Sidekick Mobile App Privacy policy

1. Who this policy covers

This Mobile App Privacy Policy explains how HeartLegacy II, LLC, doing business as SalesMail ("SalesMail," "we," "us"), handles information in the SalesMail Sidekick mobile app (the "App"). It applies to two groups:

App users: sales directors and other team members whose employer or organization (our "Customer") has given them access to the App.

People who are recorded: prospects, family members, residents, and anyone else whose voice or information is captured in a recording or entered into the App.

Our Customers use the App to run their own sales programs. For recordings and related content, the Customer decides when and why recordings are made, and SalesMail processes that content on the Customer's behalf under our agreement with them. Our general Privacy Policy covers our website and other services. If the two conflict, this policy controls for the App.

2. Information the App handles

Below identifies the Type of information, examples of said type, and where it comes from:

• Account Information (Name, work email, role, community or organization, user ID) - Your Customer's administrator or SalesMail, when your account is set up
• Recordings (Audio of conversations, plus date, time, length, and upload status) - You, when you start a recording
• Content created from recording (Transcripts, speaker separation (for example, "Speaker 1" and "Speaker 2"), summaries, coaching feedback, scores, and suggested next steps) - Automated processing described in Section 5
• Notes and record you add (Prospect names, tour details, contact details, notes) - You, or your Customer's CRM when connected
• Technical Information (Device model, operating system version, app version, crash reports, and error logs) - Your device, automatically

Sensitive information. Conversations about senior living often include health, care needs, finances, and family situations. Recordings and transcripts may therefore contain sensitive information about the people being recorded. We treat this content as confidential Customer data, and we use it only to provide the App's features.

What the App does not collect. The App does not access your contacts, photos, camera, or precise location. It does not collect advertising identifiers.

3. The microphone and how recording works

The App uses your device's microphone only to record conversations you choose to record.

• You start and stop every recording. Nothing is recorded until you tap record and allow microphone access.

• You can always see when it is on. While a recording is active, the App shows an on-screen recording indicator and timer. iOS also shows its own microphone indicator, including when the App is in the background or the screen is locked.

• Recording continues in the background only after you start it. Once you start a recording, it keeps going if you switch apps or lock your screen, until you stop it. The App never starts a recording on its own, and it does not listen, record, or analyze audio when no recording is active.

• You control microphone access. You can turn microphone access off at any time in your device settings (on iPhone: Settings > Privacy & Security > Microphone). Without it, the App cannot record, but its other features still work.

4. Respecting the people you record

Everyone in a conversation deserves to know it is being recorded. Recording laws differ by state, and some states require every participant to agree.

• Tell people before you record. App users and Customers are responsible for giving any notice and getting any permission the law requires from each person before recording. Before each recording starts, the App asks you to confirm that the visitor agreed to be recorded.

• Your permissions are only yours. Allowing microphone access, accepting this policy, or agreeing to AI processing covers only you. None of these gives permission on behalf of anyone else.

• Stop when asked. If someone declines, asks you to stop, or joins without having agreed, stop the recording. Your Customer can ask us to delete a recording that should not have been made.

• Recording a minor or someone who cannot agree. Get permission from a parent, guardian, or other authorized representative first.

People who were recorded can ask about or request deletion of their information by contacting the community they spoke with or by writing to us (Section 10).

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5. How we use AI, and who provides it

The App uses outside AI services to turn recordings into transcripts and coaching. Before any recording is sent for AI processing, the App asks for your explicit permission. If you do not agree, recordings are not sent to these providers.

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Who is the provider, what it receives, and what it does:

• Amazon Web Services (Amazon Transcribe) - Audio recordings - Converts speech to text and separates different speakers within a single recording
• Anthropic (Claude API) - Transcript text and related tour details - Produces summaries, coaching feedback, scores, follow-up drafts, suggested next steps, and answers to your questions

Limits on these providers. Our providers process App content only to deliver these features to us. SalesMail does not build or train AI models, and we do not permit our providers to use App content to train or improve theirs.

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AI output can be wrong. Transcripts and coaching are generated automatically and may contain mistakes or miss context. Review them before relying on them, and do not use them as the only basis for decisions about a person.

If we add or change an AI provider that receives App content, we will update this section and ask for your permission again before sending content to the new provider.

6. Who else sees App information

We share App information only in these situations:

• Your organization. Recordings, transcripts, and coaching are visible to you and to the people your Customer authorizes, such as your sales leadership.

• Service providers. Companies that host, secure, transcribe, analyze, or support the App for us, including the AI providers in Section 5. They may use App information only to perform services for SalesMail.

• Legal reasons. When required by law, legal process, or to protect the safety, rights, or property of people or SalesMail.

• Business transfers. If SalesMail is involved in a merger, acquisition, or sale of assets, App information may transfer, and this policy will continue to protect it.

Equal protection. We require every service provider, and any parent, subsidiary, or related company with access to App information, to protect it at a level the same as or equal to what this policy and Apple's App Store requirements describe.

7. No selling, no ads, no tracking

• We do not sell App information or exchange it for anything of value.

• We do not show advertising in the App, and we do not use App information for advertising, marketing, or profiling unrelated to the App's features.

• We do not track you across other companies' apps or websites, and we do not share App information with data brokers.

Because the App does not track, it does not ask for permission under Apple's App Tracking Transparency framework.

8. How long we keep information

What information we collect and how long we keep it:

• Recording on your device - Deleted from the device once it uploads successfully. A recording that has not uploaded stays on the device until it uploads.
• Recordings, transcripts, and coaching on our servers - While the Customer's agreement with us is in effect and the data is needed to provide the App. We delete them at the Customer's request, or after the agreement ends as our Data Processing Addendum describes, unless the law requires us to keep them longer.
• Account information - While your account is active, then deleted within 90 days after the account is closed.
• Technical and crash data - Up to 12 months

Deleted data may remain in encrypted backups for a short period until those backups are overwritten on their normal schedule.

10. Your choices and rights

Withdrawing permission for AI processing. Email us at support@salesmail.com from the address on your account, or ask your Customer's administrator. Once we confirm the request, new recordings from your account are no longer sent to AI providers. Withdrawing does not delete content that was already processed, but you can ask us to delete that too.

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Turning off the microphone. Use your device settings at any time (Section 3).

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Deleting your account. Accounts are not created in the App. Your Customer's administrator sets them up and can close them. You can also email support@salesmail.com to ask us to delete your account. Closing an account does not automatically delete recordings, which belong to your Customer's records. Those can be deleted at the Customer's direction.

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Deleting a tour. Deleting a tour in the App hides it from view but does not permanently erase it. To permanently delete a recording, contact your Customer's administrator or support@salesmail.com.

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Privacy rights. Depending on where you live, you may have the right to access, correct, delete, or get a copy of your information, to object to or limit certain processing, and to appeal our decision on a request. Send requests to support@salesmail.com. If the information belongs to one of our Customers, we may forward your request to that Customer and help them respond. We will verify your identity before acting, and we will not treat you differently for exercising these rights.

9. Other important details

Voice and biometric information. The App does not create voiceprints and does not identify people by their voice. Speaker separation only distinguishes different voices within one recording, using generic labels. It does not compare voices across recordings or link a voice to a person's identity. If we ever offer voice-based identification, we will publish a separate biometric notice and ask for consent in the App before turning it on.

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Children. The App is a workplace tool for adults and is not meant for anyone under 18. We do not knowingly collect information from children through the App, except when a child's voice is incidentally captured in a recording made with a parent's or guardian's permission (Section 4).

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Security. We encrypt App information in transit and at rest, limit access to people who need it to provide the service, and require the same of our service providers. No system is perfectly secure, so please tell us right away if you believe your account has been compromised.

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Where information is stored. App information is stored and processed in the United States.

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Changes to this policy. We will post any update on this page with a new effective date. If a change materially affects how we use recordings or AI processing, we will notify you in the App or by email before it takes effect.

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Contact us. HeartLegacy II, LLC, d/b/a SalesMail Attn: Privacy 9037 Independence Ave, STE C, Daphne, AL 36526 support@salesmail.com

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