Ethosphere Privacy Policy

1. Who Uses Ethosphere

Ethosphere is generally provided through your employer or organization. Your employer determines whether Ethosphere is used in your workplace, who is authorized to use it, when recording is permitted, which managers or coaching teams may access outputs, and what notice or consent must be provided to customers, employees, or other participants.

Ethosphere processes information to provide the service under our agreement with your employer or organization.

2. Information We Collect

We may collect the following information depending on how you use Ethosphere and how your employer configures the service.

Account and Work Information

We may collect your name, email address, employer, role, employee ID, work location, team, store, authentication information, and app settings.

Audio and Microphone Information

With your permission, the Ethosphere mobile app uses your device microphone during active work sessions. We may collect audio captured during an active work session; filtered audio segments containing the participating employee’s speech; transcripts of customer-facing workplace conversations; conversation summaries, notes, coaching insights, and performance metrics; session metadata, including session start time, end time, duration, device ID, app version, and connectivity status; and voice signature or speaker profile information, where enabled, to help identify the participating employee’s speech.

Device, Location, and Website Information

We may collect device type, operating system, app version, crash logs, diagnostic data, IP address, usage events, and security logs. If enabled by your employer or required for the service, Ethosphere may use location information to determine whether recording is permitted in an approved work area or disabled in excluded zones. We do not use location information for advertising. If you visit our website, we may collect information you submit through forms, such as name, email address, company, job title, and message content. We may also collect browser, device, cookie, analytics, and usage information.

3. How Microphone Capture Works

Ethosphere does not record simply because the app is installed. Microphone capture occurs only when you are signed in; the app has microphone permission; you or your employer starts or assigns an active work session; and recording is permitted under your employer’s configuration.

The app may display in-app recording indicators when capture is active. Your device operating system may also show microphone indicators. Depending on configuration, Ethosphere may continue capturing audio while an active work session is running, including when the app is in the background. You can stop or pause capture where enabled in the app. You can also disable microphone access through your device settings, though doing so may prevent Ethosphere from providing recording, transcription, or coaching features.

4. Notice and Consent for Recording

You and your employer are responsible for providing any legally required notice or obtaining any legally required consent before recording customers, employees, or other individuals. Ethosphere should be used only in approved workplace contexts and only where recording is permitted by law and employer policy.

5. Information Ethosphere Is Designed Not to Retain

Ethosphere is designed to limit retention of unnecessary or sensitive audio. Where configured and technically available, Ethosphere is designed not to retain private or non-work conversations; conversations outside approved customer-facing work contexts; raw unfiltered audio after processing; customer voice audio in stored coaching outputs; or audio from excluded zones, breaks, or inactive sessions. Because workplace configurations may vary, your employer may provide additional information about the specific recording settings used in your workplace.

6. How We Use Information

We use information to provide, operate, and maintain Ethosphere; authenticate users and protect accounts; capture, process, transcribe, summarize, and analyze workplace conversations; identify the participating employee’s speech; generate coaching feedback, notes, summaries, transcripts, communication metrics, and dashboards; help authorized managers, supervisors, or coaching teams support employee development; troubleshoot, monitor, secure, and improve the app; detect errors, abuse, fraud, or security incidents; comply with legal, contractual, and regulatory obligations; and improve our services using aggregated, anonymized, or de-identified data where permitted. We do not use audio, transcripts, voice signatures, or coaching data for advertising.

7. AI Processing

Ethosphere uses artificial intelligence and machine learning to provide transcription, speaker filtering, summaries, conversation analysis, coaching feedback, and related features. Audio, transcripts, summaries, and metadata may be processed by Ethosphere systems and approved service providers that help us operate the service. We do not allow third-party AI providers to use identifiable employee, customer, audio, transcript, or coaching data to train their general-purpose models unless we have appropriate authorization and legal basis.

8. Voice Signatures and Biometric Information

Ethosphere may create a voice signature or speaker profile to help identify the participating employee’s speech and filter out other speakers. Where required by law, Ethosphere or your employer will obtain written or electronic consent before collecting or using biometric information. Ethosphere does not sell, lease, trade, or profit from biometric identifiers. Ethosphere does not use voice signatures for advertising, consumer profiling, or unrelated identification. You may withdraw biometric consent where applicable. Withdrawing consent may limit your ability to use Ethosphere features that require speaker identification.

9. How We Share Information

If Ethosphere is provided through your employer, authorized administrators, managers, supervisors, or coaching teams may access transcripts, summaries, notes, coaching insights, metrics, and dashboards depending on employer configuration. Ethosphere does not provide raw unfiltered audio to employers unless expressly enabled under a customer agreement and disclosed to users.

We may share information with vendors that provide cloud hosting, storage, transcription, AI processing, analytics, diagnostics, security, customer support, logging, and app operations. Service providers may use information only to provide services to Ethosphere and must protect information according to contractual obligations. We may also disclose information for legal and safety purposes, or transfer information as part of a merger, acquisition, financing, restructuring, or sale of assets, subject to appropriate protections.

10. What Ethosphere Does Not Do

Ethosphere does not sell personal information, sell voice data, sell biometric information, use audio, transcripts, or voice signatures for advertising, share identifiable workplace audio with advertisers, use customer voice data for advertising, or allow unauthorized access to recordings, transcripts, or coaching insights.

11. Data Retention

We keep information only as long as needed to provide the service, comply with legal or contractual obligations, resolve disputes, and protect security. Standard retention periods may vary by employer configuration, contract, or legal requirement. Unless otherwise configured, Ethosphere’s standard retention practices are listed below. We may delete information by secure deletion, automated deletion, or destruction of encryption keys.