SalesGhost
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Last updated 30 September 2026

Privacy Policy

This policy explains the personal data SalesGhost collects, how we use it, the choices you have, and the safeguards we apply across our website, Mac and Windows apps, Chrome extension, and supporting services.

1. Who we are

SalesGhost Limited is a company registered in England and Wales (company number 16849068). SalesGhost is an AI copilot that supports sales teams during live calls and follow-up work. This policy applies whenever you visit our websites, use our applications, receive communications from us, or interact with our team.

When SalesGhost decides why and how personal data is processed, for example for accounts, billing, security and our own analytics, we are the controller. When we process meeting content, calendar data and knowledge on behalf of a customer organisation, we act as a processorand follow that organisation's instructions.

Contact details:
SalesGhost Limited
Willow Cottage, Nuthampstead, Royston, Hertfordshire, SG8 8ND, United Kingdom
Email: privacy@salesghost.app
ICO registration: ZC039812

2. Data we collect

The data we collect depends on how you use SalesGhost:

  • Account and contact data - Name, email address, job title, company, workspace membership, and sign-in identifiers from WorkOS or your single sign-on provider
  • Onboarding answers - The company context, role and discovery source you choose to give us
  • Audio and transcripts - Microphone and computer audio streamed while an authorised user runs SalesGhost on a call, and the resulting transcripts, speaker labels, suggestions, recaps and meeting chat
  • Meeting participants - Names of people in the call, read from Google Meet by our Chrome extension or from Zoom by the desktop app, used to label who is speaking
  • Calendar data - Event titles, descriptions, times, locations, attendees and meeting links from calendars you connect
  • CRM and knowledge data - Records from a CRM you connect, and the documents, websites and battle cards you add to your knowledge base
  • Research results - Public web information about companies and meeting topics, gathered when SalesGhost prepares for a meeting or answers a question
  • Usage and device data - Feature usage, error reports, app version, operating system, IP address, browser type and time zone
  • Payment and billing data - Plan, invoices and payment details handled by Stripe (we never store full card numbers)
  • Support data - What you send us when you ask for help or give feedback

Product analytics and error reports never include call audio, transcripts, notes or AI inputs. Please avoid sending private meeting content in support messages unless we need it to resolve your request.

3. How we collect data

  • Directly from you - When you sign up, complete onboarding, use the product, or contact us
  • From your devices - Through the desktop app, the Chrome extension, cookies and similar technologies
  • From services you connect - Calendars and CRMs you link through OAuth (we never see or store their passwords)
  • From public sources - Public web pages found during meeting research

4. How we use data

We process personal data where we have a lawful basis:

  • Providing the service - Accounts, live guidance, transcripts, recaps, meeting preparation and the knowledge base (contract)
  • Desktop product analytics - Understanding which features are used and fixing errors in the Mac and Windows apps (legitimate interests). It is on by default and you can turn it off at any time in Settings, Privacy on each device
  • Website analytics - Measuring visits and usage of our website through PostHog, only when you accept it (consent)
  • Advertising measurement - Measuring visits and signups through Google Ads and Meta, including identifiers for matching, only when you accept it (consent)
  • Communicating with you - Onboarding emails, product updates, billing notices and support replies (contract and legitimate interests, or consent for marketing where the law requires it)
  • Running the business- Internal notifications about signups and account activity, and estimating a new signup's country from its IP address (legitimate interests)
  • Compliance and safety - Preventing abuse, investigating incidents and meeting legal obligations (legal obligation and legitimate interests)

We do not sell personal data, and SalesGhost does not use customer data to train AI models. SalesGhost does not make decisions with legal or similarly significant effects about anyone using only automated processing. Where we rely on consent, you can withdraw it at any time.

Cookies and optional tracking

Website analytics and advertising cookies are off until you choose them. Use Cookies on any page to accept all optional cookies, choose necessary cookies only, or withdraw your consent. We remember your choice for 180 days using essential preference storage. Session replay is disabled.

The desktop app sends product analytics and error reports unless you turn them off in Settings, Privacy. The choice applies to that device and takes effect straight away. Turning tracking off does not delete information already collected; contact us if you want it removed. Essential sign-in, billing and service processing continues either way.

5. AI and third-party sharing

AI processing

SalesGhost uses third-party AI services for transcription, guidance, recaps, document reading and research. Depending on the feature, the inputs can include call audio, transcript context, meeting details, documents and your questions. Our AI suppliers process this data to provide the feature under their agreements with us.

Third-party integrations

When you connect a calendar, CRM or knowledge source, we access the content you authorise to show context inside SalesGhost. Those providers also process your data under their own terms. You can disconnect at any time in SalesGhost or in the provider's security settings.

Suppliers we use

These suppliers process personal data for us. Each receives only the data needed for its purpose, and some are used only when you use the related feature.

  • Amazon Web Services - API hosting, file storage, logs and backups (London)
  • Neon - Application database (London)
  • Vercel - Website hosting and knowledge imports from websites
  • WorkOS - Sign-in, single sign-on and workspace membership
  • Stripe - Payments, subscriptions and invoices
  • AssemblyAI - Live transcription of call audio
  • OpenRouter and its model hosts - AI guidance, meeting preparation and web research, recaps, document reading and embeddings
  • OpenAI - The optional practice call with an AI buyer
  • Pinecone - Search across your knowledge base
  • PostHog - Product analytics and error reports (EU cloud)
  • Google Ads and Meta - Advertising measurement, only if you accept it
  • Resend - Account and product emails
  • Discord - Internal notifications to our team about signups and accounts
  • Cal.com - Booking a demo with our team

Business customers can contact privacy@salesghost.app about data processing terms and supplier details.

Telling people on your calls

If you use SalesGhost on calls, your organisation is responsible for having a lawful basis and for telling participants, including getting consent where required, before their audio is captured. Let people know that SalesGhost transcribes the call and uses AI for guidance and notes, and stop capture when it is not appropriate. Computer audio can include other apps that are playing sound.

6. Calendar data

Connecting a Google or Microsoft calendar is optional. For Google Calendar we comply with the Google API Services User Data Policy, including its Limited Use requirements.

Access we request

We only ask for read access:

  • Google - calendar.readonly to read events and userinfo.email to identify your account
  • Microsoft - Calendars.Read to read events and offline_access to keep the connection working

What we use

We store event details (titles, descriptions, times, locations, attendees and meeting links) to recognise your meetings, prepare you for them and match transcripts to events. The data is encrypted in storage and kept up to date through the provider's change notifications. We never create, edit or delete events in your calendar.

Disconnecting

Disconnect at any time in SalesGhost settings, in your Google account permissions, or in your Microsoft account. Disconnecting in SalesGhost stops syncing, removes our access, and deletes the event history we synced from that calendar. For a shared workspace calendar, events linked to a teammate's saved meeting stay with that meeting. Transcripts and notes from past meetings stay until you delete them or they expire.

7. International transfers

Our database and file storage are in London. Live transcription uses AssemblyAI's EU service, and product analytics is hosted in PostHog's EU cloud. Some suppliers, including our identity, payments, AI, vector search, research, email and website hosting providers, process data in the United States or other countries.

When personal data leaves the UK or the European Economic Area, we rely on adequacy decisions (including the UK Extension to the EU-US Data Privacy Framework for suppliers certified under it) or on the European Commission's Standard Contractual Clauses with the UK International Data Transfer Addendum, which are part of our main suppliers' data processing agreements. Contact privacy@salesghost.app for a copy of the safeguards that apply to you.

We may also disclose data to:

  • Professional advisers - Legal, accounting and compliance advisers
  • Corporate transactions - A buyer or investor in a merger, acquisition or asset sale, under confidentiality
  • Legal requests - When required by law or to protect rights and safety

8. Data security

We protect your data with:

  • Encryption in transit (TLS 1.2 or later) and at rest
  • Server-side access checks for calls and shared knowledge
  • Private storage that blocks public access
  • Encrypted pending uploads in the desktop app
  • Removal of the desktop app's local copy when you sign out or your session ends

No system is completely secure. If a breach puts your rights at risk, we will notify affected customers and regulators as the law requires.

9. Data retention

We keep data only as long as we need it:

  • Account data - While your account is active
  • Meeting transcripts, recaps and meeting chat - New workspaces delete them automatically after 90 days. Workspace owners and admins can choose 30 days, 90 days, 1 year, or keep until deleted, in the desktop app under Settings, Privacy. Without a workspace, meetings are kept until you delete them or choose a period. A period covers meetings recorded after it was first set, so workspaces created before 7 September 2026 keep earlier meetings until they are deleted
  • Call audio - Streamed for transcription and not stored by SalesGhost
  • Calendar data - While the calendar is connected
  • Knowledge base content - Until you delete it
  • Analytics- Analytics linked to your account is deleted 12 months after your last activity, or when you delete your account. Anonymous website analytics, which is not linked to anyone, follows our analytics provider's standard retention
  • Service logs - About 30 days
  • Database backups - Recovery history is kept for 7 days
  • Support - As long as needed to resolve your request and follow up
  • Billing records - For the periods accounting and tax law require

When you delete your account, we delete your account, meetings, private knowledge and connected calendars. Content you shared with a workspace stays with that workspace, and billing records we must keep are retained.

10. Your rights

Depending on where you live, you may have the right to:

  • Access - Get confirmation and a copy of your data
  • Correction - Fix inaccurate or incomplete data
  • Deletion - Ask us to delete your data when we no longer need it
  • Restriction - Limit how we use your data while a concern is resolved
  • Portability - Receive your data in a structured, machine-readable format
  • Objection - Object to direct marketing, or to processing based on legitimate interests, such as desktop product analytics
  • Withdraw consent - Where we rely on consent, at any time

You can download your data or delete your account yourself at salesghost.app/account/privacy, which is also linked from Settings, Privacy in the desktop app. For anything else, email privacy@salesghost.app. We may ask you to confirm your identity, and we aim to respond within one month.

If you were on a call recorded by a SalesGhost customer, that organisation controls the meeting content. You can contact them directly, or contact us and we will help pass your request to them.

11. Updates to this policy

We review this policy when we make material changes to our product or data practices. We will tell customers about significant updates by email or in the app before they take effect.

12. Contact

SalesGhost Privacy
Willow Cottage, Nuthampstead, Royston, Hertfordshire, SG8 8ND, United Kingdom
Email: privacy@salesghost.app
Website: salesghost.app

If you are unhappy with how we handle your data, please contact us first. You can also complain to the UK Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113, or to the data protection authority where you live.