Privacy Policy
Contents
1. Information we collect
We collect the following categories of information:
Account information
When you create an account, we collect your name, email address, and authentication credentials (such as a hashed password or a token from a third-party sign-in provider).
Content you upload
The Service is designed to process the call recordings, audio files, transcripts, and notes that you choose to import ("Content"). This Content may contain personal information about you and about third parties you speak with — for example, clients, prospects, and other contacts.
Information extracted from your Content
SonarPilot automatically analyzes your Content to extract and organize structured information, which may include:
- Contacts — names, phone numbers, email addresses, and roles;
- Properties and deals — addresses, budgets, price points, and deal stage;
- Follow-up tasks — action items and due dates;
- Meetings — proposed dates, times, and descriptions.
Usage and device information
We collect basic technical information automatically, such as device and browser type, operating system, IP address, approximate location derived from IP address, pages or screens viewed, and dates and times of access. We use this to operate, secure, and improve the Service.
Cookies and local storage
We use cookies and similar technologies (including browser local storage) to keep you signed in, remember your preferences, and understand how the Service is used. You can control cookies through your browser settings; disabling them may affect functionality.
2. Call recordings & consent
You are responsible for recording lawfully. Illinois is an "all-party consent" state under the Illinois Eavesdropping Act (720 ILCS 5/14), which generally requires the consent of all parties before a private conversation is recorded. Other states and countries have their own recording laws.
By importing a recording or transcript into SonarPilot, you represent and warrant that you obtained any consents required by applicable law to record the conversation and to process it using the Service. SonarPilot does not record calls for you and is not responsible for how you obtained your Content.
Biometric information. SonarPilot does not collect, capture, or store "biometric identifiers" or "biometric information" as those terms are defined in the Illinois Biometric Information Privacy Act (BIPA, 740 ILCS 14). We do not use voiceprints or facial recognition. We process audio to produce text and extract the structured fields described above — not to identify individuals by physiological characteristics.
3. How we use information
We use the information we collect to:
- Provide the Service — transcribe and analyze your Content and extract contacts, properties, tasks, and meetings;
- Sync your workspace securely across your devices;
- Create, secure, and administer your account and authenticate you;
- Respond to your requests and provide customer support;
- Monitor, maintain, debug, and improve the reliability and performance of the Service;
- Detect, prevent, and address fraud, abuse, security incidents, and violations of our terms; and
- Comply with legal obligations.
We do not sell your personal information, and we do not use your Content to train general-purpose AI models.
4. Automated processing & AI
The core function of the Service is automated. We use software and trusted third-party providers (for example, speech-to-text and language-model providers) to transcribe audio and extract structured information from your Content. These providers process your Content only to perform services for us, are bound by confidentiality and data-protection obligations, and are not permitted to use your Content for their own purposes, including model training.
Automated extraction is provided "as is" and may contain errors. You remain responsible for reviewing extracted information before relying on it.
5. How we share information
We share information only in the following limited circumstances:
- Service providers (sub-processors). With vendors who help us operate the Service — such as cloud hosting, storage, transcription, and language-model providers — under contracts that require them to protect your information and use it only to provide services to us.
- Legal and safety. When we believe in good faith that disclosure is required by law, regulation, legal process, or governmental request, or is necessary to protect the rights, property, or safety of SonarPilot, our users, or the public.
- Business transfers. In connection with a merger, acquisition, financing, or sale of all or part of the business, your information may be transferred as part of that transaction, subject to this Policy.
- With your direction. When you choose to export, share, or connect your data with another service.
6. Data retention & deletion
We retain your account information and Content for as long as your account is active or as needed to provide the Service. You can delete individual recordings, transcripts, and extracted records at any time from within the Service. When you delete Content or close your account, we delete or de-identify the associated data from our active systems within a reasonable period, except where we are required to retain it to comply with legal obligations, resolve disputes, or enforce our agreements. Residual copies may persist in encrypted backups for a limited time before they are overwritten.
7. Security
We use technical and organizational measures designed to protect your information, including encryption of data in transit and at rest, access controls, and account-scoped data isolation. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a breach of the security of your personal information, we will notify you as required by the Illinois Personal Information Protection Act (815 ILCS 530) and other applicable laws.
8. Your rights & choices
Regardless of where you live, you can:
- Access and review the information in your account;
- Correct or update inaccurate information;
- Delete individual records or your entire account;
- Export your data; and
- Withdraw consent by discontinuing use and deleting your account.
To exercise any of these, use the controls in the Service or contact us at the address below.
9. Illinois residents
SonarPilot is operated from Illinois and we apply Illinois law to our handling of personal information. In addition to the rights above:
- We comply with the Illinois Personal Information Protection Act (815 ILCS 530), including its data-breach notification requirements.
- We do not collect biometric identifiers or biometric information, consistent with the Illinois Biometric Information Privacy Act (740 ILCS 14).
- We honor the consent requirements of the Illinois Eavesdropping Act (720 ILCS 5/14) as described in Section 2.
If you are located outside Illinois or the United States and use the Service, you understand that your information will be processed in the United States, where data protection laws may differ from those in your jurisdiction.
10. Children's privacy
The Service is intended for business use by adults and is not directed to children. We do not knowingly collect personal information from anyone under 18. If you believe a minor has provided us personal information, please contact us and we will delete it.
11. Data location
We and our service providers store and process information on servers located in the United States. By using the Service, you consent to this processing.
12. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date above and, for material changes, provide a more prominent notice. Your continued use of the Service after an update means you accept the revised Policy.
13. Contact us
If you have questions or requests about this Privacy Policy or your information, contact:
Matt Sullivan, sole proprietor d/b/a SonarPilot
Illinois, United States
Email: mjsullivan0910@gmail.com
This Privacy Policy is governed by the laws of the State of Illinois, without regard to its conflict-of-laws principles.