Privacy Policy

Scout ("we," "us") is a sales-call coaching platform operated by Scout Systems. This policy explains what we collect and how we handle it. Questions: justin@scoutsystems.io.

What we collect

Account information you or your administrator provide (name, email). Call data from recording services you connect (Fathom, Zoom): recordings, transcripts, and meeting details. Data we create from your calls: scores, summaries, coaching feedback, objection analysis, and short video clips of call moments. Basic usage data needed to operate the service.

How we handle recordings

When you connect Zoom, Scout downloads a call's cloud recording once, extracts short coaching clips at analysis-identified moments, and permanently deletes the full recording in the same process. Full recordings are never stored. Retained: the short clips, transcripts, and the analysis we generate — kept in access-controlled storage, served only to authorized users via short-lived links. Fathom recordings stay on Fathom; we store links and transcripts.

AI processing

Transcripts are analyzed by third-party AI providers (currently Anthropic) to produce grades and coaching. Your data is not used to train our or anyone's AI models.

Team visibility

If your account is part of a team, your manager and organization owner can view your calls, grades, clips, and reports. Solo accounts are visible only to you and Scout's administrators.

Sharing

We use service providers to run Scout — hosting, database and storage, email delivery, and AI analysis — each processing data only to provide the service. We never sell your data or share it for advertising.

Your choices

Disconnect a recording source anytime in your account settings; new calls stop syncing, existing data stays until you ask otherwise. For deletion of your data or account, email justin@scoutsystems.io and we'll complete it within 30 days.

Security

Encrypted in transit, access-controlled at rest, credentials never stored in plain text. No system is perfectly secure, but we take this seriously — it's your sales pipeline.

Other

Scout is a business tool for users 18+. We'll post changes to this policy here and update the date above.