This policy explains what HigherCoach keeps, where, who can see it and for how long. HigherOps Inc. (1418 Deavy Way, Orleans, Ontario K1E 2W8, Canada) operates HigherCoach.
For the data in a customer's workspace, the customer is the controller: it decides what is processed, and HigherOps processes it on the customer's behalf. HigherOps is the controller for account, waitlist and billing records. A data processing agreement is available on request from info@higherops.io.
What we collect
- Access requests. When you join the waitlist, we collect your name, email, company, optional description of how you would use HigherCoach, and your contact consent with its time and version. We use these details to review eligibility and contact you about access. Joining the waitlist does not create an account. We also keep approval and review records and limited abuse-prevention records to protect the signup process.
- Your account. Your name, email address and profile picture from the sign-in provider you use (Google or Microsoft), or your email address if you sign in with a one-time code we email you, and which workspaces you belong to with what role. HigherCoach has no passwords of its own.
- Your workspace's conversations. Transcripts and their metadata (title, time, participants' names and email addresses, the source they came from) from the sources your workspace connects: Fellow, Fireflies, or a pasted transcript.
- What HigherCoach produces from them. Call classifications, analyses, highlights, signals, company pages, company briefs and weekly syntheses.
- Speaking statistics about your team. For each team member on each call: talk time and share, word count, words per minute, longest monologue, questions asked, filler words, patience and most used words, rolled up into rep and team statistics.
- HubSpot data, if your workspace connects HubSpot. For each matched company: its HubSpot name, domains, lifecycle stage, owner name and open deal count and amount. Deal pipelines and stages, to set up deal creation. When an admin prepares a deal, HigherCoach looks up existing HubSpot contacts by the call participants' email addresses so they can be linked to it. HigherCoach writes only the deals an admin asks it to create, and their links to the company and chosen contacts.
- Invitations. The email address and role of each person a workspace admin invites.
- Your workspace settings. The company profile (which an admin can have HigherCoach draft from the company's public website), roster (names, email addresses, aliases, team and lead flag), call types, prompts, ingest filters (email addresses, domains and title terms to always skip or only keep) and integration settings your admins enter. Integration keys and tokens are stored encrypted (AES-256-GCM); the app shows only their last four characters.
- Usage metering. For each model call: the purpose, provider, model, token counts, an estimated cost, the provider's reported cost where available, who pays for it (your provider account or HigherOps platform credit) and the time. It is used for the usage page and your spend cap.
- AI assistant connections. If you connect an AI assistant such as Claude or ChatGPT to HigherCoach, we keep a record of that connection, the access level you chose and hashes of its tokens (never the tokens themselves).
- Operational records. Job and run records, an audit log of administrative actions in your workspace (who changed what, and when), and error reports (see "Error reporting").
- Sign-in records. Our sign-in provider, Supabase Auth, keeps each session's IP address and browser details, and a log of sign-in events. Requests for a sign-in code and for joining the waitlist are rate limited using hashed IP and email values.
- Cookies. Only cookies the app needs to work: the sign-in session (and a short-lived one used while signing in), the workspace you last opened, short-lived ones that carry an invitation or onboarding step through sign-in, and a ten-minute one used while connecting HubSpot. Which page sections you opened or closed is stored in your own browser. No advertising or analytics cookies.
Where it is stored
- The database and sign-in service are hosted by Supabase on Amazon Web Services in the United States (us-east-1, North Virginia).
- The application runs on Railway in the United States (region us-west2). Its logs can include call titles, company names, email addresses and error messages, and are kept for up to 90 days.
- The full list of companies that process data for HigherCoach is in the subprocessor list.
Who can see it
- Designated HigherOps access operators review waitlist requests and manage company-domain and individual-email approvals. Ordinary workspace members and admins cannot view these requests or manage platform approvals.
- Members of your workspace see every call, analysis and signal in that workspace. Admins also manage settings, integrations and members.
- HigherOps operators can access workspace data only to provide support at the customer's request or with their consent, to keep the service secure and running, or where the law requires it.
- Your AI provider receives the transcript text and prompts needed for each analysis. If your workspace uses its own key, that is your provider under your account. If it uses HigherOps platform AI, it is OpenRouter under HigherOps's account.
- HigherTools, the HigherOps account and billing service, creates your workspace from the owner email and account name you give it, and receives each workspace's name, creation date, status, member count and AI mode, and daily totals of AI requests, tokens and cost. It receives no transcripts and no member email addresses.
- HubSpot, if your workspace connects it, receives the participant email addresses used to look up contacts and the deals an admin creates.
- AI assistants you connect. An assistant you connect can read what you can read in your workspaces: calls, transcripts, analyses, signals, companies, syntheses and team statistics. With full access it can also add transcripts, delete calls, companies and syntheses, and create HubSpot deals; admin actions still need a workspace admin. What it reads goes to that assistant's provider under your own account. You can disconnect it in your settings.
- Nobody else. We do not sell data and we do not use it to train models.
How long we keep it
| What | How long |
|---|
| Waitlist requests and access-review records | Requests that have not been approved are deleted after 12 months by scheduled housekeeping. Approved requests and access decisions are retained for access administration; contact us to request deletion. Rate-limit records expire after one day. |
| A deleted workspace, and everything in it | Purged permanently 30 days after it is deleted |
| Transcripts | Kept until the workspace sets a retention period, which must be at least 30 days from the call date; after it, the transcript text is removed and the analysis is kept, along with the call's talk-time numbers |
| Ingest records (which recordings were seen and what happened to each) | 30 days after a recording was last seen |
| Deleted recordings | An identifier and hashed matching keys, kept for the life of the workspace so a call you deleted is not imported again |
| Analyses, syntheses, signals, company pages and speaking statistics | Kept for the life of the workspace |
| Usage metering and the audit log | Kept for the life of the workspace |
| AI assistant connections | Access tokens last one hour and refresh tokens 30 days; expired connections are removed after 31 days |
| Your account (name, email, profile picture) | Kept until you ask us to delete it; it is not removed when a workspace is deleted. Supabase's own sign-in logs are kept for 7 days |
| Database backups | Daily backups, each kept for 7 days |
Purges run automatically every 15 minutes.
Deleting your data
We answer requests to access, correct or delete personal data within 30 days.
To correct or delete your waitlist request, or withdraw consent to access-related contact, email info@higherops.io from the address you submitted. We may verify the request before changing or deleting the record.
To delete a workspace and everything in it, email info@higherops.io from an admin account of that workspace. To shorten how long transcripts are kept, a workspace admin sets the retention period in the workspace settings. To remove yourself from a workspace, ask one of its admins. To delete your account itself, email info@higherops.io from its address.
Error reporting
When something breaks, HigherCoach sends an error report to Sentry, from our servers and from your browser. Each report is scrubbed before it is sent: values under names such as api key, token, secret, password, authorization, cookie, transcript or body are removed, known key and token formats are redacted, invitation links and token or code parameters in addresses are redacted, email addresses are cut to their domain, any text over 1000 characters (such as a transcript) is replaced by its length, and no cookies, IP addresses, user details or local program variables are sent. Sentry also removes IP addresses on its side. Scrubbing works by pattern, so a secret in an unfamiliar format inside an error message could still be sent; Sentry is on the subprocessor list for that reason.
Your rights
Depending on where you are, you may have the right to access, correct, delete or export your personal data, and to object to or restrict its processing. Most of it belongs to your workspace, so ask your workspace admin first; you can also contact us at info@higherops.io. If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada or to the data protection authority where you live.
Changes
We will tell workspace admins by email before a material change. The date at the top shows the current version.
info@higherops.io