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Draft for counsel review. Not in force.

TrueSit voiceprint policy

Version 0.1, 2026-10-11. Our public policy for the retention and destruction of voiceprints. Counsel writes and signs the final text. Nothing here is legal advice.

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. It is optional

Enrollment is the rep’s choice. A rep who does not enroll uses TrueSit fully and confirms their voice after each sit with one tap (“Is this you?”). Our terms forbid organizations from requiring enrollment or penalizing a rep who declines.

4. Written release first

Before enrolling, the rep reads the voiceprint release (truesit.ai/legal/voiceprint-release) and agrees to it in the app. We record the time of agreement and the release version with the voiceprint. Without that agreement, enrollment cannot start.

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 (truesit.ai/legal/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 (truesit.ai/legal/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.

Counsel confirms this list and each state’s terms before publication.

11. Requests and contact

A rep can delete their voiceprint in the app at any time, or ask their organization or us. Questions: privacy@truesit.ai. DMS Consultation Inc., Los Angeles, California.