These are part of the service.
- The weekly digest, which each member can turn off.
- Marketing email only to people who asked for it or are business contacts, always with an unsubscribe link that works in one step.
- Text messages: we do not text users or homeowners. The only texts or WhatsApp messages we send go to our own staff (section 10). We will add a text opt-in and terms before that ever changes.
19. Website and cookies
The cookie policy at https://truesit.ai/privacy/#cookies lists everything the site and apps store. Nothing optional loads before you choose, declining takes one click, and we honor Global Privacy Control and Do Not Track as a no.
20. Where data is stored
TrueSit is offered in the United States, and we store customer data in the United States.
21. Changes and contact
We will post changes here with a new effective date, and tell organization admins and users by email or in the app at least 30 days before a material change takes effect. A Spanish recording notice is available below.
Contact: support@truesit.ai. DMS Consultation Inc., Los Angeles, California. Send notices and privacy requests to support@truesit.ai.
TrueSit retention schedule
Version 1.0. Effective October 17, 2026.
The schedule
| Data | Default | Organization can set | How it is deleted |
|---|---|---|---|
| Sit audio | 12 months | 1 day to 36 months, never longer than the transcript period; the plan may set a lower limit | Nightly retention run deletes the audio files; logged |
| Transcripts, scores, sit reports, moments, Quick recaps, notes on the sit, unconfirmed household suggestions | 24 months | 6 to 36 months | Nightly retention run; logged |
| Photos on a sit | With the sit's transcript period | Follows the transcript period | Retention run, or when the rep or an org admin removes one |
| Sit and canvass door locations (only if the rep opted in) | With the sit's record | Follows the transcript period | Deleted with the sit's record |
| Canvass segments whose door line is not confirmed | Same as other recordings and transcripts | Same organization retention settings | Processed and retained; missing disclosure is flagged, not a deletion trigger |
| Rep voiceprint | 24 months after enrollment | 6 to 36 months | Daily destruction job; also at once when the rep leaves the organization, deletes it, deletes the account, or the organization closes; logged |
| Voice enrollment clips | Minutes | No | Deleted in the same job that makes the voiceprint |
| Voice features of homeowners and other speakers | Only while that sit is processed | No | Deleted by the processing job when it ends; never compared across sits |
| Household records (contacts, people, project, budget once confirmed) | As long as the organization keeps the household | Org admins edit or delete at any time | Deleted by an org admin, or at organization closure |
| Mentor memory | While the rep is a member | The rep clears it at any time | Cleared by the rep; deleted when the rep leaves, on a deletion request, or at account deletion |
| Organization patterns (weekly, counts only) | Until the next weekly count (each week replaces the last) | No | Replaced by the weekly job; deleted at organization closure |
| Level questions and answers, Saved and History, practice sessions | While the person is a member (History shows 30 days) | No | Deleted when the person leaves the organization or deletes the account |
| Rep private notes | While the rep is a member | No | Deleted at account deletion |
| Manager notes, threads and tasks | As long as the organization keeps them | Org admins delete | Deleted with the sit, by an org admin, or at closure |
| Account details | While the account exists | No | Delete my account: seven-day grace (signing in cancels), then deleted; sits stay with the organization under "Former rep" |
| Organization account | While subscribed | No | Closure: 30 days of grace, then all organization data deleted |
| Data exports | Download links work 7 days; file deleted after 7 days | No | Export file job |
| Audit log and staff access log | Life of the organization account; 12 months after closure | No | Deleted after the period |
| Support tickets, emails, AI drafts and proposed actions | 24 months after the ticket closes | No | Support retention job |
| Help assistant conversations | 12 months; a handoff becomes part of its ticket | No | Help retention job |
| Alerts to TrueSit's platform owner (WhatsApp or SMS) | Our copy stays with its ticket; the messaging provider keeps its own under its terms | No | With the ticket |
| Walkthrough requests from the website | 24 months after the last contact | No | Deleted by sales, or on request |
| Billing records and invoices | 7 years | No | Deleted after the period |
| Push tokens | Until sign-out or notifications are turned off | No | Removed by the app and the server |
| Server logs | 30 days | No | Rotated by the hosting providers |
| Website analytics (only after a yes) | 12 months | No | Deleted in PostHog; turning analytics off deletes the visitor id |
| Cookie choice | 12 months, in the browser | No | Expires, then the banner asks again |
Backups
Deleted data leaves our backups within 30 days. Any backup copies are subject to the same deletion schedule.
Legal holds
A legal hold pauses deletion only for the data it covers and only while it lasts. Holds are logged, and the organization is told unless the law forbids it.
By plan
The organization's plan can set a lower ceiling for audio: 12 months on Core, 24 months on Team. Every other period above is the same on every plan.
Product improvement
Recordings and transcripts are used to improve TrueSit only while the organization's product improvement switch is on (off by default). Turning it off stops new use; data already in an evaluation set from that organization is deleted within 30 days.
TrueSit voiceprint policy
Version 1.0. Effective October 17, 2026.
1. What a voiceprint is here
A rep who chooses to enroll reads three short lines aloud in the TrueSit app, about 30 seconds. Our servers turn the three clips into a voice embedding: a list of 192 numbers that describes the voice, not audio. The clips are deleted in the same step. That embedding is the rep's voiceprint.
2. Why we make it
For one purpose: after each of the rep's own sits, to tell which speaker is the rep, so the transcript and the score are about the right person. It is not used to identify anyone else, to verify identity, to sign in, or for any other purpose.
3. Enrollment and your choice
The phone app requires enrollment to finish onboarding. Enrollment requires the rep's written release. If you do not wish to enroll, contact your company or support@truesit.ai before using recording features. Our terms forbid organizations from requiring enrollment or penalizing a rep who declines.
4. Written release first
Before enrolling, the rep must read this policy and give their company a written release to collect, store and use the voiceprint for the purpose and retention period described here. The company must retain that release and must not enroll anyone who has not agreed.
5. Who can access it
- No app user can read a voiceprint: not the rep, not managers, not organization admins.
- Our processing servers use it only to compare against the speakers in that rep's sits.
- TrueSit staff do not view voiceprints; database access by staff is limited and logged.
- It is stored by our hosting subprocessors (https://truesit.ai/privacy/#subprocessors), encrypted at rest, and disclosed to nobody else except where a court order or law requires it.
6. Never sold
We never sell, lease, trade or otherwise profit from a voiceprint, and neither may the rep's organization through TrueSit.
7. Retention and destruction schedule
A voiceprint is destroyed at the earliest of these:
- The organization's voiceprint period ends. 24 months after enrollment by default. The organization may set 6 to 36 months; it may not set longer.
- The rep leaves the organization. When an organization admin removes the rep, the voiceprint is destroyed.
- The rep deletes it. In the app, under Voice and consent, at any time.
- The rep's account is deleted.
- The organization closes its account.
A scheduled destruction job checks every voiceprint at least daily and destroys any that has reached one of these points. Each destruction is written to the audit log. Destroyed voiceprints leave our backups within 30 days. A rep whose voiceprint expired may enroll again, with a new release.
8. Other people's voices
Homeowners and anyone else at a sit are never enrolled. While one sit is processed, short-lived voice features are computed for each speaker so the rep can be found. They are deleted when processing of that sit ends, never compared with any other sit, and never used to recognize anyone.
9. Security
Voiceprints are encrypted in transit and at rest, kept in a table no app role can read, and handled only by server processes. Our security overview describes the rest (https://truesit.ai/privacy/#security).
10. State laws
- Illinois. This public schedule, the written release before collection, no sale or profit, limited disclosure, and destruction no later than three years after the rep's last interaction (our maximum of 36 months from enrollment always comes first).
- Texas. Consent before capture, no sale, and destruction within a year after the purpose ends: leaving the organization or deleting the voiceprint ends it at once.
- Washington. Notice and consent before enrollment, no sale, and no use beyond the stated purpose.
- Colorado. This public policy, consent before collection, and no requirement for employees to enroll.
- California. Voiceprints are sensitive personal information; we use them only for the purpose above.
11. Requests and contact
A rep can delete their voiceprint in the app at any time, or ask their organization or us. Questions: support@truesit.ai. DMS Consultation Inc., Los Angeles, California.
TrueSit subprocessors
Version 1.0. Effective October 17, 2026.
Providers in use
| Provider | Purpose | Data it receives | Location |
|---|---|---|---|
| Supabase | Database, sign-in and file storage | All customer data: accounts, sits, audio, photos, transcripts, reports, voiceprints, exports | United States |
| Fly.io | Our processing servers: upload checks, transcription and analysis jobs, our own voice model, the public API | All customer data while it is processed | United States |
| AssemblyAI | Speech to text and who spoke when | Sit audio; returns the transcript and speaker turns | United States |
| Anthropic | AI analysis and scoring support, Quick recap, Level and Mentor, practice, drafts, the site and help assistants, the Ops agent for support | Transcripts and sit details, Mentor memory, organization patterns, support tickets; public help articles | United States |
| Cartesia | Voices read aloud in practice and on request | The text to be spoken | United States |
| Vercel | Hosting the web dashboard and the website | Page requests and the signed-in session; dashboard pages carry customer data | United States |
| Resend | Service email (digests, sit ready, export links, deletion notices, support replies) and incoming support email | Names, email addresses, message content | United States |
| Expo | Delivering push notifications | Push tokens and notification text (for example a sit's time and street) | United States |
| Apple | Push notifications, Sign in with Apple, app distribution | Push tokens and notification text, sign-in identifiers | United States |
| Push notifications, Sign in with Google, app distribution, maps on Android | Push tokens and notification text, sign-in identifiers, map area viewed | United States | |
| Stripe | Billing for organization plans | Billing contact, payment details (kept by Stripe), invoices | United States |
| PostHog | Website analytics after a visitor says yes; dashboard page views unless GPC or DNT is set | Website: random visitor id and pages viewed. Dashboard: account and company ids and screen paths, without names, emails or screen contents | United States |
| MapTiler | Map tiles for the visits and territory maps | The map area being viewed and the requesting IP address; no customer records | Switzerland, served from a global network |
The web dashboard sends PostHog a page view for each screen you open, under your account and company ids, without names, emails or what is on the screen, unless your browser sends Global Privacy Control or Do Not Track.
Not in use
Our code can also work with these providers. None receives data today; each is added to the table above, with the notice below, before any use: Groq and Deepgram (speech to text), pyannoteAI (who spoke when), Modal (hosting our own speech models).
Not our subprocessors
When an organization connects its own CRM, API client or webhook endpoint, data goes there on the organization's instruction and is under its control. Those providers are the organization's, not ours.
Changes
We email every organization admin at least 30 days before adding or replacing a subprocessor, with the provider, purpose, data and location. An organization may object within that period, as the Data Processing Addendum explains. If we must replace a provider at once (a failure or a security threat), we notify as soon as we can. Anyone else may ask for change notices at support@truesit.ai.
Last changed: October 17, 2026.
California notice at collection
Version 1.0. Effective October 17, 2026.
Who collects it
For sits, the rep's company decides what is recorded and TrueSit processes it for that company as its service provider. For our website, walkthrough requests, support, TrueSit (DMS Consultation Inc., Los Angeles, California) is the business.
Categories
| Category | Examples | Source | Purpose | Disclosed to | Kept for |
|---|---|---|---|---|---|
| Identifiers | Name, email, phone, address, account and device ids | Users; the rep's company and its CRM; walkthrough form | Providing the service, support, billing, security | Hosting, email, push and billing subprocessors | While the account exists; leads 24 months |
| Customer records | Homeowner contact details, appointment, household record | The rep's company; the rep | Providing the service to the rep's company | Hosting subprocessors; the company's own CRM if it connects one | As the company keeps the household; deleted at closure |
| Commercial information | Plan and purchases; the project, prices discussed, budget, other bids | Users; the sit | Billing; the sit report | Billing and AI subprocessors | Billing records 7 years; sit details with the transcript |
| Audio and visual information | Sit recordings, photos of the project | The rep's phone | Transcription, analysis, mentoring, the company's record | Hosting, speech and backup subprocessors | Audio 12 months by default (36 at most); photos with the sit |
| Biometric information | The rep's voiceprint, only if the rep enrolls | The rep | Telling the rep's voice apart in their own sits | Hosting subprocessors only | 24 months by default (6 to 36), sooner when the rep leaves |
| Geolocation | Sit start and end, canvass doors, only if the rep opts in | The rep's phone | Visits map, territory view, arrival reminder | Hosting subprocessors | With the sit's record |
| Professional information | Role, team, scores, sit outcomes, Mentor memory | Users; the analysis | Mentoring and reporting to the rep's company | Hosting and AI subprocessors | Transcripts and scores 24 months by default (6 to 36) |
| Internet activity | Pages viewed on truesit.ai, app and recorder events, server logs | Browsers and the apps | Running and securing the service; site analytics only with a yes | Hosting subprocessors; PostHog after a yes | Logs 30 days; analytics 12 months |
| Inferences | Scores, decision style, the reason a sale did not close | The analysis | The sit report and mentoring | AI subprocessors | With the transcript |
Sensitive personal information
The rep's voiceprint and precise location are sensitive personal information. We use them only to provide the service as described and never to infer characteristics about anyone, so no further limit is needed; you can still delete a voiceprint or turn location off at any time.
No sale, no sharing
We do not sell personal information or share it for cross-context behavioral advertising, including that of anyone under 16.
Your rights
You can ask to know, access, correct and delete your personal information, and you will not be treated differently for asking. Homeowners: ask the rep's company or write to support@truesit.ai with the date and address of the visit; we route it within 5 business days. Everyone: support@truesit.ai. How we verify and answer requests is in section 12 of the privacy policy.
TrueSit security overview
Version 1.0. Effective October 17, 2026.
1. Recordings, from the phone to storage
- The phone encrypts each piece of a recording (AES-GCM) as it is written, with a key held in the phone's secure keystore (Android Keystore, iOS Keychain).
- Pieces upload over TLS through short-lived signed links, with a checksum each, and are checked before processing.
- Storage is private and encrypted at rest. Each file is readable only through the database rules for the sit it belongs to.
- Recordings stay on the phone until they upload, so an outage on our side does not lose a sit.
2. Access control
- Every database table has row-level rules. Each organization's data is kept apart; a rep reads only their own sits; managers and admins read their organization's.
- The rules call helper functions the apps cannot call directly. Functions are closed to anonymous use and check the caller's role inside.
- Managers cannot delete, download or export. Downloads and exports are for org admins only, through short-lived links, and each is logged.
- Rep private notes, Mentor memory and voiceprints are never readable by managers or admins. No app role can read a voiceprint.
3. Staff access
- Only authenticated, authorized platform staff reach the console. Anyone else gets "not found".
- The console reads and writes only through server functions no client role can call.
- Viewing as a user is read-only, lasts at most 30 minutes, needs a typed reason, and is logged; the organization's admins can read that log. Recordings play there only with an org admin's grant for that sit.
- AI support tools propose; staff approve. Nothing is sent to a customer and no account is changed without approval, except an acknowledgement and a resolved mark the platform owner may allow.
4. Logging
- An append-only audit log records sensitive actions: listens, exports, downloads, deletions, seat and role changes, settings changes, retention runs and voiceprint destruction. Org admins read it in Settings.
- A separate log records every staff console action.
5. Application security
- The web dashboard sends a content security policy with a fresh script nonce per request, HSTS, frame denial, and strict referrer and permissions policies.
- Every public route is rate limited per client.
- API tokens are shown once and stored only as hashes. Webhook secrets are kept out of reach of any app role. Outgoing webhooks are signed and never sent to private addresses.
- Inbound CRM webhooks are signed per organization and refused outside a five-minute window.
6. AI providers
Speech and AI providers receive only what each step needs, under contracts that bar training their own models on customer data. The rep's voiceprint is made and matched on our own servers with our own model; no outside provider receives it. The help assistant reads only public help articles.
7. Development practices
- A pre-commit check refuses committed secrets, and the full history is scanned.
- Dependencies are pinned and checked for known advisories; a high or critical advisory fails the check unless it has a written exception.
- Database access rules are tested per role, and a mutation check breaks each rule in turn to prove a test catches it.
- Production keys live only in the hosting providers' secret stores.
8. Availability and backups
- The processing queue retries failed jobs with backoff and keeps failures for review; a failed sit can be processed again.
- Separate recording backups are not currently enabled. Database backups are provided by our database host.
- Database backups are taken by our database provider.
9. Incident response
We keep a written plan: detect, contain, assess, notify, fix, review. We notify affected organizations without undue delay and within 72 hours of confirming a breach of their data, and help them meet their own duties.
10. Data location and retention
Customer data is stored in the United States. Retention and deletion follow the public schedule (https://truesit.ai/privacy/#retention); deleted data leaves backups within 30 days.
11. Audits and testing
- An outside penetration test before general availability: planned, not done.
- An independent security audit (SOC 2): on the roadmap; no report exists yet.
- Security questionnaires: answered on request, once a year per customer.
12. Reporting a vulnerability
Write to support@truesit.ai (security.txt at truesit.ai/.well-known/security.txt). We acknowledge within 3 business days, keep you informed, and do not pursue good-faith research that avoids privacy harm, data destruction and service disruption.
Recording notice
Version 1.0. Effective October 17, 2026.
Before we start
Your sales representative records visits with TrueSit, an app on their phone. Before recording, they say a short line like one of these and show you this card:
- "I record my appointments so I can give you an accurate quote. Is that all right with both of you?"
- When a manager may listen in: "I record my appointments so I can give you an accurate quote, and a manager may listen live to help. Is that all right with both of you?"
- At the door: "I record my conversations at the door for training. Is that all right?"
The rep's company may use its own wording. Ask anything before you answer.
The rep and their company are responsible for obtaining consent. TrueSit shows a reminder and lets the rep record that the line was said; the app does not block recording until they confirm it. Analysis flags a missing disclosure for review.
Why the rep records
So their company can help them improve and keep an accurate record of what was discussed and offered.
Your choice
- Say no, and the rep will not record.
- Ask the rep to pause or stop at any time.
- The visit goes on the same way, whatever you choose.
What the app keeps
- The audio, from when the rep starts recording to when they stop.
- A written transcript and a review of the rep's work, both made with AI.
- Photos of the project, if the rep takes any.
- Project details you mention, such as who decides, the project and a budget, added to the company's record only when the rep confirms them.
- When the rep confirms they said the line, and which version they confirmed.
- Where the visit started and ended, only if the rep shares their location.
- Short summaries the rep may ask the app for during the visit.
Your voice
Your voice is never enrolled. The app tells voices apart only while it processes this one visit, then deletes those voice features. It never uses your voice to recognize you in any other recording.
Who can hear it
- The rep who recorded it.
- The rep's managers. In some visits a manager may follow along live; the rep tells you when.
- The company's account administrators.
- TrueSit support staff, only when needed to fix a problem, and every access is logged. Support can play a recording only when the company allows it for that visit.
TrueSit's providers turn the audio into text (AssemblyAI) and analyze it (Anthropic). They may not use it to train their own models. Recordings are never sold.
Others in the room
If someone joins during the visit, the rep tells them it is being recorded. Children or others may be heard by chance; their voices are treated like anyone else's, never enrolled, and can be deleted.
How long it is kept
The rep's company sets the period. Audio is kept 12 months by default and never more than 36 months. The transcript and review are kept 24 months by default, between 6 and 36 months as the company chooses.
Ask for deletion
- Tell the rep, or contact their company.
- Or write to support@truesit.ai, with the date and address of the visit.
We pass your request to the company that holds the recording within 5 business days, tell you who that is, and confirm the outcome to you.
Your other rights
You can also ask for a copy of the recording or its transcript, or ask for a correction. Depending on your state, you may have other privacy rights; the privacy policy explains them.
Contact
TrueSit, operated by DMS Consultation Inc., Los Angeles, California. support@truesit.ai. Short link and QR code on the card: https://truesit.ai/privacy/#recording-notice.
Aviso de grabación
Version 1.0. Effective October 17, 2026.
Antes de empezar
Su representante de ventas graba sus visitas con TrueSit, una aplicación en su teléfono. Antes de grabar, le dice una frase corta como alguna de estas y le muestra esta tarjeta:
- "Grabo mis citas para poder darles una cotización exacta. ¿Les parece bien a los dos?"
- Si un gerente puede escuchar: "Grabo mis citas para poder darles una cotización exacta, y es posible que un gerente escuche en vivo para ayudarme. ¿Les parece bien a los dos?"
- En la puerta: "Grabo mis conversaciones en la puerta para capacitarme. ¿Le parece bien?"
La empresa del representante puede usar sus propias palabras. Pregunte lo que quiera antes de responder.
Por qué graba el representante
Para que su empresa lo ayude a mejorar y tenga un registro exacto de lo que se habló y se ofreció.
Usted decide
- Si dice que no, el representante no graba.
- Puede pedirle que pause o que deje de grabar en cualquier momento.
- La visita sigue igual, decida lo que decida.
Qué guarda la aplicación
- El audio, desde que el representante empieza a grabar hasta que termina.
- Una transcripción escrita y una evaluación del trabajo del representante, hechas con inteligencia artificial.
- Fotos del proyecto, si el representante toma alguna.
- Datos del proyecto que usted mencione, como quién decide, el proyecto y un presupuesto, que se agregan al registro de la empresa solo cuando el representante los confirma.
- Cuándo dijo el representante la frase y qué versión usó.
- Dónde empezó y terminó la visita, solo si el representante comparte su ubicación.
- Resúmenes cortos que el representante le pida a la aplicación durante la visita.
Su voz
La aplicación nunca crea una huella de voz suya. Distingue las voces solo mientras procesa esta visita y después borra esas características de voz. Nunca usa su voz para reconocerlo en otra grabación.
Quién puede escucharla
- El representante que la grabó.
- Los gerentes del representante. En algunas visitas un gerente puede seguirla en vivo; el representante se lo dirá.
- Los administradores de la cuenta de la empresa.
- El personal de soporte de TrueSit, solo cuando haga falta para resolver un problema, y cada acceso queda registrado. Soporte solo puede reproducir una grabación si la empresa lo permite para esa visita.
Los proveedores de TrueSit convierten el audio en texto (AssemblyAI) y lo analizan (Anthropic). No pueden usarlo para entrenar sus propios modelos. Las grabaciones nunca se venden.
Otras personas presentes
Si alguien se une durante la visita, el representante le avisa que se está grabando. Puede que se escuche por casualidad a niños u otras personas; sus voces se tratan igual que las de cualquiera: nunca se crea una huella de voz con ellas y se pueden borrar.
Cuánto tiempo se guarda
La empresa del representante fija el plazo. El audio se guarda 12 meses si la empresa no elige otro plazo, y nunca más de 36 meses. La transcripción y la evaluación se guardan 24 meses si la empresa no elige otro plazo, y entre 6 y 36 meses según lo que decida.
Pedir que se borre
- Dígaselo al representante o comuníquese con su empresa.
- O escriba a support@truesit.ai, con la fecha y la dirección de la visita.
Enviamos su pedido a la empresa que tiene la grabación en un plazo de 5 días hábiles, le decimos cuál es y le confirmamos el resultado.
Sus otros derechos
También puede pedir una copia de la grabación o de su transcripción, o pedir una corrección. Según su estado, puede tener otros derechos de privacidad; la política de privacidad los explica.
Contacto
TrueSit, operado por DMS Consultation Inc., Los Ángeles, California. support@truesit.ai. Enlace corto y código QR en la tarjeta: https://truesit.ai/privacy/#recording-notice-es.
TrueSit data processing addendum
Version 1.0. Effective October 17, 2026.
1. Roles
- The Customer decides why and how personal information in Customer Data is processed. TrueSit processes it on the Customer's behalf as its service provider (a "processor" or "contractor" under state laws that use those words).
- This DPA covers personal information in Customer Data: about the Customer's users, the homeowners and others its reps record, and the households in its records.
- It does not cover data TrueSit handles for its own purposes under its privacy policy (website visitors, walkthrough requests, billing contacts, platform security logs).
2. Instructions
- TrueSit processes Customer Data only to provide, secure and support the Service, on the Customer's documented instructions. These terms, the Customer's settings and its users' actions in the Service are those instructions.
- The product improvement switch is an instruction: TrueSit uses the contents of recordings and transcripts to improve the Service only while an org admin has it turned on. It is off by default.
- TrueSit tells the Customer if it believes an instruction breaks the law, and may pause that processing until it is resolved.
3. California service provider terms
TrueSit:
- does not sell or share Customer Data, and does not use it for cross-context behavioral advertising;
- does not retain, use or disclose it for any purpose other than the business purposes in this DPA, or outside the direct business relationship with the Customer;
- does not combine it with personal information from other sources, except as the law allows a service provider to;
- complies with the California Consumer Privacy Act as it applies to service providers, gives the same level of protection the law requires, and tells the Customer if it can no longer meet these duties; and
- allows the Customer to take reasonable steps to stop and fix unauthorized use, as section 9 describes.
4. People who process Customer Data
TrueSit staff with access to Customer Data are bound by confidentiality, trained on these duties, and get access only as their role needs. Access through the platform console is read-only by default, limited to 30 minutes, requires a typed reason, and is logged in a log the Customer's org admins can read. Recordings play for TrueSit staff only when an org admin has granted support access to that sit.
5. AI processing
- The Service uses the AI providers listed on the subprocessor page. TrueSit's contracts with them bar training their own models on Customer Data.
- AI support tools may read support tickets, the Customer's members and plan, and a sit's technical state, to draft replies and propose fixes. They do not act on the Customer's account or write to the Customer without approval by TrueSit staff, except an acknowledgement and marking a ticket resolved after the Customer confirms, where the platform owner allows them.
- The help assistant answers only from public help articles and has no access to Customer Data.
6. Biometric processing
- Rep voiceprints. Before enrollment, the Customer must obtain and retain the rep's written release, including its date and policy version. The current phone app requires enrollment to finish onboarding. TrueSit uses the voiceprint only to tell the rep's voice apart in the rep's own sits, never sells it, never profits from it beyond providing the Service, and never discloses it except to the subprocessors that host it.
- Retention. TrueSit destroys each voiceprint at the earliest of: the end of the Customer's voiceprint period (24 months after enrollment by default, 6 to 36 months as the Customer sets); when the rep leaves the Customer's organization; when the rep deletes it; at account deletion; or at the Customer's closure. A scheduled job enforces it and logs each destruction.
- Other speakers. Voice features of homeowners and other speakers are computed only while one sit is processed, deleted when processing ends, never compared across sits, and never used to identify anyone.
- Customer duties. The Customer does not require enrollment as a condition of work, gives any notice its states require, and tells TrueSit when a rep leaves (removing the member in Settings does this).
7. Subprocessors
- The Customer authorizes the subprocessors listed at https://truesit.ai/privacy/#subprocessors.
- TrueSit binds each subprocessor by written contract to protections at least as strong as this DPA, and remains responsible for them.
- TrueSit notifies org admins by email at least 30 days before adding or replacing a subprocessor. The Customer may object on reasonable data protection grounds within that period. If we cannot address the objection, the Customer may end the affected part of the Service and receive a refund of prepaid fees for it.
- In an emergency (a provider failing or a security threat), TrueSit may replace a subprocessor at once and notifies the Customer as soon as it can.
8. Security
TrueSit keeps the technical and organizational measures in Annex 2 and may improve them, but will not lower the overall protection during the subscription.
9. Assistance and audits
- Requests. TrueSit gives the Customer tools to export, correct and delete Customer Data, and routes to the Customer any request it receives about Customer Data (including homeowners' requests) within 5 business days. TrueSit does not answer such requests itself except to confirm receipt and say where it was routed, unless the Customer asks it to.
- Assessments. TrueSit provides reasonable information the Customer needs for its own risk assessments, including for automated decision rules and AI-in-employment notices.
- Audits. TrueSit answers a reasonable security questionnaire once a year and shares the security overview and, once they exist, independent audit reports. If those do not answer a regulator's or the Customer's reasonable concern, the Customer may audit once a year on 30 days' notice, at its cost, during business hours, under confidentiality.
10. Security incidents
- TrueSit notifies the Customer without undue delay, and within 72 hours, after confirming a breach of security that leads to unauthorized access to, or loss or disclosure of, Customer Data.
- The notice says what happened, the data and people affected as far as known, what TrueSit has done and recommends, and a contact. TrueSit updates it as it learns more.
- TrueSit helps the Customer meet its own notice duties to people and regulators. Notifying the Customer is not an admission of fault.
11. Government and legal requests
TrueSit discloses Customer Data to a government or in litigation only when legally required, after checking the request is valid, disclosing the minimum, and telling the Customer first unless the law forbids it.
12. Data location
Customer Data is stored in the United States. A subprocessor outside the United States is named as such on the subprocessor page before it is used.
13. Return and deletion
- During the subscription, org admins export Customer Data from Settings at any time.
- After termination, the Customer has 30 days to export. TrueSit then deletes Customer Data within 30 days, and it leaves backups within a further 30 days, except where the law requires TrueSit to keep it; anything kept stays protected by this DPA.
- At the Customer's request, TrueSit confirms deletion in writing.
14. Liability and order of precedence
Each party's liability under this DPA is subject to the limits in the terms of use, except as the terms state otherwise. If this DPA and the terms conflict on data protection, this DPA wins.
Annex 1: Details of processing
- Subject matter and duration. Providing the Service for the subscription and the deletion period after it.
- Purpose. Recording, transcribing, analyzing and scoring sales visits; mentoring reps; reporting to the Customer; support; security.
- People. The Customer's users; homeowners and others present at recorded sits or canvass doors; household contacts in the Customer's records.
- Personal information. Account and device details; audio, photos and transcripts; AI output; household records (names, address, phone, email, who decides, project, budget, other bids, decision style); optional location at the start and end of sits and canvass doors; rep voiceprints; Mentor memory; support tickets about the Customer's account.
- Sensitive information. Rep voiceprints (biometric) and precise location, used only as described above.
- Retention. As the retention schedule states (https://truesit.ai/privacy/#retention).
Annex 2: Security measures
- Recordings encrypted on the phone (AES-GCM, keys in the phone's secure keystore) before upload; TLS in transit; encryption at rest in storage and backups.
- Row-level access rules on every database table; each organization's data kept apart; each role limited to what it may see; tested per role, with a mutation check that breaks each rule in turn to prove a test catches it.
- Short-lived, logged links for downloads; managers cannot download or export.
- An append-only audit log of sensitive actions, readable by org admins; staff console access logged in a log org admins can read.
- Console access only for listed platform staff, with authenticated access, and console actions only through server functions no client role can call.
- API tokens stored only as hashes; webhook secrets kept in a private schema; outgoing webhooks signed; private addresses refused.
- Rate limits on every public route; security headers including a per-request content security policy.
- Committed secrets refused by a pre-commit check; dependencies pinned and checked for advisories.
- Any backup copies remain subject to the published retention and deletion schedule.
- An incident response plan with named roles; breach notice as section 10 states.
Annex 3: Subprocessors
The current list, with purpose, data and location: https://truesit.ai/privacy/#subprocessors.