Privacy Policy

This policy explains what personal data OnBrand (“OnBrand”, “we”) handles when a company uses OnBrand for teams, why, and what choices people have. For data inside a customer’s account, the customer company is the controller and we process it on its behalf, under our Terms of Service. For our own website, sign up and billing records, we are the controller.

What we collect

• Account details: name, work email, company, role, and the job title, website and LinkedIn profile a person adds.
• What people say and make: interview transcripts, edits, articles, decks, posts, and the recordings and files a person uploads.
• Photos: the selfies a person uploads to make headshots, and the headshots made from them.
• Co-workers who give a quote: the name and email the author enters, and what the co-worker says on the call.
• Billing: the company’s billing contact, plan and invoices. Card details go straight to Stripe; we never see or store them.
• Usage: which features are used, credits spent, and technical logs such as IP address and browser, to run and secure the service.

How we use it

To provide the service: to send each person their briefs, run interviews, write Content from their own words, bill the company, and keep accounts secure. We do not sell personal data, show advertising, or use customer Content or recordings to train AI models.

AI processing

Interviews, transcription, research and writing are done by AI models from the providers listed below. We send each provider only what its task needs, and only to provide the service. Content is written from what a person said: any quote is their own words, word for word, and sources link to the original research.

Voice and call recordings

• Interviews. A person is told before each interview that they are speaking with an AI interviewer. Their voice is processed while they talk and the transcript is saved so they can resume. The interview audio itself is not saved.
• Office videos. A recording a person makes for an office video is stored so the video can be made and remade, and is deleted with their Content.
• Calls. When a person uploads a call, we transcribe it, keep only that person’s own words, and delete the uploaded audio once it is transcribed. What other speakers said is never stored.
• Consent. The customer company is responsible for getting the consent the law requires from everyone on a call before it is recorded or uploaded.

Headshots

• What happens to selfies. A person uploads a few selfies to make a set of headshots. Each selfie is checked, then used to make the set. We send them to an AI image service, and to a second one only if the first can’t make the images, and only to check the photos and make the headshots.
• How long selfies are kept. Selfies are deleted once the set is finished. If making a set fails, they are kept so the person can try again without uploading them again, and they go when the person deletes their account.
• The headshots. The headshots stay on the person’s settings page so they can use or download them, until they delete their account.
• No training. We do not use selfies or headshots to train AI models.

Co-worker quotes

• The invitation. An author can invite a co-worker by name and email to add a quote to their article. We email that co-worker a private link. They don’t need an account.
• The call. The co-worker is told they are speaking with an AI interviewer, answers one question out loud, and confirms their title and company. Their voice is processed while they talk; the audio is not saved.
• Their approval. We show them the exact quote picked from their own words. It is used only if they approve it, and they can edit the credit line or decline.
• What we keep. Their name, email, credit line and approved quote. The transcript is deleted once they approve or decline, or when the link expires after 7 days.

How long we keep it

• Content and transcripts are kept while the company’s account is open, so nothing a person said is lost.
• A person can delete their own drafts and articles in the app, with everything made from them. An admin can remove the work of someone who has left the company; until then it stays with the company. Deleted Content leaves the app at once and our backups within 30 days.
• You can also ask your company’s admin, or write to us at aj@onbrandhq.ai, and we delete Content from our systems within 30 days.
• When an account closes, we delete its Content within 30 days of the end of the notice period.
• Invoices and billing records are kept as long as tax law requires.

Your choices and rights

People can see, edit, download and delete their Content in the app. For anything else, or to exercise rights you have under laws such as the GDPR or the CCPA (access, correction, deletion, portability, objection), contact the company that invited you, or write to us at aj@onbrandhq.ai. We answer within 30 days.

Security

Data is encrypted in transit and at rest. Every request is checked against the person’s company, so one company can never see another’s data.

Subprocessors

These providers process data for us to provide the service. We will update this list and tell admins before adding or changing one.

International transfers

Our providers may process data outside your country. Where the law requires it, transfers are covered by appropriate safeguards such as Standard Contractual Clauses.

Cookies

We use only the cookies needed to sign you in and keep your session secure. We do not use advertising or tracking cookies.

Changes and contact

We will post changes here and tell admins by email before material changes take effect. Questions go to aj@onbrandhq.ai.