Privacy Policy

Effective October 22, 2026

Heardby (“we,” “us”) runs heardby.co and the Heardby stay-interview service. This policy says what we collect, what we do with it, and what we don’t do. It’s written to be read, not skimmed past, because the whole service depends on people trusting what happens to their words.

It applies to two kinds of people:

• Employers: the HR and operations people who create an account, set up a round, and read the report.
• Employees: the people who open an interview link and talk to the interviewer. If that’s you, the short version is in Section 2 and on the screen you saw before you started.

If you’re an employer, this policy covers the information we hold; the Terms of Use you accept when you create an account cover the rest of the relationship.

1. What we collect from employers

We keep business contact details of prospective customers that we or our referral partners record, for sales follow-up; employee conversations are never linked to them.

When you create an employer account we keep a hashed form of your network address and device type for 90 days to limit abuse of the free round; it is never linked to employee interviews.

When you create an account we collect your email address and a password (stored only as a hash; we can’t read it). We also record the usual account things: when you signed in, and which browser you used, so we can keep the account secure.

When you create a round we store what you type: the team name, roughly how many people are on it, why you’re running it, the optional topic you ask us to raise, and whether Spanish is turned on. That’s used to run the interviews and label your report. We don’t ask for, and please don’t enter, the names of individual employees anywhere in the round setup.

We keep the report we generate for each round so you can come back to it, print it, and compare rounds over time.

We don’t use tracking pixels, advertising cookies, or analytics that follow you to other sites. The only cookie is the one that keeps you signed in.

2. What we collect from employees, and what we never collect

If you use the open line, we keep only scrubbed entry text, language and the rounded hour, attached to the team line and month. There is no session or device linkage between entries. The employer receives paraphrased topics supported by five or more entries and anonymous serious concerns, never raw entries. Entries below five may carry into the next month for up to 90 days. All raw entries are deleted after 90 days; monthly digests are retained. Represented teams give the employer and named representative identical access at the same moment.

If you took an interview, here is exactly what exists afterward.

What is stored: the text of your conversation with the interviewer, the language you chose, and the hour it finished (rounded, so 2:00 PM rather than 2:17 PM). That’s attached to the round it belongs to and to nothing else.

What is not stored, by design: your name, your email, your phone number, your IP address, any cookie or device identifier, and the exact time. We don’t ask you to log in, and there is no record that links a transcript to a person. If you leave before the end, nothing is saved by us; your answers are written to the report only when you finish. Your phone keeps unfinished answers for up to 7 days, or until the round’s close date, so you can resume on the same phone; that draft stays on your phone and is deleted when you finish or start over.

We never receive your voice. If you dictate, your phone's keyboard does the transcribing and only the text reaches us. If you use Heardby's microphone button on a supported browser, the browser transcribes your voice and sends us only the text.

What your employer sees: a report built from everyone’s transcripts together. It shows themes only when at least five people raised them, counts, quotes that have been edited to remove details that could point to one person, and recommendations. Your employer never sees your individual transcript and can’t request it from us, because we have nothing that says it’s yours.

The one exception, which you were told before you started: if you describe a safety hazard, harassment, or something illegal, the report will say that it was raised, without saying who raised it.

Anything you type is read by software, not by a person at Heardby, except if we’re debugging a reported problem, in which case the person looking still can’t tell whose transcript it is.

The benefits line. If your employer turns on the benefits line, Heardby keeps only the text of each question you type, after removing names, phone numbers, emails, birth dates and anything that looks like an ID or claim number, and the hour it was asked, rounded. We don’t keep the answers, nothing links one question to another, and nothing about your device is kept. Your employer sees only questions that five or more people asked in a similar way, with counts. The plan documents the line answers from are uploaded by the employer; they are employer documents, not employee data, and are kept in private storage that only that employer’s account can open, until the employer removes them or closes the account.

3. The demo on our homepage

The “Try it” box lets anyone type a few answers and get a reply. Heardby doesn’t save that conversation: nothing you type there is written to our database or kept in our logs. The text is sent once to the AI provider that writes the reply (see Section 4) and is not kept by us afterward. We count how many demo turns happen each day and roughly how many come from one network address in an hour, so nobody can run up our bill; those counters don’t include what was said.

4. How we use information and who else touches it

We use what we collect for one purpose: to run interviews and turn them into reports for the employer who set up the round. We don’t sell it, rent it, or use it to advertise anything.

AI processing. The interviewer and the report writer are large language models. During an interview, the conversation so far is sent to the model to produce the next question. When a report is generated, the transcripts for that round are sent to the model to produce the report. We send the transcript text, not anyone’s identity, because we don’t have it. We reach these models through Lovable’s AI gateway. The model provider is listed in Lovable’s subprocessor list at trust.lovable.dev/subprocessors. Under Lovable’s agreements with its providers, and Section 5 of Lovable’s privacy policy, neither Lovable nor the provider may use what we send to train AI models. Lovable’s gateway does not keep the content of our requests; we keep the logging setting that would do so switched off, and we retain nothing from an interview outside the round it belongs to.

Hosting. Our database and application run on Supabase and Cloudflare infrastructure in the United States. They store data for us and don’t use it for their own purposes. The complete list of services that handle data for Heardby is on our subprocessor page.

Email. We send employers account emails (sign-in confirmation, a report-ready notice). We don’t email employees; we don’t have their addresses.

Legal requests. If we’re legally required to disclose information, we’ll disclose the minimum required and, where the law allows, tell the employer whose round it concerns. For employee transcripts, the honest answer is that we have nothing that identifies a person to hand over.

Business changes. If Heardby is ever sold or merged, this policy’s limits travel with the data. A buyer gets the same obligations, not a loophole.

5. How long we keep things

• We delete the conversations themselves 12 months after the report. The report stays.
• Transcripts and reports: as long as the employer keeps the round. When an employer deletes a round, its transcripts and report are deleted immediately.
• Employer accounts: until you close the account. Closing it deletes your rounds and everything in them at the same time.
• Demo conversations: not kept at all.
• Backups: our hosting provider keeps encrypted backups for a short rolling period; deleted data ages out of those on its own schedule.

6. Security

Data is encrypted in transit and at rest. Transcripts can only be read by the server processes that write reports, never directly by a browser, and employers can only see their own rounds. Nobody at Heardby reads transcripts as a matter of routine. No system is perfect; if we ever learn of a breach affecting your information, we’ll tell affected employers promptly and say plainly what happened.

7. Your choices

Employers can delete any round from its page, or close the whole account from Settings. You can also ask us for a copy of the data we hold for your account.

Employees can stop an interview at any point before the end, and nothing will have been saved by us. After you finish, we can’t find your transcript to delete it, because nothing ties it to you; that is the protection working as intended. If you believe a report quoted something that identifies you, tell your employer or email us and we’ll review the round’s report wording.

8. People under 18

Heardby is a workplace service for adults. We don’t knowingly collect information from anyone under 18, and employers shouldn’t send interview links to minors.

9. Changes to this policy

If we change something that matters, we’ll post the new version here with a new effective date and, for anything that changes how employee data is handled, tell employers by email before it takes effect. Minor wording fixes we’ll just make.

10. Contact

Questions, deletion requests, or anything that worries you: hello@heardby.co.

Heardby is operated by Heardby LLC, a Michigan limited liability company formed October 23, 2026 (Michigan entity no. 900299531), 3003 East Michigan Ave., #1154, Lansing, MI 48912.