Privacy Policy — ProLeap.ai

Welcome to the privacy policy of ProLeap ("we", "us", "the Owner"). This policy explains what data we collect, why we collect it, and what your rights are in relation to it.

In plain language: ProLeap is a desktop application that records and transcribes your meetings, then uses AI to generate personalized coaching feedback. This policy covers how that data flows, who processes it, and how you stay in control.

Owner and Data Controller

ProLeap, Ontario, Canada
Owner contact email: support@proleap.ai

Data We Collect

The following types of Personal Data are collected by this Application, either directly from you or through third-party services:

Account Information

Your name and email address, collected during sign-up through a third-party authentication provider.

Calendar Data

Meeting titles, times, and attendee information (names and email addresses) from your connected calendar service. This data is used to identify upcoming meetings and provide context for coaching analysis.

Meeting Audio

When you initiate a recording, ProLeap captures system audio and microphone audio from your device. Audio is captured only for the purpose of generating a transcript and is not retained once transcription is complete. Audio is streamed to a third-party transcription provider during the recording and deleted from all systems after the transcript is produced.

Meeting Transcripts

Text transcriptions of your recorded meetings, generated by a third-party transcription service. Transcripts are stored locally on your device and used to generate coaching insights.

AI-Generated Coaching Insights

Feedback, observations, focus area scores, and progress data generated by large language models (LLMs) based on your meeting transcripts. This includes personality and communication style assessments derived from meeting content.

Attendee Professional Profiles

For meeting attendees, we may collect publicly available professional information (such as job title, seniority level, and company) from a third-party professional networking data provider. This is used to provide more personalized coaching context.

Chat History

Conversations with the in-app AI coaching assistant, stored locally on your device.

Device and IP Data

Information collected automatically when you use the Application or visit our website, including IP addresses, device identifiers, browser type, operating system, and general location data derived from your IP address. This data is collected by our cloud infrastructure provider and website analytics services.

Usage Data

Aggregated usage statistics (such as feature usage counts and calendar activity summaries) collected for service monitoring and improvement. This data does not include meeting content or transcripts.

Sources of Personal Data

We collect Personal Data from the following sources:

Directly from you — when you create an account, use the Application, or contact us.
From your calendar provider — meeting events, attendees, and scheduling data synced with your permission.
From third-party enrichment services — publicly available professional information about your meeting attendees.
Automatically — device and IP data, usage statistics, and system logs collected during your use of the Application and our website.

How We Use Your Data

Your data is collected to allow us to provide the Service, and for the following purposes:

Registration and authentication — to identify you and give you access to the Service.
Meeting transcription — to convert your recorded audio into text for analysis.
AI coaching analysis — to generate personalized coaching feedback, track your progress on focus areas, and provide communication insights.
Attendee enrichment — to provide context about who you're meeting with, enabling more relevant coaching.
Service monitoring — to maintain service quality, diagnose issues, and improve the Application.

Audio Recording and Transcription

Important: ProLeap only records when you explicitly initiate a recording. It does not auto-record, auto-join meetings, or add a visible bot to your calls.

When you start a recording, ProLeap captures audio from your device's system audio output and microphone. This audio is streamed in real time to a third-party transcription provider to produce a text transcript.

We do not retain audio recordings. Audio data is used solely for the purpose of transcription and is deleted once the transcript has been generated. No audio is stored on our servers or in our cloud infrastructure.

Transcripts are stored locally on your device and are transmitted to our AI providers only for the purpose of generating coaching analysis. No third-party AI provider uses your data to train their models.

AI and Automated Processing

ProLeap uses large language models (LLMs) provided by third-party AI services to:

Analyze meeting transcripts and generate coaching feedback
Track progress on user-defined focus areas
Generate communication style and personality assessments based on meeting behavior
Classify and route user comments to relevant profiles
Power the in-app coaching chat assistant

No third-party AI provider trains their models on your data. We use API-based access to LLM services, which process your data only to generate a response and do not retain it for model training purposes.

Automated processing may produce assessments about your communication patterns and style. These assessments are provided as coaching guidance only and are not used for any consequential decision-making. You can delete coaching insights and chat conversations from within the Application at any time.

Intended use and limitations

ProLeap is designed for individual self-improvement purposes only. It is not intended for use by employers to monitor, evaluate, or make employment decisions about employees. The AI-generated coaching insights are guidance for the individual user and should not be used as the basis for any consequential decisions about other people.

ProLeap does not perform emotion recognition. Our analysis is based on the text content of transcripts, not on vocal tone, facial expressions, or other biometric signals. We do not analyze audio characteristics such as pitch, stress, or sentiment from voice data.

Biometric data

ProLeap does not create voiceprints, facial recognition profiles, or any other biometric identifiers. Audio is used solely for transcription (converting speech to text) and is deleted after transcription is complete. All personality and communication style assessments are derived from transcript text, not from audio or biometric analysis.

Third-Party Service Providers

We use the following categories of third-party service providers to operate the Application. An updated list of specific providers may be requested from the Owner at any time by contacting support@proleap.ai.

Category	Purpose	Data Processed
Authentication provider	User sign-in and identity verification	Email, name
Calendar service provider	Calendar sync for meeting scheduling data	Events, attendees, times
Transcription provider	Real-time audio-to-text transcription	Audio streams (not retained)
AI / LLM provider	Coaching analysis, feedback generation, chat	Transcripts, attendee context
Professional networking data provider	Attendee enrichment (job title, seniority)	Attendee names, emails
Cloud infrastructure provider	Account data storage, edge functions, authentication	Account info, usage statistics
Website analytics providers	Website traffic analysis and performance monitoring	IP address, browser type, pages visited, device info

Where Your Data Is Stored

ProLeap is a desktop application. Most of your data lives on your device:

Stored locally on your device

Meeting transcripts
Coaching insights and feedback
Chat conversations
Contact and attendee data
Focus area progress

Synced to our cloud infrastructure

Account information (email, name)
Aggregated usage statistics
Authentication tokens

Cloud data is processed and stored in servers located in the United States. Depending on your location, data transfers may involve transferring your data to a country other than your own. All data is encrypted at rest and in transit.

Other Meeting Participants

Important: When you record a meeting, the voices and words of other participants are captured and transcribed.

ProLeap records audio from your device — it does not join meetings as a visible participant or bot. Other meeting participants may not be aware that recording is taking place.

You are responsible for obtaining consent from meeting participants where required by applicable law. Depending on your jurisdiction, you may need to inform participants and obtain their consent before recording. We encourage you to check your local regulations regarding recording consent (one-party vs. two-party consent laws).

Screen Activity Detection

ProLeap detects whether screen-sharing applications (such as video conferencing tools) are actively sharing your screen. This is used solely to suppress notifications during presentations. We do not capture, record, or store any screen content. Only the presence of an active screen-sharing session is detected.

Cookies and Website Analytics

Our website (proleap.ai) uses the following analytics services to understand how visitors interact with our site:

Google Analytics — collects anonymized usage data such as pages visited, time on site, referral source, browser type, and general geographic location. Google Analytics uses cookies to distinguish unique users. You can opt out by installing the Google Analytics Opt-out Browser Add-on.
Vercel Analytics — collects anonymized performance and usage metrics for our website. Vercel Analytics does not use cookies and does not track users across sites.

The ProLeap desktop application itself does not use cookies or web-based trackers.

You can control cookies through your browser settings. Most browsers allow you to refuse or delete cookies. Please note that disabling cookies may affect the functionality of our website.

De-Identified Data and Model Training

We do not use your Personal Data — including transcripts, coaching insights, or chat conversations — in any form (identified or de-identified) to train AI models. Your data is processed solely to provide the Service to you. Should this practice ever change, we will update this policy and obtain your consent where required.

Data Retention

Personal Data shall be processed and stored for as long as required by the purpose for which it was collected:

Audio recordings: Not retained. Deleted immediately after transcription is complete.
Transcripts, coaching insights, and chat history: Retained locally on your device for the life of your account.
Account and cloud data: Retained for as long as your account is active, or as needed to provide the Service.
Usage statistics: Retained as long as needed for service monitoring purposes.

Personal Data may be retained for longer due to applicable legal obligation or based on your consent. Once the retention period expires, Personal Data shall be deleted. Therefore, the right of access, the right to erasure, the right to rectification, and the right to data portability cannot be enforced after expiration of the retention period.

More specifically: Personal Data collected for purposes related to the performance of a contract between the Owner and the User shall be retained until such contract has been fully performed. Personal Data collected for the purposes of the Owner's legitimate interests shall be retained as long as needed to fulfill such purposes.

Your Rights and Data Deletion

Deletion within the Application

You can delete the following data directly from within the Application:

Chat conversations with the coaching assistant
Coaching memory notes, episodes, and strategies
Inline comments and reactions on feedback

To request deletion of your account, meeting data, contacts, or any other Personal Data, contact us at support@proleap.ai.

Rights under GDPR (European Union Users)

If you are located in the European Union, you have the following rights regarding your Personal Data, to the extent permitted by law:

Withdraw consent at any time where you have previously given consent to processing.
Object to processing of your Data if the processing is carried out on a legal basis other than consent.
Access your Data — learn if your Data is being processed, obtain disclosure regarding certain aspects of the processing, and obtain a copy of your Data.
Verify and seek rectification — verify the accuracy of your Data and ask for it to be updated or corrected.
Restrict processing — restrict the processing of your Data, in which case we will only store it.
Have your Data deleted — obtain the erasure of your Data from the Owner.
Data portability — receive your Data in a structured, commonly used, machine-readable format and, if technically feasible, have it transmitted to another controller.
Lodge a complaint before your competent data protection authority.

Legal basis of processing (EU)

We may process your Personal Data if one of the following applies:

You have given consent for one or more specific purposes.
Processing is necessary for the performance of an agreement with you.
Processing is necessary for compliance with a legal obligation.
Processing is necessary for the purposes of legitimate interests pursued by the Owner.

Details about the right to object

Where Personal Data is processed for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection. Should your Personal Data be processed for direct marketing purposes, you can object to that processing at any time, free of charge and without providing any justification. We do not currently process Personal Data for direct marketing purposes.

International data transfers

Your data may be transferred to and processed in countries other than your own, including the United States where our cloud infrastructure is located. Where required by applicable law (including GDPR), such transfers are made pursuant to appropriate safeguards, such as Standard Contractual Clauses (SCCs) approved by the European Commission, to ensure your data receives an adequate level of protection.

Users are entitled to learn about the legal basis for data transfers abroad and about the security measures taken by the Owner to safeguard their Data.

How to exercise these rights

Any requests to exercise your rights can be directed to the Owner at support@proleap.ai. Such requests are free of charge and will be answered as early as possible, and always within one month. Any rectification or erasure of Personal Data or restriction of processing will be communicated to each recipient, if any, to whom the Personal Data has been disclosed, unless this proves impossible or involves disproportionate effort.

Rights under US State Privacy Laws (including CCPA)

If you are a resident of California or another US state with applicable privacy legislation, you may have additional rights regarding your Personal Data:

Right to know what Personal Data we collect about you and how it is used.
Right to delete your Personal Data, subject to certain exceptions.
Right to non-discrimination for exercising your privacy rights.

We do not sell your Personal Data and have not sold Personal Data in the preceding twelve months. We do not share your Personal Data for cross-context behavioral advertising. To exercise any of these rights, contact us at support@proleap.ai.

Security

We take appropriate security measures to prevent unauthorized access, disclosure, modification, or destruction of your Data. Data processing is carried out using computers and IT-enabled tools, following organizational procedures strictly related to the purposes indicated. All data transmitted between your device and our cloud infrastructure is encrypted in transit (TLS) and at rest.

Human access to data

Your meeting transcripts, coaching insights, and chat conversations are not reviewed by humans as part of normal operations. No human reviewers listen to audio or read transcripts to improve our models or services. In rare cases, authorized personnel may access account-level data (not meeting content) solely for the purpose of providing technical support at your request or investigating a reported issue. Any such access is logged and limited to the minimum data necessary.

Children's Privacy

ProLeap is not intended for use by individuals under the age of 16. We do not knowingly collect Personal Data from children. If we become aware that a child under 16 has provided us with Personal Data, we will take steps to delete such information.

Additional Information

Business transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your Personal Data may be transferred as part of that transaction. We will make reasonable efforts to notify you before your Personal Data is transferred and becomes subject to a different privacy policy.

System logs and maintenance

For operation and maintenance purposes, this Application and any third-party services may collect system logs that record interactions with the Application, including IP addresses, timestamps, and error data. These logs are used solely for diagnosing issues and maintaining service quality.

Legal action

Your Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Application. You acknowledge that the Owner may be required to reveal Personal Data upon request of public authorities.

Changes to this policy

We reserve the right to make changes to this privacy policy at any time by notifying Users on this page. It is strongly recommended to check this page regularly. Should the changes affect processing activities performed on the basis of your consent, we will collect new consent where required.

Contact

More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please contact us at support@proleap.ai.

Definitions

Personal Data (or Data): Any information that directly, indirectly, or in connection with other information allows for the identification or identifiability of a natural person.
Usage Data: Information collected automatically through this Application, which can include IP addresses, device identifiers, feature usage patterns, and other parameters about the device operating system and/or the User's IT environment.
User: The individual using this Application who, unless otherwise specified, coincides with the Data Subject.
Data Controller (or Owner): The natural or legal person which determines the purposes and means of the processing of Personal Data. Unless otherwise specified, the Data Controller is the Owner of this Application.
Data Processor (or Processor): The natural or legal person which processes Personal Data on behalf of the Controller, as described in this privacy policy.
This Application: The means by which the Personal Data of the User is collected and processed — referring to the ProLeap desktop application.
Service: The service provided by this Application as described on this site and within the Application.