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.

Google Calendar connection

Connecting Google Calendar is optional and read-only. Scout reads your primary calendar so you can inspect scheduled GHL appointments. Event details may include titles, times, descriptions, organizers, attendees and booking-source information. Event details stay private to your Scout account. Your current manager and Scout admins can request the number of scheduled GHL appointments for a date range, but cannot see event titles, descriptions, attendees or other event details. Scout does not label every event as a sales call.

While your calendar is connected, Scout captures qualifying appointments from 90 calendar days before today through 90 calendar days after today, using your primary calendar's time zone. Scout keeps a minimal appointment history with your Scout account: the Google event occurrence identity, scheduled start and end time and time zone, a derived Zoom meeting ID when available, the calendar title as an unverified label, and one exact external attendee email when present without ambiguity. A title is omitted if it contains a link or credential-like value. Scout does not save raw calendar descriptions, meeting links, event payloads or Google credentials in that appointment history. The history may be matched to an existing Scout call only when the closer, Zoom meeting ID and calendar day have one exact, unambiguous match. It is not used to infer cancellations, no-shows, missed recordings, follow-ups, outcomes or sales metrics, and it is not sent to AI providers.

Scout stores encrypted Google access and refresh tokens to keep the connection working. Disconnecting Google Calendar does not delete this appointment history; it stops new calendar reads, removes Scout's saved connection and requests that Google revoke access. The appointment history is kept with your Scout account until the account data is deleted. Scout tells you if you also need to remove access in your Google Account. Scout does not create, edit or delete your Google Calendar events.

Scout's use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not sell Google Calendar data, use it for advertising, or use it to train AI models. Human review of specific calendar data for a support or testing request requires your agreement, except where needed for security or to comply with law.

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.

Billing

When an organization is set up for paid service, payments are processed by Stripe. Scout stores the billing contact email and limited subscription details needed to provide service, such as closer and manager-access seat counts, subscription status, Stripe customer and subscription identifiers, and renewal date. Scout does not store card numbers or other payment-card details.

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.