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Privacy Policy

Last updated: 3 August 2026

1. Introduction

This Privacy Policy explains how GhostAnswer collects, uses, discloses and protects personal data when you use the GhostAnswer website, desktop application and related services (together, the “Service”).

The controller of the personal data described in this Policy is GhostAnswer LLC, Mussafah Industrial Area, Plot 13, M-44, Abu Dhabi, United Arab Emirates (“GhostAnswer”, “we”, “us”). You can reach us at any time at hi@ghostanswer.ai.

By creating an account or otherwise using the Service, you confirm that you have read this Policy. If you do not agree with it, please do not use the Service.

2. Information we collect

We collect the following categories of personal data:

  • Account data: your email address, the identifier returned by Google or GitHub if you sign in with them, and any profile details you choose to provide.
  • Interview audio: the audio stream captured while a session is running, processed in real time so that the Service can recognise spoken questions and generate suggested answers.
  • Transcripts and generated content: text transcribed from the audio stream, the suggestions produced in response, and any text you type into the Service.
  • Billing data: your plan, billing period, transaction identifiers and payment status. Card details are entered directly with our payment provider and are never stored on our servers.
  • Technical data: IP address, device and browser type, operating system, application version, language settings and event logs describing how the Service is used.

3. How we use your information

We use personal data for the following purposes:

  • Providing the Service, including real-time speech recognition and AI-generated answer suggestions.
  • Creating and managing your account, authenticating you and keeping sessions secure.
  • Processing subscriptions, payments, renewals, cancellations and refunds.
  • Providing customer support and responding to your requests.
  • Maintaining, troubleshooting and improving the Service, including aggregated and de-identified analytics.
  • Detecting and preventing fraud and abuse, enforcing our Terms of Service and complying with legal obligations.
  • Sending service messages and, where you have opted in, product news and other marketing email.

4. Legal bases for processing

If you are located in the European Economic Area, the United Kingdom or Switzerland, we rely on the following legal bases under Article 6 of the GDPR:

  • Performance of a contract: processing account, session, transcript and billing data so that we can deliver the Service you signed up for.
  • Legitimate interests: keeping the Service secure, preventing abuse, and analysing aggregated usage to improve the product, where those interests are not overridden by your rights and freedoms.
  • Consent: capturing microphone and system audio, sending marketing email, and setting non-essential cookies. You can withdraw consent at any time, without affecting processing carried out before the withdrawal.
  • Legal obligation: keeping accounting and tax records and responding to lawful requests from public authorities.

Where we rely on legitimate interests, you can object to the processing as described in the section on your privacy rights.

5. Audio, transcripts and session data

Audio is the most sensitive category of data the Service handles, and we deliberately limit how it is processed:

  • Audio is captured only while a session is active, and only after you have granted microphone or system-audio permission.
  • The audio stream is transmitted over encrypted connections and processed in real time by our speech recognition provider.
  • We do not store the audio after a session ends. The stream is discarded once it has been transcribed.
  • Transcripts and generated suggestions may be kept in your account history so that you can review past sessions, and you can delete them at any time.
  • We do not use your audio, transcripts or generated suggestions to train publicly available AI models.

You remain responsible for ensuring that capturing and processing a conversation through the Service is lawful in your jurisdiction and permitted by the rules that apply to you.

6. Service providers and disclosures

We do not sell your personal data. We share it only with the categories of recipients set out below, each of which acts under a contract that limits their use of the data to providing services to us:

  • Speech recognition provider: receives the audio stream in order to return a real-time transcript.
  • Large language model provider: receives transcript text and session context in order to generate answer suggestions.
  • Payment provider: receives the data needed to process your payment, including the card details you enter on its own payment page.
  • Email delivery provider: receives your email address in order to deliver account, transactional and, where applicable, marketing messages.
  • Hosting, infrastructure and analytics providers: process data on our behalf to operate, secure and measure the Service.

We may also disclose personal data where required by law, court order or a lawful request from a public authority; to establish, exercise or defend legal claims; or in connection with a merger, acquisition or sale of assets, in which case we will notify you before your data becomes subject to a different privacy policy.

7. How long we keep your data

We keep personal data only for as long as it is needed for the purposes described in this Policy:

  • Interview audio: not retained after the session ends.
  • Transcripts and session history: kept while your account is active, and deleted on request or when the account is deleted.
  • Account data: kept while your account is active and for a limited period afterwards to resolve disputes and prevent abuse.
  • Billing records: kept for the period required by the accounting and tax law that applies to us.
  • Technical logs: kept for a short rolling period for security and troubleshooting, then deleted or de-identified.

Aggregated or de-identified data that can no longer be linked to you may be kept without a fixed time limit.

8. International data transfers

The Service is operated using infrastructure and providers that may be located outside your country, including in the United States. Where we transfer personal data out of the European Economic Area, the United Kingdom or Switzerland, we rely on an adequacy decision of the European Commission or on the Standard Contractual Clauses, together with additional technical and organisational safeguards where they are appropriate.

You can request information about the transfer safeguards we rely on by writing to hi@ghostanswer.ai.

9. Security

We apply technical and organisational measures designed to protect personal data against unauthorised access, loss and misuse:

  • Encryption of data in transit and at rest.
  • Access to personal data limited to staff and providers who need it for their role.
  • Logging and monitoring of access to production systems.
  • Regular review of our security practices and of the providers we rely on.

No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If we become aware of a personal data breach that is likely to result in a risk to your rights, we will notify you and the competent supervisory authority as required by law.

10. Your privacy rights

Subject to applicable law, and in particular if you are located in the European Economic Area, the United Kingdom or Switzerland, you have the right to:

  • Access the personal data we hold about you and receive information about how it is processed.
  • Have inaccurate or incomplete personal data corrected.
  • Have your personal data erased, subject to records we are legally required to keep.
  • Restrict processing in the circumstances set out in the GDPR.
  • Object to processing that is based on our legitimate interests, including direct marketing.
  • Receive the personal data you provided in a structured, commonly used, machine-readable format and have it transmitted to another controller.
  • Withdraw consent at any time, without affecting the lawfulness of processing carried out before the withdrawal.
  • Lodge a complaint with the data protection supervisory authority of your country of residence, your place of work, or the place of the alleged infringement.

To exercise any of these rights, write to us at hi@ghostanswer.ai

We respond to requests within one month. For complex requests we may extend that period by up to two further months and will tell you if we do. We may ask for information needed to verify your identity before we act on a request.

11. Notice to California residents

This section applies to residents of California and supplements the rest of this Policy. In the preceding twelve months we collected the categories of personal information listed in the section on the information we collect, for the business purposes described in this Policy, and disclosed them to the categories of service providers listed above. Under the California Consumer Privacy Act, as amended, you have:

  • The right to know what personal information we collect, use, disclose and share, and the categories of sources and recipients involved.
  • The right to request deletion of personal information collected from you, subject to legal exceptions.
  • The right to request correction of inaccurate personal information.
  • The right to opt out of the sale or sharing of personal information.
  • The right to limit the use and disclosure of sensitive personal information.
  • The right not to receive discriminatory treatment for exercising any of these rights.

We do not sell personal information and we do not share it for cross-context behavioural advertising, as those terms are defined by the CCPA. If that ever changes, we will update this Policy and provide a “Do Not Sell or Share My Personal Information” control before any such disclosure takes place.

To exercise your California rights, or to submit a request through an authorised agent, write to hi@ghostanswer.ai. We will verify your request using the account information we already hold.

12. Cookies and analytics

We use cookies and similar technologies that are strictly necessary to operate the Service, such as keeping you signed in and protecting the site against abuse. Where your consent is required, we also use analytics cookies to understand how the Service is used so that we can improve it.

You can manage or delete cookies in your browser settings. Blocking strictly necessary cookies may stop parts of the Service from working.

13. Children

The Service is not directed to children and is not intended for anyone under the age of 16. We do not knowingly collect personal data from children. If you believe a child has provided us with personal data, write to hi@ghostanswer.ai and we will delete it.

14. Changes to this Policy

We may update this Policy from time to time. The current version is always published on this page together with the date it was last updated. If a change materially affects how we handle your personal data, we will notify you through the Service or by email before it takes effect.

15. How to contact us

For any question about this Policy, or to make a request about your personal data, write to us at hi@ghostanswer.ai

Postal address: GhostAnswer LLC, Mussafah Industrial Area, Plot 13, M-44, Abu Dhabi, United Arab Emirates. If we appoint a data protection officer or an EU or UK representative, their contact details will be published in this section.

If you are located in the European Economic Area or the United Kingdom, you also have the right to contact your local data protection supervisory authority directly.