Privacy Policy

This policy covers personal information relating to business contacts, users of our website or demo environments, users of our cloud service, and people whose information may appear in support materials sent to us.

• Website, sales, support, and billing: Whispa Operations Pty Ltd decides how this information is handled and is responsible for it under this policy.
• Cloud customer content: Whispa generally handles call content and related records on behalf of the relevant business customer so that we can provide the contracted service.
• Customer responsibilities: Our customers are responsible for deciding what information they submit to Whispa and for providing any required notices, consents, and disclosures to call participants and other individuals, including disclosures required for recorded or regulated calls.
• Self-hosted deployments: The self-hosted customer controls production data and is responsible for the privacy and compliance position for that deployment.

• provide the website, demos, trials, cloud service, and customer support
• set up and administer customer accounts, workspaces, and business relationships
• process invoices, maintain commercial records, and manage collections
• operate transcription, analysis, coaching, compliance, and reporting features requested by customers
• monitor performance, investigate incidents, prevent misuse, and protect the security of our systems
• communicate about product changes, service notices, support matters, and relevant business updates
• improve our services using service telemetry, support learnings, and aggregated or de-identified usage information
• comply with legal obligations and protect our rights, customers, and users

We do not sell personal information. We may disclose personal information to service providers, professional advisers, regulators, courts, or other parties where reasonably required to operate the service, comply with law, protect rights and safety, or complete a corporate transaction.

We retain personal information only for as long as reasonably necessary for the purpose for which it was collected, to meet legal obligations, resolve disputes, enforce agreements, and maintain appropriate business and security records. Retention for cloud customer content can be configured by agreement, customer settings, or documented instructions.

• Business contact and sales records: Retained for the duration of the relationship and up to 24 months afterwards, unless a longer period is required by law or needed to manage an active dispute or request.
• Billing and accounting records: Generally retained for 7 years to meet tax, accounting, and record-keeping obligations.
• Support requests and support materials: Generally retained for up to 24 months after the matter is closed, unless we need to keep them longer for security, legal, or contractual reasons.
• Application, access, and security logs: Generally retained for 90 days, with longer retention where reasonably required for incident response, fraud prevention, or legal compliance.
• Backups: Rolling backups are typically retained for up to 35 days before deletion or overwrite.
• Cloud call audio: If audio storage is enabled by the customer, the default retention period is 30 days unless a different period is configured or agreed in writing.
• Cloud transcripts, summaries, coaching outputs, and call metadata: The default retention period is 12 months, but retention is configurable and may be adjusted by contract, deployment settings, or documented customer instructions.
• Deletion after termination: Unless we are required to keep information by law, we aim to delete or de-identify remaining cloud customer content within 30 days after termination of the applicable service, subject to any agreed export period and residual backup retention.

We do not currently use advertising cookies or third-party marketing pixels on the public website.

• Necessary cookies: Our authenticated product environments use cookies and similar technologies for login, session management, security, and related functionality.
• Product analytics: We may use product analytics tools such as PostHog in authenticated environments where enabled to understand feature usage and improve the service.
• Changes: If we materially change our use of optional analytics or tracking technologies, we will update this policy and any consent mechanisms required by applicable law.

We may update this policy from time to time to reflect changes in our services, practices, or legal obligations. We will post the updated version on this page and update the "Last updated" date above. If the change is material, we may also notify customers through the product, by email, or by another appropriate channel.