Legal
Privacy Policy
Last updated: May 1, 2026
This Privacy Policy describes how Ready on Record LLC, a Virginia limited liability company (“we,” “us,” or “our”), collects, uses, and shares information when you use Ready on Record (“the service”). By using Ready on Record, you agree to the practices described in this policy.
If you are located in the European Economic Area (EEA) or the United Kingdom, additional provisions apply to you under the GDPR and UK GDPR. These are identified throughout this policy.
1. Data Controller
The data controller for personal data processed through Ready on Record is:
Ready on Record LLC
8401 Mayland Dr Ste A, Richmond, VA 23294
support@readyonrecord.com
2. What We Collect
2.1 Account Information
When you create an account, we collect your name and email address. Account creation and authentication are handled by Clerk. We do not store your password.
2.2 Session Data
When you complete a practice session, we store:
- The question you were assigned (category, prompt text)
- A text transcript of your spoken response, generated by Groq Whisper from the audio portion of your recording
- AI-generated feedback scores and narrative, produced by Anthropic Claude from your transcript
- Session status and timestamps
- Your session history and credit usage (for billing enforcement)
2.3 What We Do NOT Collect
We never receive or store your video recording. Video is recorded entirely within your browser using the MediaRecorder API. Only the audio track is extracted client-side and sent to our transcription service. The video file exists only on your device until you download or delete it.
2.4 Payment Information
Payment details (card number, billing address) are collected and processed directly by Stripe. We never see or store your full payment credentials. We retain a record of your Stripe customer ID, plan type, and subscription status for billing enforcement.
2.5 Usage and Technical Data
We collect standard server logs including IP address, browser type, pages visited, and timestamps. We use Sentry for error monitoring, which captures technical error data including your user identifier when an error occurs. We use Vercel Analytics and Vercel Speed Insights for aggregate performance monitoring.
With your consent, we use PostHogto collect product usage events (such as session started, feedback viewed) linked to your user ID. PostHog is only initialised after you explicitly accept analytics in the consent banner. You may withdraw consent at any time by clearing your browser's local storage or contacting us.
3. How We Use Your Data
| Data | Purpose | Lawful Basis (GDPR) |
|---|---|---|
| Name, email | Account creation, service communications | Contract performance |
| Audio (transient) | Generate transcript via Whisper | Contract performance |
| Transcript | Generate AI feedback via Claude | Contract performance |
| Feedback scores | Display to you; retained in session history | Contract performance |
| Session history | Display past sessions; enforce session limits | Contract performance |
| Payment records | Billing enforcement; plan access control | Contract performance; legal obligation |
| Error/log data | Diagnosing technical issues | Legitimate interests |
| Analytics data | Product usage events (session started, feedback viewed, etc.) linked to your user ID | Consent |
We do not use your transcripts, responses, or feedback to train AI models. We do not sell your personal data to third parties.
4. Third-Party Processors
The following third-party services process your data as part of delivering Ready on Record. Each is bound by its own privacy commitments and, where applicable, data processing agreements.
| Service | Role | Data Shared | Privacy Policy |
|---|---|---|---|
| Clerk | Authentication, billing | Name, email, plan status | clerk.com/privacy |
| Stripe | Payment processing | Payment credentials, billing info | stripe.com/privacy |
| Neon | Database (Postgres) | All stored session and user data | neon.tech/privacy |
| Groq | Audio transcription (Whisper) | Audio blob per session | groq.com/privacy |
| Anthropic | AI feedback generation (Claude) | Session transcript and question | anthropic.com/privacy |
| Vercel | Hosting, analytics | IP address, usage data | vercel.com/legal/privacy-policy |
| PostHog | Product analytics (consent-gated) | User ID, event names, session metadata (only after explicit consent) | posthog.com/privacy |
| Sentry | Error monitoring | Error logs, stack traces, user identifiers (Clerk user ID) when an error occurs | sentry.io/privacy |
| Inngest | Background job processing | Session IDs, transcript data | inngest.com/privacy |
International Data Transfers
Ready on Record is hosted in the United States. If you are located in the EEA or UK, your data is transferred to and processed in the US. These transfers occur under the Standard Contractual Clauses (SCCs) adopted by the European Commission, or equivalent transfer mechanisms, as maintained by our third-party processors.
5. Data Retention
We retain your personal data for as long as your account is active. Specifically:
- Account data (name, email): retained until you delete your account
- Session feedback (scores, narrative): retained until you delete your account or request deletion
- Session transcripts: retained only if transcript saving is enabled in your account settings; discarded after feedback generation otherwise
- Payment records: retained as required by applicable law (typically 7 years for tax records)
- Error logs: retained for 90 days by Sentry
Upon account deletion, we will delete or anonymize your session data, transcripts, and feedback within 30 days, except where retention is required by law.
6. Your Rights
All Users
You may request access to, correction of, or deletion of your personal data at any time by contacting us at support@readyonrecord.com. You may delete your account through your account settings or by contacting us directly.
EEA and UK Users (GDPR / UK GDPR)
If you are located in the EEA or UK, you have the following rights under applicable data protection law:
- Right of access (Article 15): Request a copy of the personal data we hold about you.
- Right to rectification (Article 16): Request correction of inaccurate or incomplete data.
- Right to erasure (Article 17): Request deletion of your personal data (“right to be forgotten”), subject to legal retention obligations.
- Right to restriction (Article 18): Request that we restrict processing of your data in certain circumstances.
- Right to data portability (Article 20): Receive your personal data in a structured, machine-readable format.
- Right to object (Article 21): Object to processing based on legitimate interests.
- Right to withdraw consent: Where processing is based on consent, withdraw it at any time without affecting the lawfulness of prior processing.
To exercise any of these rights, contact us at support@readyonrecord.com. We will respond within 30 days. If you believe we have not handled your data in accordance with applicable law, you have the right to lodge a complaint with your local data protection supervisory authority.
8. Children's Privacy
Ready on Record is not directed at children under the age of 13, and we do not knowingly collect personal data from children under 13. If you believe a child has provided us with personal data, contact us at support@readyonrecord.com and we will delete it promptly.
9. Security
We implement reasonable technical and organizational measures to protect your personal data, including encrypted connections (HTTPS), access controls, and server-side error monitoring. No method of transmission over the internet is completely secure, and we cannot guarantee absolute security.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated via email or a notice on the service at least 14 days before taking effect. The “Last updated” date at the top of this policy reflects the most recent revision. Continued use of Ready on Record after the effective date constitutes acceptance of the revised policy.
11. Contact
For privacy-related questions, data subject requests, or to report a concern:
Ready on Record LLC
8401 Mayland Dr Ste A, Richmond, VA 23294
support@readyonrecord.com