Grepny Privacy Policy

Last updated: [●], 2026

This Privacy Policy describes how [Grepny, Inc.] ("Grepny," "we," "us," or "our") collects, uses, discloses, and otherwise processes personal information in connection with our websites, our online services, and the AI-assisted interviews, including voice interviews, that we conduct on behalf of organizations that use our services ("Organizations"). Capitalized terms that are not defined here have the meanings given in our Terms of Service.

If you take part in an interview, please read Section 3 (Voice Interviews) and Section 6 (Confidentiality of Interview Responses) before you begin.

1. Scope and Our Role

1.1 Who This Policy Covers. This Policy applies to (a) visitors to our websites; (b) individuals who use the Services on behalf of an Organization, such as administrators ("Customer Users"); (c) individuals who are invited to or take part in an interview ("Participants"); and (d) business contacts, prospects, and vendors.

1.2 Interview Data. "Interview Data" means personal information about Participants that we receive or generate in connection with an Organization's study, including roster information, text and voice responses, recordings, transcripts, and outputs derived from them. We process Interview Data on behalf of, and under the instructions of, the Organization that invited you. For Interview Data, the Organization is the "business" or "controller," and Grepny is its "service provider" or "processor." The Organization's own privacy notices and policies govern its use of Interview Data, including what it does with the reports it receives from us.

1.3 Our Own Purposes. We act on our own behalf when we process personal information about website visitors, Customer Users, and business contacts, and, to the extent permitted by applicable law, when we process information for security, fraud prevention, legal compliance, the defense of legal claims, and the creation and use of de-identified and aggregated information.

1.4 Our Agreements with Organizations. Our agreements with Organizations may place additional limits on how we use Interview Data.

2. Information We Collect

2.1 Information You or an Organization Provide.

Account and contact information, such as name, email address, phone number, job title, employer, and login credentials.
Roster information that an Organization provides about Participants, such as name, work email, job title, role, team, manager or reporting line, work location, and similar work information.
Interview responses, such as answers you type or speak, corrections, comments, and files you upload.
Communications, such as messages, support requests, feedback, and survey responses.
Billing information, which our payment processors collect and process; we receive limited billing details.

2.2 Information Generated Through Interviews.

Voice recordings of your spoken answers and of the interviewer's audio during a voice interview.
Transcripts of recordings, generated automatically and corrected by people where needed.
Interview metadata, such as dates, times, duration, completion status, language, device and browser type, and technical quality data.
Consent and choice records, such as what you agreed to, when, and which version of a notice you saw.
Outputs, such as summaries, extracted statements, classifications, process maps, findings, and recommendations about how work is organized, which may refer to your role or your responses.

2.3 Information Collected Automatically. On our websites and Services, we and our service providers collect device and usage information through cookies, pixels, logs, and similar technologies, such as IP address, browser type, pages viewed, referring URLs, timestamps, and interactions. We do not use advertising or cross-site tracking technologies on interview pages.

2.4 Information from Other Sources. We may receive information about you from Organizations, our service providers, business partners, publicly available sources, and providers of business contact information.

2.5 Information We Do Not Request. We do not ask Participants for information about health, disability, genetic information, religion, race, ethnicity, sexual orientation, gender identity, immigration status, criminal history, union membership, or financial account numbers. Participants sometimes volunteer such information; Section 9 explains how we handle it.

3. Voice Interviews

3.1 When We Record. An interview may be conducted by voice. We start recording only after you choose the voice option and confirm your consent on the consent screen. A visible indicator shows when recording is active. You can pause or stop the recording at any time and, where the Organization has enabled it, switch to a text interview instead.

3.2 What Is Recorded. We record your voice and the interviewer's audio during the voice portion of the interview and transcribe the recording. Other sounds or voices picked up by your microphone may also be recorded. Please take the interview where others cannot be heard, and do not record other people without their permission.

3.3 How We Use Recordings and Transcripts. We and our service providers use recordings and transcripts to:

conduct the interview in real time, including understanding your answers and generating follow-up questions;
create, check, and correct transcripts;
analyze responses and prepare outputs and reports for the Organization;
review quality, accuracy, and safety, including by Grepny personnel and reviewers;
maintain, secure, and improve the Services, as described in Sections 3.8 and 4.3; and
comply with law, enforce our terms, and protect rights and safety.

3.4 What We Do Not Do with Your Voice. We do not use your voice recordings to identify you by your voice, and we do not create voiceprints or other biometric templates from them. We do not use your voice to infer your emotions, health, or other personal characteristics. We do not sell recordings.

3.5 Who Can Access Recordings. Recordings are available to Grepny personnel, contractors, and reviewers who need them for the purposes in Section 3.3, and to service providers that process them on our behalf, including speech-recognition and AI providers. Organizations receive reports, not recordings, unless we tell you otherwise before the interview or the law requires disclosure.

3.6 How Long We Keep Recordings. We keep recordings only as long as needed for the purposes in Section 3.3, in accordance with our retention schedule, and then delete or de-identify them. Transcripts and other Interview Data may be kept longer, as described in Section 7.

3.7 Your Consent. By choosing the voice option and confirming on the consent screen, you consent to the recording, transcription, and processing of your voice and responses by Grepny and its service providers as described in this Policy. If you do not consent, do not use the voice option; you may use the text option where available or stop the interview. You may withdraw your consent at any time by stopping the recording. Withdrawal does not affect processing that took place before it.

3.8 Use of Recordings to Improve Voice Models. We use raw voice recordings to train or fine-tune speech-recognition or other voice models only if you opt in on the consent screen. Transcripts and other Interview Data may be used to improve the Services as described in Section 4.3.

4. How We Use Personal Information

4.1 To Provide the Services. We use personal information to conduct interviews, generate questions, transcribe, analyze responses, and prepare outputs and reports; to administer accounts, process payments, and provide support; and to send invitations, reminders, and service communications.

4.2 Safety and Sensitive Disclosures. If your responses suggest harassment, discrimination, retaliation, a threat to health or safety, self-harm, fraud, or other serious misconduct, we may restrict access to them, give you information about reporting channels or crisis resources, notify a person designated by the Organization, or contact emergency services.

4.3 To Improve and Develop the Services. We use personal information, including Interview Data, transcripts, and outputs, to maintain, evaluate, debug, and improve the Services and to develop new features, including by training, fine-tuning, and evaluating our AI models, to the extent permitted by applicable law and our agreements with Organizations. When we use Interview Data to improve services that we provide to other Organizations, we first de-identify or aggregate it. Section 3.8 governs raw voice recordings.

4.4 De-identified and Aggregated Information. We create de-identified and aggregated information from personal information and may use and disclose it for any purpose, including research, benchmarking, product development, publications, and training AI models. We maintain and use de-identified information without attempting to re-identify it, except as permitted by law, and we contractually prohibit recipients from re-identifying it.

4.5 Security and Integrity. We use personal information to protect the Services; to detect, prevent, and investigate security incidents, fraud, abuse, and violations of our terms; and to debug and repair errors.

4.6 Legal Compliance and Protection of Rights. We use personal information to comply with laws, regulations, and legal process; to enforce our agreements; to establish, exercise, or defend legal claims; and to protect the rights, property, and safety of Grepny, Organizations, Participants, and others.

4.7 Communications and Marketing. We use the contact information of Customer Users, prospects, and business contacts to send product updates, marketing, and event invitations. You may opt out of marketing emails at any time. We do not use Interview Data to send marketing to Participants.

4.8 Business Transfers. We may use and transfer personal information in connection with an actual or proposed merger, financing, acquisition, reorganization, bankruptcy, or sale of all or part of our business or assets.

4.9 Other Purposes. We may use personal information for other purposes that we describe when we collect it or with your consent.

5. How We Disclose Personal Information

Organizations. We provide the Organization that invited you with outputs and reports based on Interview Data. Reports combine and summarize responses but may include paraphrased statements and details from which you could be identified (see Section 6). We may also give the Organization information about participation, such as whether an invitation was delivered or an interview was completed, where our agreement with the Organization provides for it, and information about sensitive disclosures as described in Section 4.2.
Service providers. We disclose personal information to companies that provide services to us, such as hosting, data storage, AI and speech-recognition models, communications, analytics, customer support, payment processing, and security, under contracts that limit their use of personal information to providing services to us. We require our AI providers not to use the content we send them to train their general-purpose models.
Reviewers and contractors who help us prepare and review outputs, under confidentiality obligations.
Professional advisers, auditors, and insurers.
Affiliates, including entities under common ownership or control with Grepny.
Legal and safety recipients, such as law enforcement, regulators, courts, and other parties, when we believe in good faith that disclosure is required by law or legal process or is needed to protect the rights, property, or safety of Grepny, Organizations, Participants, or others.
Parties to business transfers described in Section 4.8.
Others with your consent or at your direction.
Anyone, for de-identified and aggregated information.

Sale and sharing. We do not sell personal information for money, and we do not sell or share Interview Data. On our websites, but not on interview pages, we may allow advertising and analytics partners to collect information through cookies and similar technologies. Some state laws may treat this as a "sale" or "sharing" of personal information. You can opt out as described in Section 8.

6. Confidentiality of Interview Responses

6.1 Reports. Reports combine and summarize responses and are edited to reduce the chance that individuals can be identified. In small organizations or teams, colleagues or leaders may still be able to infer who said something from the content or context. We do not guarantee that your responses will remain anonymous or confidential.

6.2 Protections in Our Agreements. Our agreements prohibit Organizations from attempting to identify individual respondents from reports and from retaliating against anyone for participating, declining to participate, or the content of their responses.

6.3 Not a Reporting or Emergency Channel. Interviews are not a way to report harassment, discrimination, retaliation, safety concerns, or other misconduct, and they are not monitored in real time. Please use the Organization's reporting channels for these matters. In an emergency, call 911. If you are thinking about harming yourself, call or text 988.

7. Retention

7.1 General. We keep personal information for as long as reasonably necessary for the purposes described in this Policy, including to provide the Services, comply with legal obligations, resolve disputes, and enforce our agreements. To set retention periods, we consider the nature and sensitivity of the information, the purposes for which we process it, the instructions of the relevant Organization, legal and regulatory requirements, applicable limitation periods, and security needs.

7.2 Interview Data. We keep Interview Data in accordance with our retention schedule and our agreement with the Organization. Section 3.6 describes how long we keep voice recordings.

7.3 Withdrawal. If you withdraw from a study before we publish the report for that study, we exclude your responses from that report. If you withdraw after publication, we delete your source responses in accordance with our retention practices, but published reports and de-identified or aggregated information are not withdrawn or revised.

7.4 Exceptions. We may keep information longer when required by law or legal process, to preserve evidence relating to a potential legal claim, or in backups until they are overwritten in the ordinary course. We may keep de-identified and aggregated information indefinitely.

8. Your Choices and Rights

8.1 Interview Choices. You can skip questions, pause, or stop an interview; switch to text where available; review and correct the summary of your answers where the Services show it to you; and withdraw as described in Section 7.3.

8.2 Requests About Interview Data. Because we process Interview Data on behalf of the Organization that invited you, please send requests to access, correct, or delete Interview Data to that Organization. If you send such a request to us, we may forward it to the Organization and help it respond as required by law.

8.3 U.S. State Privacy Rights. Depending on where you live and whether a law applies to us, you may have the right to (a) know what personal information we process about you and access a copy; (b) correct inaccurate personal information; (c) delete personal information; (d) obtain your personal information in a portable format; (e) opt out of the sale or sharing of personal information and of targeted advertising; (f) limit certain uses of sensitive personal information; and (g) not receive discriminatory treatment for exercising these rights. These rights are subject to exceptions and limitations under applicable law.

8.4 How to Submit a Request. Email [privacy@grepny.com] [or use the form at (URL)]. We will verify your request by matching information you provide with information we hold, and we may ask for more information to do so. You may use an authorized agent; we may require proof of the agent's authority and verify your identity directly. If we deny your request, you may appeal by replying to our decision. If we deny your appeal, you may contact your state attorney general.

8.5 Opt-Out Preference Signals. Where required by law, we treat a Global Privacy Control signal from your browser as a request to opt out of the sale or sharing of personal information associated with that browser. We do not respond to Do Not Track signals.

8.6 Marketing Emails and Cookies. You can unsubscribe from marketing emails using the link in each email; we may still send service messages. You can control cookies through your browser settings and, where available, our cookie preferences tool.

9. Sensitive Personal Information

We do not ask Participants for sensitive personal information. If you volunteer it, we may restrict access to it, exclude it from reports, and delete it in accordance with our retention schedule, but we may need to process it to provide the Services, protect safety, or comply with law. We do not use or disclose sensitive personal information to infer characteristics about you. We use account login credentials only to provide secure access to the Services.

10. AI and Automated Processing

10.1 AI Interviewer. Interviews are conducted by an AI interviewer. Grepny personnel and reviewers may read your responses and listen to recordings for the purposes described in this Policy.

10.2 Accuracy. AI-generated questions, transcripts, and summaries may be inaccurate. Where the Services show you a summary of your answers, please review it and correct anything that is wrong.

10.3 No Decisions About You. Grepny does not make decisions about you. The Organization decides how to use the reports it receives. Our agreements prohibit Organizations from using outputs to make hiring, promotion, compensation, discipline, termination, performance evaluation, or similar decisions about individuals, and the Services are not designed to evaluate or score individuals.

10.4 Organizations' Obligations. Organizations are responsible for giving any notices and honoring any rights that the law requires in connection with their use of AI tools in the workplace.

11. Security

We use reasonable administrative, technical, and physical safeguards designed to protect personal information, such as encryption and access controls. No method of transmission or storage is completely secure, and we cannot guarantee the security of personal information. Interview links work as access keys, so please do not share them.

12. International Processing

We, our personnel, and our service providers may process personal information in the United States and in other countries whose data protection laws may differ from those where you live. Where required by law, we use appropriate safeguards for international transfers.

13. Additional Information for the EEA, the United Kingdom, and Switzerland

This Section applies only where the EU General Data Protection Regulation, the UK GDPR, or the Swiss Federal Act on Data Protection applies to our processing of your personal information. Our interview Services are intended for Participants located in the United States.

Roles. For Interview Data, we act as a processor for the Organization. For the other personal information described in Section 1.3, we act as a controller.
Legal bases. As a controller, we rely on performance of a contract (to provide the Services and accounts); our legitimate interests, where they are not overridden by your rights (to operate, secure, and improve the Services, create de-identified and aggregated information, market to business contacts, and establish or defend legal claims); consent, where the law requires it (for example, for certain cookies and marketing); and compliance with legal obligations.
Your rights. You may have the right to access, correct, delete, or restrict processing of your personal information, to data portability, to object to processing based on legitimate interests and to direct marketing, and to withdraw consent at any time without affecting earlier processing. You may lodge a complaint with your local data protection authority.
Transfers. Where we transfer personal information outside the EEA, the United Kingdom, or Switzerland, we rely on adequacy decisions, standard contractual clauses, or other lawful transfer mechanisms.

14. Children

The Services are not directed to children. Participants must be at least 18 years old. We do not knowingly collect personal information from children under 16. If we learn that we have collected such information, we will delete it.

15. Third-Party Services and Links

The Services may link to or integrate with third-party websites and services. Their privacy practices are governed by their own policies, and we are not responsible for them.

16. Changes to This Policy

We may update this Policy from time to time. We will post the updated Policy with a new "Last updated" date and, for material changes, provide additional notice, such as by email, in the Services, or on our website. If we make a material change to how we use personal information that we collected before the change, we will provide notice and obtain consent where required by law.

17. Contact Us

You can contact us at [privacy@grepny.com] or by mail at [Grepny, Inc.], [address]. If you are a Participant and your question concerns Interview Data, you may also contact the Organization that invited you.

Version 2026-10