Privacy Policy

Effective: June 11, 2026 · Last updated: October 13, 2026

Your privacy is important to us. This Privacy Policy explains how ProductMicrobe BV(“we”, “us”, “our”) — Adolf Baeyensstraat 109, 9040 Sint-Amandsberg, Belgium (VAT BE0729995472) — collects, uses, and protects personal information in connection with the Customer Conversations platform (“Service”) at app.customer-conversations.com.

We comply with the General Data Protection Regulation (GDPR) and applicable Belgian law. If you follow a link to a third-party site, their privacy policy applies, not this one.

Information We Collect

Voluntarily provided

Information you knowingly give us when you sign up, contact us, or use the Service:

• Name, email address
• Phone / mobile number (if provided)
• Payment details — collected and stored by Paddle (our Merchant of Record); we receive only a transaction reference, not your full payment credentials

Automatically collected

Information your browser or device sends when you access the Service:

• IP address, browser type and version
• Pages visited, time on page, referring URL
• Device type and operating system
• Approximate geo-location

Voice session data

When you run a practice interview session the Service:

• Streams your microphone audio in real time to Cartesia for speech-to-text transcription. Audio is not stored by us; transcripts are stored in your account.
• Sends transcript text to Anthropic to generate AI responses.
• Synthesises AI responses to speech via Cartesia.

Uploaded interview transcripts

You can upload the transcript of an interview you did with a real person (“Score a real interview”) to have it scored like a practice session. A transcript contains the words of someone other than you, the person you interviewed, and can contain personal details they mentioned.

• Your browser reads the file and sends each line to us as yours or as the interviewee’s. Speaker names are not sent or stored. The words themselves are stored as they are, so remove names, companies and anything else that identifies someone before you upload.
• The transcript is stored in your account as a session, under the name you give it, together with its scorecard. It is sent to Anthropic to produce that scorecard. We use it for nothing else: we do not use it to train AI models and we do not share it with anyone other than the providers listed below.
• Before uploading you confirm that the person you interviewed agreed to the conversation being recorded and analysed. You are responsible for having that agreement and for the right to share the transcript.
• It is kept like your other sessions (see “How Long We Keep Your Data”). To have an uploaded transcript removed earlier, or if you are the person who was interviewed and want your words removed, write to info@productmicrobe.com.

Free interview grade (no account)

On the page for the free interview grade you can upload the transcript of an interview without creating an account. The same warning applies: the transcript contains the words of the person you interviewed.

• You give us your email address and the transcript. Your browser sends each line as the interviewer’s or the interviewee’s, without speaker names, as for an upload in your account.
• We store the transcript, the report and your email address, and send the transcript to Anthropic to write the report. We do not use it to train AI models. The report has its own link, which only you have unless you share it.
• A nightly job deletes the transcript and the report 30 days after the upload. To have them removed earlier, or if you are the person who was interviewed and want your words removed, write to the address under “Contact” below.
• Three days after the report we send you one email asking what you learned from it. You can unsubscribe in that email, and a purchase in the meantime stops it.
• Each email address can get two free reports, and each connection three attempts a day. For that limit we keep your IP address as a counter key for a day, and nowhere else.

Why We Collect It

We collect and use personal information to:

• provide and operate the Service’s core features (accounts, sessions, scoring);
• contact and communicate with you about your account;
• send you a short series of emails about getting started and using the Service, plus occasional product updates (you can unsubscribe from these at any time);
• process payments and manage credits;
• improve the Service through product analytics;
• comply with legal obligations and resolve disputes.

We do not use your data for unrelated purposes without additional consent.

Sub-processors and Third Parties

We disclose personal information to the following trusted service providers strictly to deliver the Service. International transfers (EEA → USA) are protected by Standard Contractual Clauses (SCCs) approved by the European Commission.

Paddle acts as an independent data controller for payment data they collect. We may also disclose information to courts, regulators, or law enforcement as required by law, or to a successor entity in a business transfer. We do not sell personal information to third parties.

How Long We Keep Your Data

We retain your data for as long as your account is active and as necessary to fulfil the purposes above. If you close your account, we delete or anonymise your data within 90 days unless we are required to retain it for legal or compliance purposes (e.g. VAT records for 7 years under Belgian law).

A transcript uploaded for the free interview grade, without an account, and its report are deleted 30 days after the upload.

When you close your account or otherwise ask us to stop marketing to you, we keep a minimal record of your email address, marked as unsubscribed, solely to make sure we never contact you again — no other data is retained for this purpose.

Records of your cookie choice (the time, a random id of your browser, what you agreed to, the version and full text of the banner you saw, and your account if you were signed in) are kept for five years after the choice, to be able to show consent. After that they become eligible for deletion.

Security

We protect personal information using commercially reasonable technical and organisational measures (encryption in transit and at rest, access controls, audit logging). No method of electronic transmission or storage is 100% secure; we cannot guarantee absolute security.

Children

The Service is not directed at children under 13. We do not knowingly collect personal information from children under 13.

Your GDPR Rights

As a resident of the EEA you have the right to:

• Access— request a copy of the personal information we hold about you;
• Rectification— ask us to correct inaccurate or incomplete data;
• Erasure(“right to be forgotten”) — ask us to delete your data, subject to legal retention obligations;
• Restriction— ask us to pause processing in certain circumstances;
• Portability— receive your data in a machine-readable format;
• Objection— object to processing based on legitimate interests;
• Withdrawal of consent— where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing.

To exercise any right, contact us at info@productmicrobe.com. We will respond within 30 days. You also have the right to lodge a complaint with the Belgian Data Protection Authority (Gegevensbeschermingsautoriteit): dataprotectionauthority.be.

Legal Bases for Processing

Data Controller

ProductMicrobe BV · Adolf Baeyensstraat 109, 9040 Sint-Amandsberg · Belgium
info@productmicrobe.com· +32 486 965 980

Cookies

We use cookies and similar technologies to operate the Service and, with your consent, to collect analytics data. Strictly necessary cookies (session authentication, your cookie choice) cannot be opted out of. Analytics cookies (PostHog and our own visitor cookies) are set only after you accept them, and you can change your choice at any time. See the Cookie Policy for the full list.

Changes to This Policy

We may update this policy to reflect changes in our practices or applicable law. We will post changes at this URL. If a change materially affects how we use your personal information, we will notify you by email or in-app notice before the change takes effect.

Contact

ProductMicrobe BV · Adolf Baeyensstraat 109, 9040 Sint-Amandsberg · Belgium
info@productmicrobe.com· +32 486 965 980