Heard for Meetings Privacy Notice
The full text, exactly as published.
Effective October 18, 2026.
Version 1.3, effective on the date shown on this page; version 1.2 took effect October 16, 2026, version 1.1 on October 14, 2026, and version 1.0 on October 11, 2026. Version 1.3 says that Heard is for work, school and training calls; on a team whose organization's agreement with us provides for it, makes the reports on the team's seats the team's records, which its administrators and the viewers it names see and only an administrator can delete (see "Team records" under "Who sees your reports"); and adds the requests anyone can send us through Contact us in Heard's Help pages. It applies to new accounts from the date it takes effect. If you had an account before then, we email you about version 1.3 before it applies to you, with the notice of Terms of Service 1.3, and it applies to you when those terms do: on the 30th day after that notice, or when you accept them at sign-in, if that comes first. Each version applies to you this way, counted from its own notice: if version 1.2 applies to you first, version 1.3 follows on its own day; if version 1.2 still has not applied to you on the day version 1.3 does, you move straight to version 1.3 on that day. A report made before you acknowledge a team's rule keeps the rules it was made under. What this version says about requests sent to us applies to everyone from the date it takes effect. This notice covers the Heard for Meetings web app at app.cdlab.io. The Heard iPhone app has its own privacy policy and works differently.
Who we are. The Heard for Meetings service ("Heard") is run by SoHo Creative LLC, a New Hampshire limited liability company doing business as Heard for Meetings™ ("Heard for Meetings," "we"). Questions or requests: privacy@cdlab.io, or Contact us in Heard's Help pages.
The short version.
- Heard is for work, school and training calls. It records a call only when one of its users sends it (or we send it at their request), and starts only once that user is on the call. It is built to keep recording if the user steps out and, if the user leaves for good, to score only the call up to when it last saw them. It announces itself in the meeting chat as it joins (where the platform allows) and out loud when recording starts and when someone joins.
- AI analyzes the conversation to score how that user listened. When Heard can't tell which speaker is that user, it asks them, and our terms forbid them to choose anyone else. The report goes to that user and to the viewers the user adds or accepts, or, on a team whose reports are its records, to the team's administrators and the viewers it names; no one else on the call is rated. Heard also shows each user how their listening changes across their reports; from the third report made under version 1.2 or a later version, an AI model can write a short read of that progress from the reports themselves, with quoted passages removed. On a team an organization pays for, where its agreement with us provides for it, its administrators are the user's viewers by default unless they step back, and the viewers it names see a page that ranks members by their recent listening scores; the user sees and accepts every name first or, where the team's reports are its records, acknowledges that rule first.
- We delete the recording and transcript as soon as the report is made, within 24 hours at most. We never use anything said on a call to train AI.
- We don't sell personal information or use it for advertising.
- If you write to us through Contact us, our team reads your request in Heard, and we delete it 12 months later.
What we collect
| Whose | What | Why | Where it is kept, and for how long |
|---|---|---|---|
| Users | Name and email address | Your account, sign-in, and the bot's name | Our database, until you delete your account; your email address also stays with your acceptance of the terms, below |
| Users | Each meeting's link, platform, time, status and outcome | To send the bot and show you what happened | Our database, until you delete the meeting or your account |
| Users | Your reports: scores, counts, ratings, a short summary and a few quotes from the call, the report file, any note you add to a report, and, for reports made on or after the date version 1.2 took effect, the call's length and how many words you spoke; on a team whose reports are its records, any mark that you said a report was not you | To give you your report and your progress, show them, with your note, to your viewers, and, on a team, build the Team listening page and keep the team's records | Our database, until you delete them, close your account, or 12 months pass; a report that is a team's records stays with the team, with your name as it showed, until an administrator deletes it, 12 months pass, or the team is marked a school or training program (see "Team records"), even after you leave the team or close your account |
| Users | Your progress note: a short read of your progress written by an AI model, and which reports it was written from | To show you, and each viewer who can see every report it was written from, how your listening is changing | Our database, until any report it was written from is deleted, and deleted with it |
| Users | The meeting IDs and display names you confirmed as yours | To tell which speaker is you on later calls | Our database, until you forget them in Settings or delete your account |
| Users | Your acceptance of the terms, with your email address and the time | To show what you agreed to | Our database, while your account exists and 3 years after |
| Users | Hashed sign-in and session tokens; operational logs | Security and running the service | Database: until they expire. Server logs record errors and timings, not what was said, and our host Railway keeps them 30 days |
| Users with a seat | Your team, your role, your seat, and a count of the reports used against the team's allowance for the year or month | To run your organization's subscription | Our database. Your team role and seat end when you leave the team or delete your account; the count of reports used stays as the team's record, and loses your name when you delete your account |
| People who buy seats | Name and email; what you bought, seat counts, renewal dates, invoices and payment status. Your card and billing address go to Stripe and are never kept in our database | To sell and bill your plan, send receipts, confirmations and renewal reminders, and keep tax and accounting records | Stripe, under its own privacy policy (your card and billing address, and its own records of your payments); our database (the rest): billing records for 7 years after the plan ends, for tax and accounting |
| People invited to a team | Email address, role, and when each invitation was sent | To offer the seat | Until the invitation is accepted or cancelled. Records of invitation emails sent: 30 days |
| People who leave, decline, or are removed from a team | Email address and the reason | So the team's seat is not offered to you again unless its administrator invites you | Until the team invites you again or is closed |
| Users with a seat on a team that names viewers | The viewer list you accepted (the viewers' email addresses) and when you accepted it | To show that you were told who would see your reports, and agreed, before your calls on that seat | Our database, while your account exists and 3 years after, like your acceptance of the terms |
| Users on a team whose reports are its records | Your acknowledgment of the team's rule: which words you saw, when you acknowledged them, and your email address | To show that you were told who sees your reports, and agreed, before your calls on that team's seats | Our database, while your account exists and 3 years after, like your acceptance of the terms |
| Viewers | Email address and name; who made you a viewer (the user, or the user's team) and which of the user's reports you may see | To let you sign in and see the reports shared with you, email you when one is ready, and show the user who sees their reports | Our database, while you are a viewer; the access log, below, keeps your email address with each entry for its 3 years, and each viewer list a member accepted that names you keeps it while that member's account exists and 3 years after. If you sign in, your account is kept like any user's (rows above) |
| Users and their viewers | An access log: each viewer added, named, changed or removed, each viewer list a member accepts, each report sent or withdrawn, and each report an administrator deletes, with its time | To show who could see each report, and when | Our database, 3 years, including after a user deletes their account; nothing said is in it |
| Everyone on a call Heard joins | Audio of the call, what is said, display names, platform participant IDs, join and leave times, and chat messages | To make the user's report; to see "Heard leave" in the chat | At Recall.ai, deleted as soon as the report is made or refused, and within 24 hours at most. Our server reads chat messages as they arrive only to catch "Heard leave" and keeps none of their text. It holds display names and IDs during the call and removes them within 24 hours after it |
| Everyone on a call Heard joins | The transcript | To score the user's listening, and, when Heard asks the user which speaker is them, to show the user a few lines from each speaker | Never stored by us: read from Recall.ai inside a scoring job, or by the user's meeting page while that question is open, and deleted at Recall.ai with the recording, 24 hours at most; at Anthropic as described below |
| Everyone on a call Heard joins | A short summary and a few quotes inside the user's report | The report shows the user, and the user's viewers, what the user did. For reports made after version 1.2 applies to the user, the report's coaching sections, with every passage in double quotation marks removed, are also sent to Anthropic to write the user's progress note; those sections can name people and describe, in the report's own words, what they said and did | With the user's report (row above) |
| Everyone on a call Heard joins | A notice log: when Heard was sent, when its notices were posted and played, when recording started, and who joined and left, by display name | To show that everyone was told | Our database, 3 years, including after a user deletes their account; nothing said is in it |
| Anyone who writes to us through Contact us | Email address, topic and message; if you are signed in, your account and, if you pick one, which of your meetings it is about; the page you came from (its path only), the app's version, the time, and your browser's description of itself | To answer you and fix what went wrong | Our database, where our team reads it in Heard: deleted 12 months after you send it, and "Delete my data" removes yours at once. The email that tells our team a request arrived carries only its reference, topic and time, unless we choose to email requests in full; then it also carries the request and your email address to our team's mailbox (Mailgun and Google, below), where it is deleted on the same 12-month schedule. We answer by email (Resend, below), and a reply you send reaches our team's mailbox. To stop abuse of the form, we count requests by network address and by email address for no more than a day, and we keep no network address with a request. If we pass your request to an organization (see "Your choices"), we keep a record of each step (what we did, the team, the request's reference, any meeting it concerned, and when), with no message text and no email address, for 3 years, like the access log, even after "Delete my data" |
We don't collect payment card numbers, government IDs or precise location. We don't use voice to identify anyone: Heard tells speakers apart by the meeting platform's participant IDs and display names, never by the sound of a voice, and we don't create voiceprints. We don't record video. Heard uses only its own cookies, to keep you signed in; there are no analytics or advertising cookies and no third-party scripts.
How we use it
Only to provide Heard: send the bot, announce it, make and show reports, show each user their progress and write their progress note, show viewers what they may see, including the Team listening page, keep a team's records for it, act on "Heard leave," sell and bill plans and extra reports, send sign-in links, receipts, renewal reminders and short notices, answer what people send us, keep the service secure, fix problems, and comply with law. We don't use anything said on a call to train or improve any AI model, or to advertise. We rate only the user who sent Heard, keep each user's reports together only to show that user their progress, to write that user's progress note, to show both to their viewers and, on a team, to show the Team listening page, and combine nothing from a call or a report with information from anywhere else. No one at Heard for Meetings reads a report, a progress note or anything said on a call, unless a user or their organization makes someone at Heard for Meetings their viewer, who then sees only what any viewer sees, or unless a user gives their own numbers to a study Heard for Meetings runs, under that study's consent form, and then only what the user gives it; apart from that, Heard has no screen or tool for it, and the database that holds reports is open only to our owner, to run and repair the service. A user can choose to share a report with us for support, and we read what people send us through Contact us, to answer it.
AI scoring
After a call, the transcript is sent to Anthropic's API. Before it leaves our server, each speaker's last name is shortened to an initial; names spoken during the conversation are not changed. Software counts the user's share of the talking, turns and questions. A Claude model counts the user's reflections and other responses and rates their listening, for example on empathy, against written anchors. The model reads the whole conversation as context, but it rates and describes only the user, and the report describes other people only through their own words. Anthropic processes the transcript for us under terms that bar it from training models on it. Anthropic deletes it within 30 days, or keeps it for up to 2 years if its automated safety systems flag it as breaking Anthropic's usage policy. AI can be wrong; reports say so.
Progress notes. Once a user has three reports made after the Terms of Service 1.2 apply to them, Heard can ask Anthropic's API to write a short read of how the user's listening is changing. It sends, from those reports and no others, each report's date and numbers (scores, counts, ratings and the call's length), the changes Heard computed from them, and each report's three coaching sections (a strength, a growth edge and an experiment) with every passage in double quotation marks removed; those sections can name people and describe, in the report's own words, what they said and did. Nothing else is sent: no email address, meeting link, transcript, note the user added, summary or other part of the report. A Claude model writes the note; before keeping it, Heard rejects a note that has double quotation marks or a digit that was not in what Heard sent, which catches some mistakes but not all. AI can be wrong. Anthropic handles it as it handles the scoring: under terms that bar training, stored in the United States though the writing can run in other countries where Anthropic operates, deleted within 30 days, or kept up to 2 years if its safety systems flag it.
Who sees your reports
You see your reports and your progress, and your viewers see what this section describes. No one else sees them through Heard.
- Viewers you add. In Settings, "Who sees my reports," you can add a viewer by email and choose whether they see every report (the ones you already have and later ones, for as long as that choice stands) or only the reports you send them. You can remove a viewer, or stop sharing a report, at any time, and their access ends at once. On a seat your organization pays for, you can add only people with an email address at its own domains, unless its administrator allows outside viewers.
- Viewers your team names. If you hold a seat on a team, its administrators can name viewers for the whole team or for you, and, where your organization's agreement with us provides for it, the administrators are themselves your viewers by default unless they step back (on a school's team, those with an email address at the school's own domains). A team of one, a seat you bought for yourself, has no viewer you did not add. Before your first call on that seat, Heard shows you all of their names, and you cannot send Heard until you accept them. If the list changes, we email you, and you accept it again before your next call. They see only reports made on that team's seat after you accepted. You cannot remove them. If you leave the team, they do not see reports you make afterward, but they keep the reports made on its seat before you left until those are deleted or age out; the list you accept says so. Where the team's reports are its records, this works as "Team records" below says.
- The Team listening page. Where your organization's agreement with us provides for it, each viewer it names for you, whether for you alone, for you and others, or for the whole team, as its administrators are by default, also sees a Team listening page listing the members they are named for: how many of each member's reports that viewer can see, in all and in the last 30 days, and the date of their last report, and, for each member with at least three such reports, the average Listening Score of the last three, ranked highest first, with each one's trend and recent share of the talking, open questions, empathy and partnership. Where a team's reports are its records, a report its member marked "That wasn't me" is left out of these numbers, and out of the member's progress, until an administrator keeps it, and the page shows the mark. A ranked member may carry a "Worth a check-in" tag: a clear downward trend, or a recent Listening Score at least 8 points below the median on the page. Being a member does not let anyone see another member's numbers; only that member's viewers see them. You appear on it only after you accept a viewer list that says so or, where the team's reports are its records, acknowledge that rule, and you can see your row on each such page, with any tag and who sees it, on your progress page. It is for choosing whom to coach next, and on what.
- Team records. Where your organization's agreement with us provides for it, and not on a seat a school or training program pays for, the reports you make on a team's seats are the team's records once these terms apply to you. Before your first call under this rule, and again whenever the version of it that fits you changes (when the team grows from one member or shrinks to one, or you become or stop being one of its administrators) or you rejoin the team, Heard shows it to you, and you acknowledge it. From then on, the team's administrators (unless they step back) and every viewer the team names, now or later, see every report you make on its seats, with your progress, your progress note and the Team listening page built from them; we email you when a viewer is added or removed, and you do not accept the list again. You cannot delete those reports unless you are one of the team's administrators; an administrator can, and we email you when one deletes a report of yours, unless it was you. "That wasn't me" marks a report as one you say was not you, for you and every viewer, and tells the team's administrators, who delete it or keep it; we email you if they keep it. If you leave the team, are removed, or delete your data, those reports stay with the team, with your name as it showed, until an administrator deletes them, they are 12 months old, or the team is marked a school or training program. A report you made before you acknowledged keeps the rules it was made under. If the team is marked a school or training program, the rule ends on its seats, and every report made on them follows the rules that apply without it: you can delete yours, and you accept a viewer list before your next call. The reports left with the team by members whose accounts no longer exist are deleted then; an administrator who marks the team is told first how many. If you bought your seat for yourself, you are your team's administrator and can delete any of your reports.
A viewer sees a report only once it exists, after "Which one is you?" settles, and never before you can see it. No viewer sees a report of a call sent before version 1.1 took effect, because this notice then told everyone on the call that only the user would get the report. They see the same report page and PDF you see, including the report's short summary and few quotes from the call and any note you add, headed with who shared it; your progress page, built from the reports they can see; and your progress note when every report it was written from is one they can see (a viewer your organization names sees your progress page and note only once its agreement with us provides for the Team listening page); and never the recording, the transcript or the meeting chat. "That wasn't me" withdraws a report from every viewer, and a report that is deleted (by you, when you close your account, or after 12 months) is gone for them too; for a team's records, "That wasn't me" marks the report instead, and a report goes when an administrator deletes it, after 12 months, or, if its member's account no longer exists, when the team is marked a school or training program. Each of your reports shows who it is shared with. Viewers need no seat and cannot send Heard. We email a viewer when a report becomes visible to them, at most once an hour, with a sign-in link and never a score or anything said, and we email you when someone is added as your viewer. A team's administrator sees a member's reports only as that member's viewer, which administrators are by default where the organization's agreement with us provides for it. We log each viewer added, named, changed or removed, each list a member accepts, each report sent or withdrawn, and each report an administrator deletes, with its time, and keep that log 3 years.
Who processes data for us
| Vendor | What it does for Heard | Where | How long it keeps call data |
|---|---|---|---|
| Recall.ai (Hyperdoc Inc.) | Runs the meeting bot; records and transcribes the call with its own transcription | United States (Recall.ai's US West region; transcription in Oregon) | Recording and transcript: deleted when the report is made or refused, 24 hours at most. Recall.ai's service records hold the meeting link, join time and bot settings but nothing said: the meeting link is removed 14 days after the call, and service logs are kept up to 90 days, some by providers in the European Union |
| Anthropic | AI scoring of the transcript, and writing each user's progress note from their reports, with quoted passages removed | Stored in the United States; the scoring and the writing can run in other countries where Anthropic operates | Up to 30 days; up to 2 years if flagged by its safety systems |
| Railway | Hosts the app and its database | United States (California) | Holds no recordings or transcripts; reports as above; server logs 30 days |
| Resend | Sends sign-in links, short notices that a report is ready (never a score or anything said), our answers to what people send through Contact us, and the emails that tell our team a request or an alert has arrived | United States | Email data, 30 days; no open or click tracking |
| Stripe | Takes payments for seats bought online, holds the card, sends receipts, and runs the billing page where a buyer changes seats or cancels | United States | Billing and payment records, under Stripe's own policy; never call content |
| Anchor | Invoices organizations that buy seats by invoice and collects those payments | United States | Billing contacts and payment records, under Anchor's own policy; never call content |
| Mailgun | Receives email sent to our cdlab.io addresses, including replies to our answers, our service's alerts to our team (a meeting ID, a state and a time, or a count of requests; never anything said) and, when we email requests in full, the requests sent through Contact us, and passes it to our team's mailbox | United States | Under Mailgun's own policy; never a recording, transcript or report from Heard |
| Google (Google Workspace) | Hosts our team's mailbox, where that email arrives | The United States and other countries where Google keeps data | Requests sent through Contact us, and replies to our answers: deleted 12 months after they arrive; our service's alerts hold only a meeting ID, a state and a time, or a count of requests; never a recording, transcript or report from Heard |
The meeting platform you use (Zoom, Google Meet, Microsoft Teams or Webex) handles the call itself under its own privacy policy.
We share personal information only with these vendors, with the viewers a user adds or accepts, or a team names for its records (see "Who sees your reports"), as the law requires, to protect people or the service, or with a buyer of our business who agrees to this notice. We do not sell or share personal information for cross-context behavioral advertising, as those terms are used in state privacy laws. Heard does not track you across other websites, so it has nothing to change when your browser sends a "Do Not Track" signal.
If you were on a call where Heard was used
You will see "Heard (recording for" and the user's first name in the participant list. Heard posts a notice in the chat as it joins (where the platform allows) and speaks one when it starts recording. If you'd rather not be recorded, tell the person who brought Heard, or type "Heard leave" in the meeting chat; Heard leaves at once, the recording is deleted, and nothing from the call is scored. If you think Heard recorded you without notice, write to privacy@cdlab.io, or use Contact us, with the date, time and platform of the call and the name in the bot's title. We will find the meeting, delete whatever of it we still hold, including the user's report where the law or our terms require it, and tell you what we did.
Your choices
- Users: "Delete my data" in Settings removes your account, meetings, reports (except reports that are a team's records, which stay with the team), progress notes, saved speaker IDs, team memberships and the requests you sent through Contact us at once, and asks Recall.ai to delete any recording it still holds; it tells you, before you confirm, which reports stay with which team. The notice log stays for its 3 years, because it shows that everyone on your calls was told, and so does the record that you accepted the terms, with your email address, because it shows what you agreed to. The access log, any viewer list you accepted and any team's rule you acknowledged stay for their 3 years too, because they show who could see your reports. So does the record of the steps we took on any request of yours we passed to an organization, with no message text and no email address.
- Users, for studies: your progress page lets you download your own numbers as a file: for each report, its date, platform, call length and your word count where Heard kept them, the method and model, and its scores, counts and ratings; never anything said, a name, a meeting link or a note. If you give it to a study, including one Heard for Meetings runs, the study's own consent form governs that use; Heard itself shares nothing with any study.
- Anyone: you can ask us for a copy of your personal information, a correction, or deletion, at privacy@cdlab.io or through Contact us. We answer within 30 days. We won't treat you differently for asking. A report that is a team's records belongs to the team's organization: when you send a request to correct or delete one through Contact us while signed in to Heard, we pass it to the organization, which decides it under the law that applies to it, we act on its instruction, and we tell you we passed it on; a request sent another way, we answer and ask you to send it that way or to ask the organization.
Children
Heard is for adults in the United States. Users must be 18 or older, and our terms forbid sending Heard to calls with anyone under 18. If we learn that we hold a child's information, we delete it.
Health information
Heard is not for calls about patients' or members' health. Our terms forbid using it where protected health information is discussed unless a business associate agreement covers it, and we offer none today.
Security
Connections use encryption (HTTPS). Sign-in links work once, for 15 minutes, and we store only hashes of sign-in and session tokens. Access to our systems is limited to our owner. No system is perfectly secure; if a breach affects your information, we will tell you as the law requires.
Where data is processed
Heard is run from the United States and stores call content in the United States. Anthropic, which scores the transcript and writes progress notes, stores what it receives in the United States, but the scoring and the writing can run in other countries where Anthropic operates, as Anthropic chooses for speed and availability. Some of Recall.ai's service logs, which hold meeting links and timing but nothing said, are kept by providers in the European Union. Email sent to our addresses, including replies to our answers and any request we email in full, reaches our team's mailbox at Google, which can keep it outside the United States. If you join a call from another country, your information is processed in the United States, except that the scoring, and the writing of a user's progress note, can run elsewhere, as described here.
Employers
If your employer gives you Heard, your employer can see your reports and your progress only through viewers: its Heard administrators, who are your viewers by default where your employer's agreement with us provides for it, unless they step back, and the others it names for your seat, all of whose names Heard shows you, and you accept, before your first call on that seat (where your reports are its team's records, you acknowledge that rule instead, as below); and anyone at your employer you add yourself. Where your employer's agreement with us provides for it, the viewers your employer names for you also see your progress and the Team listening page (see "Who sees your reports"). Your employer cannot see your calls, their recordings or transcripts, or the meeting chat through Heard. Its Heard administrators also see your name or email address, whether you hold a seat, whether you are an administrator, and how many reports you have used this contract year, or this month on a monthly plan. Our agreement with your employer lets it use your reports, your progress and the Team listening page only to coach, train or supervise you, including choosing whom to coach next and on what, and forbids using Heard, or anything from it, in any decision about your hiring, pay, promotion, selection for a training program or other training opportunity, discipline, termination, scheduling, work assignments or performance ratings, or any other term or condition of your employment (choosing whom to coach is not one of these), except that if your employer requires you to use Heard, it may treat whether you used your seat as required like completion of any other required training; nothing inside your reports (scores, ratings, counts, quotes or summaries) may ever be a factor in such a decision. If your employer's agreement with us does not yet provide for the Team listening page, it does not allow choosing whom to coach from your reports: that agreement bars using your reports to choose who gets training or coaching. Where your employer's agreement with us makes your reports its team's records (see "Team records" above), its Heard administrators, unless they step back, and every viewer it names, now or later, see every report you make on its seats from the day you acknowledge that rule in Heard; you acknowledge the rule instead of a list of names; only an administrator can delete those reports; and they stay with your employer's team, for up to 12 months, if you leave or close your account. Our agreement with your employer bars using them, or anything from them, in any decision about your employment, as it bars for every report.
Schools
If a school subject to the Family Educational Rights and Privacy Act (FERPA) pays for a student's seat, we keep the student's reports for the school as a school official under 34 CFR 99.31(a)(1)(i)(B), use them only to provide Heard to the student and the student's viewers, and help the school answer a student's request to inspect or amend them. If the school declines to amend a report and asks us to, we keep the student's statement with that report for as long as the report is kept and show it whenever the report is shown; the student can still withdraw or delete the report. A supervisor outside the school, such as a site supervisor at a placement, sees a student's reports only when the student shares them. The school's administrators named as viewers by default, like anyone else the school names, must be people the school has found to have a legitimate educational interest in the student, and a student's progress page, the student's place on the Team listening page, any tag on it, and the student's progress note are never a grade, any part of one, or an input to a summative evaluation. On a school's seat, the step where a student adds a viewer names the records ("my Heard reports, progress page and progress note"), the viewer, and the purpose, in fixed words: "supervision and feedback on my counseling or communication practice." The team-records rule does not apply on a seat a school or training program pays for.
Changes
We will post changes here with a new effective date, and email users before a change that reduces their rights takes effect.