Privacy Policy

Your privacy is important to us. This Privacy Policy explains how Prohana collects, uses, and protects your personal information.

1. Information We Collect

Information You Provide

• Account Information: Name, email address, phone number, profile picture
• Connection Data: Information about your professional contacts
• Meeting Data: Meeting notes, transcripts, summaries, and recordings
• Voice Memos: Audio recordings and their transcriptions
• Calendar Data: Events from connected calendars (Google, Outlook)
• Payment Information: Billing details processed by Stripe

Information Collected Automatically

• Usage Data: How you interact with the Service, including pages viewed, features used, and actions taken (collected via PostHog analytics)
• Device Information: Browser type, operating system, device identifiers
• Log Data: IP address, access times, pages viewed
• Error Data: Application errors and diagnostic information to help us identify and fix issues (collected via Sentry, with email addresses automatically redacted)

2. How We Use Your Information

We use your information to:

• Provide and improve the Service
• Generate AI-powered meeting summaries and insights
• Send you notifications and reminders
• Process payments and manage subscriptions
• Respond to your requests and support inquiries
• Ensure security and prevent fraud
• Comply with legal obligations

3. AI Data Processing

Prohana uses artificial intelligence to enhance your experience. When you use AI features:

• Your meeting notes and transcripts are processed to generate summaries
• Voice memos are transcribed using speech recognition
• Relationship patterns are analyzed to provide insights
• Action items and follow-ups are automatically extracted

AI processing is performed by OpenAI. Data sent to OpenAI is not used to train their models. You can learn more on our AI Processing page.

4. Data Sharing

We share your information with:

• Service Providers: Companies that help us operate the Service (see our Third-Party Services list)
• Analytics Providers: We use PostHog to understand how users interact with the Service, including which features are used and where users encounter difficulties. We use Sentry to detect and diagnose application errors. These services receive pseudonymized usage data tied to your account. We do not use analytics data for advertising.
• Legal Requirements: When required by law or to protect rights
• Business Transfers: In connection with a merger or acquisition

We do not sell your personal data. We do not share your data for third-party advertising purposes.

5. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. You can request deletion of your data at any time. Some data may be retained for legal compliance purposes.

6. Your Rights

Depending on your location, you may have the right to:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate data
• Deletion: Request deletion of your data
• Portability: Export your data in a portable format
• Opt-out: Opt out of certain data processing
• Withdraw Consent: Withdraw consent for optional processing

To exercise these rights, visit your Privacy Settings or submit a Privacy Request.

7. California Privacy Rights (CCPA/CPRA)

California residents have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including:

• Right to know what personal information is collected
• Right to delete personal information
• Right to opt-out of sale or sharing of personal information
• Right to non-discrimination for exercising privacy rights
• Right to correct inaccurate personal information
• Right to limit use of sensitive personal information

8. Global Privacy Control (GPC)

We honor Global Privacy Control (GPC) signals. If your browser sends a GPC signal, we will automatically opt you out of data sharing for targeted advertising (though we do not engage in such sharing) and disable analytics tracking.

9. Data Security

We implement appropriate technical and organizational measures to protect your data, including:

• Encryption of data in transit and at rest
• Regular security assessments
• Access controls and authentication
• Employee training on data protection

10. International Transfers

Your data may be transferred to and processed in the United States. We ensure appropriate safeguards are in place for international transfers in compliance with applicable data protection laws.

11. Children's Privacy

Prohana is not intended for users under 18 years of age. We do not knowingly collect personal information from children.

12. Changes to This Policy

We may update this Privacy Policy periodically. We will notify you of material changes by email or through the Service. The "Version" number and effective date at the top indicate when the policy was last updated.

13. Contact Us

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

Email: privacy@prohana.ai
Privacy Request: Submit a Request
Address: Prohana, Inc., 123 Main Street, Wilmington, DE 19801