> For the complete documentation index, see [llms.txt](https://runporter.gitbook.io/docs/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://runporter.gitbook.io/docs/privacy-and-data.md). # Privacy and data Understand how Porter handles your recordings and related data. When you record a conversation with Porter, the audio is captured on your device, uploaded for processing, and turned into information such as a transcript, summary, score, and coaching feedback. This page explains what happens to that data, who processes it, who can access it, and how long it is retained. The [**Terms of Service**](https://runporter.com/terms) and [**Privacy Policy**](https://runporter.com/privacy-policy) are the authoritative sources for how Porter handles your data and recordings. *** ## **When Porter records** Porter records only when you take an action to start a recording. It does not record in the background or listen when a recording has not been started. For in-person recordings, you start recording by tapping **Start recording**. The recording ends when you tap **Done**, or when Porter ends the recording after the configured period of silence. Before a recording starts, Porter shows a **Before you record** card explaining what information is sent for processing and identifying the third-party AI services involved. You must acknowledge this information before recording. Porter cannot determine whether a particular conversation may legally be recorded. Recording and consent requirements vary by location and circumstances, and your organization is responsible for determining what requirements apply and obtaining any required consent. For more information, see [**Recording & consent**](/docs/settings/recording-and-consent.md). *** ## **How Porter processes recordings** After a recording is uploaded, Porter processes the audio to produce a transcript and other conversation information, including summaries, scores, analytics, and coaching feedback. Porter uses several service providers to process and support this information: * **Google Cloud Platform** hosts the application and stores recordings, transcripts, and conversation records on Porter's behalf. * **AssemblyAI** converts recordings to text and separates speakers within the individual recording. * **OpenAI** processes transcripts and related text for coaching analysis, scoring, Chat with Porter, and text embeddings. * **Anthropic** provides additional analysis and chat capabilities and serves as a fallback for some of the same features. * **Pinecone** stores text embeddings derived from conversation analyses so Chat with Porter can retrieve relevant past conversations. * **Sentry** receives crash and error diagnostics to help Porter identify and fix app problems. * **Google Firebase Authentication** handles account authentication. * **Expo / Expo Application Services** supports app builds, distribution, and updates. * **Resend** delivers conversation digest emails. These providers act as service providers to Porter and are contractually restricted from using customer data for their own purposes. *** ## **How Porter uses AI** Porter uses artificial intelligence to generate transcripts, summaries, scores, evaluations, insights, and Chat with Porter responses. Porter may use customer data, including recordings and transcripts, to provide, maintain, secure, support, and improve its Services, including to develop and train Porter's own models. Third-party AI and transcription providers such as AssemblyAI, OpenAI, and Anthropic are contractually restricted from using recordings, transcripts, or prompts to train or improve their own general-purpose models. ### **Speaker identification** Porter can distinguish between speakers within an individual recording so that different parts of the conversation can be attributed to the appropriate speaker. Porter does not create or store persistent voiceprints or other biometric identifiers, and it does not compare someone's voice in one recording with voice data from another recording to identify that person. *** ## **Where recordings are stored** For an in-person recording, the audio is first written to your device before it is uploaded. After the recording is successfully uploaded, Porter stores the recording and related conversation data on its servers so it can be processed and made available through the Services. On mobile, a local copy of an uploaded recording is normally kept on your device for **7 days** after the upload. After that period, Porter removes the local copy. You can change this behavior with **Delete local audio after upload** in your recording settings. When this setting is enabled, Porter removes the local copy after the server confirms that the recording was successfully uploaded. *** ## **Who can access recordings** Recordings are associated with your organization's Porter account rather than being private to the person who made the recording. Your organization controls which users can access recordings, transcripts, scores, evaluations, and other conversation information through its role and permission settings. Depending on their assigned permissions, other users in your organization may be able to review your recorded conversations and the information generated from them. Porter does not provide a private-recording option within a customer workspace. Your organization is responsible for determining who should have access to recorded conversations. *** ## **How long Porter keeps recordings** Porter retains recordings, transcripts, and derived conversation output for the duration of your organization's **subscription term**. After the subscription ends, Porter is not required to retain this data and may delete it. Your organization is responsible for retrieving any data it wants to keep before the subscription term ends. Your organization may also delete individual recordings when required by applicable law or by consent requirements. For mobile recordings, the local copy on your device follows the separate 7-day retention setting described above. *** ## **Mobile app permissions and diagnostic data** The Porter mobile app requests device permissions only when it needs them. ### **Microphone** Porter requires microphone access to record in-person conversations. Your device's operating system asks you to grant this permission before Porter can use the microphone. You can withdraw microphone access at any time through your device settings. ### **Location** If your organization enables location functionality, Porter may request access to your device's location so a recording can be associated with the appointment it relates to. Your operating system asks for your permission before Porter can access your location, and you can withdraw that permission through your device settings. ### **Device and diagnostic information** Porter also collects information such as your device model, operating system version, app version, granted permissions, crash logs, and error diagnostics. This information helps Porter operate the app, diagnose problems, improve stability, and secure the Services. Crash and error information sent through Sentry is scrubbed to remove personally identifying data before it is sent. *** ## **How Porter protects your data** Porter uses technical, organizational, and administrative safeguards designed to protect personal data from unauthorized access, use, alteration, disclosure, or destruction. These safeguards include encryption of recordings **in transit and at rest**, role-based access controls, and access logging. No method of transmitting or storing data is completely secure. *** ## **Deleting recordings and account data** The mobile app does not provide an option to delete an individual recording. Your organization can manage recordings within the Porter Services, including deleting individual recordings when necessary. To request deletion of your Porter account, open **Account** and select **Delete account**. This opens a request form in the web app. Selecting the option does not delete your account immediately; the request must be submitted and processed. *** ## **Your privacy rights** If you have questions about a recording made by your organization, including requests concerning your personal data in that recording, Porter directs you to the organization that made the recording in the first instance. Your organization is responsible for the personal data it provides to Porter and for responding to requests concerning that data where it acts as the controller. For information about Porter's own privacy practices, including rights that may apply to data Porter collects directly, see the **Privacy Policy**.