Privacy Policy
Talkmode
Effective Date: June 1, 2026
Last Updated: June 1, 2026
1. Who We Are
Talkmode is operated by Tiny Mammoth Inc, a Delaware corporation. When this Privacy Policy refers to "Talkmode," "we," "our," or "us," it means Tiny Mammoth Inc.
For purposes of the General Data Protection Regulation (GDPR) and UK GDPR, Tiny Mammoth Inc is the data controller of personal data collected through the Service.
Questions or requests about this policy: legal@talkmode.ai
2. Scope
This Privacy Policy describes how we collect, use, store, share, and protect personal information when you use the Talkmode website, web application, and related services (the "Service"). It applies to:
- Users who create an account and use the Service directly.
- People who receive a Talkmode invitation via email (the "CC flow") and subsequently create an account.
- People who receive a Talkmode invitation but have not yet created an account.
3. Information We Collect
3.1 Information You Provide
| Category | Examples | When collected |
|---|---|---|
| Identity | Name, title, company | At signup |
| Contact | Phone number, work email address | At signup and email verification |
| Intent | Names of people you want to connect with; types of conversations you're interested in | During onboarding and ongoing use |
| Communications | Content of messages you send to the Talkmode concierge (voice or text) | During availability sessions |
3.2 Information Generated by the Service
| Category | Examples | When generated |
|---|---|---|
| Call recordings | Audio of calls you participate in | During calls (by default; opt-out available) |
| Transcripts | Text derived from call audio via speech-to-text processing | Post-call |
| Summaries | AI-generated summary of call content | Post-call |
| Referral data | Graph of who introduced whom to the Service | At activation |
| Activity events | Timestamps and outcomes of key actions (match fired, call completed, SMS sent, etc.) | Throughout use |
| Session state | Your availability status, match queue | During active use |
3.3 Information We Collect Automatically
| Category | Examples | When collected |
|---|---|---|
| IP address | Used for jurisdiction detection and security | On each request |
| Device and browser information | Browser type, operating system | On web access |
| Usage data | Pages visited, features used, timing | Throughout use |
3.4 Information From Third Parties
When you are CC'd into the Service via email (the "CC flow"), we receive:
- Your email address, as it appeared on the email's CC field.
- Metadata from the email thread (sender, subject line, participants).
- Information extractable from email signatures (name, title, company), which is used to pre-fill your profile if you sign up.
We do not receive the body of emails beyond what is necessary to identify participants and their roles in the thread.
4. How We Use Your Information
We use the information we collect for the following purposes:
| Purpose | Legal basis (GDPR) | Examples |
|---|---|---|
| Providing the Service | Contract performance | Matching you with other users; initiating calls; sending SMS alerts |
| Call recording and processing | Contract performance + Legitimate interests | Recording calls with disclosure; transcribing audio; generating summaries |
| Account management | Contract performance | Phone OTP verification; session management; account revocation |
| Safety and abuse prevention | Legitimate interests | Detecting harassment; enforcing the one-strike policy; blocklist enforcement |
| Service improvement | Legitimate interests | Analyzing aggregate usage patterns; improving match quality |
| Legal compliance | Legal obligation | Responding to lawful legal process; retaining records as required |
| SMS communications | Consent (TCPA) + Contract performance | Sending verification codes, match notifications, call summaries |
We do not use your call recordings or transcripts to train AI models. We do not sell your personal information. We do not share your personal information for third-party marketing.
Mobile numbers and SMS consent
We use your phone number and SMS consent only to send service-related messages such as verification codes, match notifications, and call summaries. No mobile information, text messaging originator opt-in data, or consent will be shared with third parties or affiliates for marketing or promotional purposes. Mobile numbers and SMS consent are used only to provide Talkmode services and are shared only with vendors that help deliver those services.
5. Call Recordings: A Closer Look
Because call recording is central to the Service, we describe it separately.
- Recording is on by default. At call start, all participants hear an audible disclosure.
- You can opt out of recording before a call connects, or delete your recording after the call.
- Storage. Recordings are stored in a private, encrypted object-storage bucket. They are not publicly accessible via URL. Access requires a signed, time-limited URL generated on your behalf.
- Access. Only you and the other call participant(s) can access recordings through the Service. Talkmode employees do not routinely access call content. Automated systems (for transcription and summarization) process recordings under our instruction.
- Deletion. Either party may delete a recording. Deletion is destructive: it removes the recording and all derived artifacts (transcript, summary) for both parties permanently.
- Retention. Recordings not deleted by a participant are retained for 90 days and then permanently deleted.
- Third-party processors. Transcription is performed by Deepgram. Summaries are generated by Anthropic's Claude. Both process audio/text under data-processing agreements with us and do not use your content to train their models under the terms of those agreements. See Section 8.
6. How We Share Your Information
We do not sell your personal information — not to data brokers, advertisers, or anyone else. We share information only in the following limited circumstances:
6.1 With Other Users
For the Service to function, we share limited profile information with other users:
- Your name, title, and company are shared with users you are matched with.
- Your availability status is visible to users who have expressed a mutual intent to connect with you.
- Post-call summaries are shared with the other call participant(s).
6.2 With Service Providers
We work with service providers who process data on our behalf, under contractual obligations to use it only to provide services to us:
| Provider | Purpose | Data shared |
|---|---|---|
| Twilio | Phone OTP, SMS delivery, voice calls | Phone number, call metadata |
| Deepgram | Speech-to-text transcription | Call audio |
| Anthropic | AI-generated call summaries | Call transcript |
| Supabase / PostgreSQL | Database hosting | All structured user data |
| Fly.io | Media server hosting | Call audio stream |
| Vercel | Web application hosting | Web request logs |
| Ably | Real-time presence signaling | Availability state |
6.3 For Legal Compliance
We may disclose personal information when we believe in good faith that disclosure is required or permitted by law, including in response to a valid subpoena, court order, or government request. Where permitted, we will notify you of such requests.
6.4 Business Transfers
If Talkmode is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you via the Service or SMS of any such change and any choices you may have regarding your information.
6.5 With Your Consent
We may share your information for purposes not described in this policy with your explicit prior consent.
7. Data Retention
| Data type | Default retention | Notes |
|---|---|---|
| Account profile (name, phone, email, title, company) | Duration of account + 30 days after closure | Deleted on account closure unless required by law |
| Intent data (talklist) | Duration of account | Deleted on account closure |
| Call recordings | 90 days from call date | Deleted earlier if either party deletes; not backfillable after deletion |
| Transcripts and summaries | 90 days from call date | Same deletion policy as recordings |
| Activity events / audit log | 12 months | Retained for abuse investigation and legal compliance |
| IP address and device logs | 30 days | Standard log rotation |
| Referral graph | Duration of account | Records who introduced whom; retained for integrity purposes |
8. Data Security
We implement reasonable technical and organizational measures to protect your personal information, including:
- Encryption of data in transit (TLS) and at rest.
- Private, signed-URL-only access to call recordings and transcripts.
- HttpOnly, secure session cookies; server-side session revocation.
- Access controls limiting employee access to personal data.
- Phone OTP verification as the baseline identity gate.
No system is perfectly secure. We encourage you to use a unique, strong approach to account security and to notify us immediately if you suspect unauthorized access.
9. Children's Privacy
The Service is not directed to children under 18. We do not knowingly collect personal information from children under 18. If you believe a child has provided us with personal information, please contact legal@talkmode.ai and we will delete it promptly.
10. Your Rights and Choices
10.1 For All Users
- Opt out of SMS: Reply STOP to any SMS from us or contact legal@talkmode.ai.
- Delete a call recording: Either call participant may delete a recording via the Service at any time. Deletion is permanent and removes the recording for all participants.
- Close your account: Contact legal@talkmode.ai. We will delete your profile and personal data within 30 days, subject to retention obligations under law.
- Access your data: You may request a copy of the personal information we hold about you by contacting legal@talkmode.ai.
10.2 California Residents (CCPA / CPRA)
If you are a California resident, you have the following rights under the California Consumer Privacy Act:
- Right to know. You may request that we disclose what personal information we collect, use, disclose, and sell (we do not sell).
- Right to delete. You may request that we delete personal information we have collected from you, subject to certain exceptions.
- Right to correct. You may request that we correct inaccurate personal information.
- Right to opt out of sale or sharing. We do not sell or share (as defined by CCPA) your personal information for cross-context behavioral advertising.
- Right to non-discrimination. We will not discriminate against you for exercising your CCPA rights.
To exercise these rights, contact us at legal@talkmode.ai or 5900 Balcones Dr, Austin, TX 78731. We will respond within 45 days. We may need to verify your identity before fulfilling a request.
Categories of personal information collected in the last 12 months: Identifiers (name, phone, email, IP); protected classification characteristics (none intentionally); commercial information (credits/referrals); audio and electronic data (call recordings); internet activity data (usage logs); geolocation data (IP-based, coarse). Purpose: providing and improving the Service. Categories disclosed to service providers: as described in Section 6.2. Categories sold or shared for cross-context behavioral advertising: none.
10.3 EEA / UK Residents (GDPR / UK GDPR)
If you are in the EEA or UK, you have the following rights under the GDPR / UK GDPR:
- Access: right to obtain a copy of your personal data.
- Rectification: right to correct inaccurate data.
- Erasure: right to request deletion of your data in certain circumstances.
- Restriction: right to restrict processing in certain circumstances.
- Portability: right to receive your data in a machine-readable format.
- Objection: right to object to processing based on legitimate interests.
- Withdraw consent: where we rely on consent, you may withdraw it at any time.
To exercise these rights, contact legal@talkmode.ai. You also have the right to lodge a complaint with your local supervisory authority.
11. Cookies and Similar Technologies
The Service uses cookies and similar technologies to:
- Maintain your session (httpOnly secure cookie containing your session token).
- Protect against cross-site request forgery.
We do not use third-party advertising cookies. We do not use tracking pixels for advertising. We do not participate in cross-site behavioral tracking.
12. Do Not Track
We do not respond to "Do Not Track" signals in browsers at this time, as there is no industry standard for how to respond to such signals. We do not track users across third-party websites for advertising purposes.
13. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify you by SMS or by displaying a prominent notice in the Service before the changes take effect. The "Last Updated" date at the top of this page reflects when the policy was most recently revised.
14. Contact
For privacy-related questions, requests, or complaints:
Tiny Mammoth Inc Attn: Privacy 5900 Balcones Dr, Austin, TX 78731 legal@talkmode.ai
For legal or law-enforcement requests: legal@talkmode.ai