TrueSit privacy policy

Version 0.2, 2026-10-11. Effective date: set at launch. Counsel writes and signs the final text; this draft states the product as built and the choices we propose. Nothing here is legal advice.

1. At a glance

The full schedule is at truesit.ai/legal/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: privacy@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 (truesit.ai/legal/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, and Solo account details.

A Solo subscriber is an organization of one: for the sits a Solo rep records, the Solo rep is in the organization’s place and we are their service provider.

3. Who this policy covers

• Users: sales reps, managers, organization admins and Solo subscribers.
• 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. Where the line is required, Start waits until the rep confirms “I said it”. The app keeps the time and the version of the line on the sit.
• When a manager may follow the sit live (a Ride-along sit), the line says so.
• At the door during a canvass session, each segment is held and not processed until the rep confirms the door line was said.
• 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 or the app stores and never reach us.

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. Enrollment is optional. A rep who enrolls first reads and agrees to the voiceprint release (truesit.ai/legal/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.

A rep who does not enroll loses nothing: after each sit the app asks “Is this you?” with two short excerpts, one tap.

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 truesit.ai/legal/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 truesit.ai/legal/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 privacy@truesit.ai, or use the request form on truesit.ai/legal/recording-notice, 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 truesit.ai/legal/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. The list of laws that apply at launch is a question for counsel.

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 is logged and console access requires two-factor sign-in. We keep an incident response plan, and we notify affected organizations of a breach without undue delay and as the law requires. Details: truesit.ai/legal/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 truesit.ai/legal/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 version of this policy is published at launch.

Contact: privacy@truesit.ai. DMS Consultation Inc., Los Angeles, California. Postal address for notices: to be set before publication.