Coldcue is a live coaching tool for sales representatives. It listens to a call as it happens and suggests what to say next. Because that means handling live conversations, this policy is specific about what we do and — more importantly — what we don't.
Coldcue is operated by Ian Birchenall, currently as an individual sole operator (not yet an incorporated company). Contact: [email protected].
If you are a customer, you are the controller of the call data processed through the service and Coldcue acts as your processor. You are responsible for having a lawful basis to record or process the conversations you run through it.
When a rep starts a call in the Coldcue browser extension, the extension captures audio from the browser tab running their dialer, and from their microphone. This happens only while a call is active and only after the rep clicks to start one. Audio is streamed to our server, forwarded to our speech-to-text provider, and discarded. It is not recorded, not stored, and not retained.
Speech is converted to text so the coaching model can react to what a prospect just said. That text is held in memory, used to generate a suggestion, and dropped. It is not written to our database. Our server logs deliberately record only the shape of an utterance — which speaker, how many words — never its content.
The playbook text you write in the portal is stored, because coaching is grounded in it. It is visible only to your organisation. Treat it as you would any internal sales document.
| Data | Why |
|---|---|
| Work email | Identifies your account and is where password-reset links are sent. |
| Name | Displayed in the portal. |
| Organisation name | Groups your team and separates your data from other customers'. |
| Password | Stored only as a scrypt hash with a per-user salt. We cannot read it. |
| Access keys | Let a rep's extension connect to your organisation. Revocable at any time. |
| Session tokens | Keep you signed in. They expire automatically. |
We use a small number of providers to run the service. Each receives only what it needs:
| Provider | Receives |
|---|---|
| Deepgram | Call audio, in real time, to convert speech to text. |
| Anthropic | Transcript text and your playbook, to generate the coaching suggestion. |
| Railway | Hosting and the database holding your account and playbook. |
| Cloudflare | DNS for coldcue.ai. |
| Resend | Transactional email, such as password resets. |
We do not sell your data, share it with advertisers, or use your calls to train any model of our own.
You can ask us to show you what we hold about you, correct it, or delete it entirely. Deleting an organisation removes its users, keys, sessions and playbook. Email [email protected] and we will action it. There is no self-service deletion button yet; until there is, we do it by hand.
Depending on where you live you may have additional rights under the GDPR, UK GDPR or the CCPA, including objecting to processing or requesting a copy of your data in a portable format.
No system is perfectly secure. If you find a vulnerability, please email us rather than disclosing it publicly, and we will fix it.
Coldcue is a business tool and is not directed at anyone under 16. We do not knowingly collect their data.
If this policy changes in a way that materially affects how we handle your data, we will update the date at the top and tell account holders by email.