Privacy Policy

01Who we are and what this covers

Stable Health Inc operates Lotstride (“Lotstride,” “we,” “us,” or “our”), a website, dealership dashboard, and mobile application for recording and coaching sales conversations. This Privacy Policy explains our handling of information about website visitors, account holders, dealership team members, and people whose information appears in a recorded conversation.

For account administration, service security, and our own business operations, we determine how personal information is used. When a dealership uses Lotstride to manage its team and customer conversations, that dealership generally determines the purposes of that processing and we provide the service on its behalf. The dealership’s own privacy notices and its agreement with us may also apply. Contact the dealership about its recording practices or employment decisions; you can also contact us at nikhil@usepods.io.

02Information we collect

• Account and dealership information: information you enter when registering or updating your account, including your name, email address, and password, which is stored as a hash; account identifiers, verification status, organization, role, assigned dealership locations, invitations, and account preferences. We record your AI-sharing choice, the disclosure version you accepted, and when you accepted it. Dealership administrators may provide your email address and role before you join.
• Conversation information: audio you choose to record and upload, the customer name you enter, sale stage, recording date and duration, dealership location, and the evaluation rubric associated with the recording. Audio may contain voices and any personal information participants discuss.
• Coaching information: transcripts, speaker labels, summaries, criterion scores, supporting excerpts, feedback, and progress information generated from conversations you permit us to process, and notes entered by authorized users.
• Service and support information: communications you send us, IP addresses, browser or device information provided with requests, request times, errors, upload and processing status, and security or administrative audit events.
• Payment information, if you purchase a paid plan: account and transaction identifiers, subscription status, product, seat counts, and renewal or expiration information received from the applicable payment provider. Payment providers handle payment credentials; Lotstride does not store your full payment-card number.

The app’s dealership-location selection refers to your assigned workplace, not GPS tracking. The recording flow does not request your contacts, photos, or precise device location. Customer names are entered by the salesperson; they are not inferred from voices. Avoid recording payment-card details, government identifiers, health information, or other sensitive information that is unnecessary for sales coaching.

03Recording and permissions

The app requests microphone permission and records after you enter the required conversation details and start recording. Recording can continue while the screen is locked or the app is in the background, until you stop it or the device interrupts it. A microphone permission granted by the phone’s owner is not permission from the other people in the conversation.

You and your dealership are responsible for giving participants an appropriate recording notice and obtaining any consent or other authorization required for recording, sharing, and AI processing. If you are a recorded customer, you do not need a Lotstride account to contact the dealership or nikhil@usepods.io about your information.

Recordings and their upload details are first saved on the device. Before uploading a recording for AI processing or sending its contents to OpenAI, the app presents a separate disclosure titled “Share recordings with OpenAI?”. To authorize this flow, you must check the initially unchecked agreement: “I agree to share the data listed above with OpenAI for transcription and coaching.” Then select “Allow sharing with OpenAI”. Creating an account, accepting the terms, and granting microphone permission do not authorize AI sharing.

If you select “Not now — keep on device”, you can continue recording locally. New recordings are not uploaded for AI processing, and transcription and AI coaching are unavailable for them. If you later allow sharing, eligible recordings waiting on your device, as well as future recordings, may upload when the app is open and online.

We save the disclosure version and time of your affirmative choice. Users who accepted an earlier AI notice must accept the current disclosure before further uploads or AI processing. Under Account → AI data sharing, select Review and enable AI sharing when sharing is off, or Review AI sharing details when it is on, to read the disclosure again.

04How we use information

We use information to create and secure accounts; connect users to their dealerships and assigned locations; store and play recordings; provide transcription, rubric-based coaching, and progress views; deliver account emails; respond to support and privacy requests; administer any paid subscriptions; investigate errors and abuse; and comply with applicable obligations.

We do not sell personal information or share it for cross-context behavioral advertising. Lotstride does not use recordings to build advertising profiles. We do not use customer recordings to train our own general-purpose AI models.

Where a legal basis is required and we determine the purpose of processing, we rely as appropriate on providing the service you request, consent for optional AI processing and permissions, legitimate interests in operating and securing the service subject to your rights, and compliance with legal obligations. Where we process for a dealership, the dealership is responsible for identifying its applicable legal basis.

05What we send to OpenAI and why

Recipient: OpenAI, our third-party AI service provider. After you explicitly allow sharing, your recording and its details are uploaded to Lotstride’s backend, hosted on Railway. The backend sends the following to OpenAI’s API:

• Recorded audio: the voices of the salesperson, customer, and other audible participants, including any names, contact details, financial details, or other personal information spoken in the recording. OpenAI converts the audio into a transcript and speaker labels.
• Conversation transcript: the words spoken, speaker labels, and timestamps, together with the selected sale stage and dealership evaluation rubric. OpenAI uses this information to produce summaries, rubric scores, supporting excerpts, and coaching recommendations.
• Relevant coaching history: dates, sale stages, improvement feedback, and recommended next actions from up to eight earlier analyzed conversations for the same account, organization, and rubric version. OpenAI uses this context to make coaching relevant to the salesperson’s progress. This feedback may itself contain personal information from earlier conversations.

The customer name you type is stored with the conversation in Lotstride. We do not include that field separately in an OpenAI request, but names and other identifying details present in the audio, transcript, rubric, or prior coaching are included. We do not automatically remove all personal information before AI processing. Avoid including sensitive information that is not needed for coaching.

Provider use and retention: OpenAI states that API inputs and outputs are not used to train its models by default. Its transcription endpoint lists no retained application state or abuse-monitoring content. For coaching requests, OpenAI may retain abuse-monitoring content for up to 30 days, or longer when legally required; other retention exceptions may apply. We disable stored coaching responses, but this does not establish Zero Data Retention. See OpenAI’s API data controls.

Changing your choice: select Account → AI data sharing → Turn off AI sharing to stop future uploads and AI processing. The app blocks further sharing from that device immediately. If the server cannot confirm the change, the app tells you to retry; select Retry turning off AI sharing when online to stop pending processing across your account. Turning sharing off does not automatically delete existing recordings, transcripts, or coaching, and cannot recall data already sent to OpenAI, including a request already in progress. Use the deletion and privacy-request options below for existing information.

AI output can be inaccurate, incomplete, or biased. Scores depend on the applicable rubric and available evidence; they are coaching aids, not objective determinations of a person’s ability or suitability for employment. Lotstride does not make hiring, firing, compensation, lending, or other consequential decisions for you.

06Who receives information

• Your dealership: authorized owners and managers can access dealership information and conversations according to their roles and assigned locations. A salesperson’s personal account is separate from dealership membership; joining a dealership does not silently transfer earlier personal recordings into the dealership.
• Hosting providers: Vercel serves the website and dashboard; Railway hosts the backend, database, and uploaded recording storage. These providers process the information needed to deliver and secure those services.
• AI and email providers: OpenAI processes the information described above. Resend processes recipient addresses and email content for dealership invitations, verification, and password recovery when those emails are sent.
• Payment providers: the iOS app is free and does not include a payment SDK, in-app purchases, or purchase-restoration flows. If separate web billing is used, Stripe processes those transactions. Our backend may receive Apple and RevenueCat billing events for subscriptions established through earlier app versions; those records do not control access to the app.
• Support, legal, and business needs: personnel and service providers may access information as needed for support, security, and operations. We may disclose information when required by law or reasonably necessary to protect rights and safety, and in connection with a merger, acquisition, or transfer of the service, subject to applicable confidentiality and privacy obligations.

Protection by our service providers: we require third parties that process personal information on our behalf to provide the same or equal level of protection described in this policy. This includes using information only for the authorized service purposes, protecting confidentiality, limiting access to personnel who need it, applying appropriate security safeguards, and supporting applicable deletion and privacy requests. This requirement covers OpenAI and our hosting, email, and other service providers.

OpenAI’s published Data Processing Addendum describes processing according to customer instructions, personnel confidentiality, security measures, assistance with privacy requests, and return or deletion subject to legal retention requirements. Its business security protections include encryption in transit and at rest. We limit the data sent to the information described above and use OpenAI for the disclosed transcription and coaching purposes. Provider retention limits and exceptions are explained in the OpenAI section; equivalent protection does not mean every provider uses identical storage periods or technology.

If you export or share a recording outside Lotstride, the recipient’s handling is outside the app’s access controls.

07Storage, retention, and deletion

Device copies: recordings remain in app storage after upload until you remove the device copy or delete the app’s data. Device storage or backups may also be managed by your operating system and your own backup settings. Removing a device copy does not delete the uploaded conversation. Uninstalling the app can permanently remove recordings that have not uploaded.

Uploaded conversations: there is currently no automatic expiration period. Recordings, transcripts, and coaching remain until removed through authorized erasure controls or an applicable privacy request. Contact us to arrange deletion when an in-product control is not available. We consider the purpose of processing, dealership instructions, account status, and applicable legal requirements when handling retention and erasure requests.

Account deletion: use Account → Delete my account in the mobile app. The service removes personal conversations and associated server audio, deletes the user’s coaching comments, revokes account access, and replaces identifying account-profile fields. The app also removes that account’s local recordings. An organization’s only owner must assign another owner first.

Dealership records: leaving a dealership or deleting your account does not erase dealership-owned recordings and reviews. Those records may still contain your voice, name, or information spoken in the conversation. Contact the dealership and, if needed, us about deletion of those records. Deleting an account also does not cancel an App Store subscription.

Limited audit, security, legal, or transaction records may remain where needed for legitimate purposes or legal obligations. Deleted information may persist temporarily in restricted backups until those copies are overwritten or expire, and providers may have separate retention obligations. We do not promise instant removal from every backup or third-party system.

08Security and processing locations

We use HTTPS for service connections, hashed passwords, authenticated access, and organization and role checks. Recordings are not end-to-end encrypted: the service and authorized providers must be able to process them to supply playback, transcription, and coaching. No storage or transmission system is completely secure.

Lotstride uses infrastructure in the United States, and service providers may process information in other countries where they operate. Those countries may have different privacy laws. Where applicable law requires a transfer mechanism or additional safeguards, the relevant processing must be covered by those requirements; this policy itself does not replace them.

09Cookies and local storage

The dashboard uses browser session storage to keep your signed-in session and account state. Interface components may use a functional cookie to remember display preferences. The mobile app uses secure credential storage and local files for sign-in, cached rubrics, recordings, and pending uploads.

Lotstride does not include advertising cookies or third-party behavioral advertising trackers. Hosting providers may collect technical request information to deliver and protect the service. You can clear browser storage or adjust device permissions, but doing so may sign you out or remove unsynced local information.

10Your choices and privacy requests

You can stop recording, change microphone permission in device settings, turn off AI sharing under Account → AI data sharing, and request account deletion. Depending on your location and applicable law, you may also have rights to access, correct, delete, or receive a copy of personal information; restrict or object to processing; withdraw consent; appeal a denied request; or complain to a privacy regulator. These rights are subject to applicable conditions and exceptions.

Send requests to nikhil@usepods.io. Tell us whether you are an account holder, dealership representative, or recorded participant, and enough context to locate the information. Do not send sensitive identity documents or recording files unless we ask through an appropriate channel. We may need to verify identity or authority, and may coordinate with the relevant dealership. We respond within the time required by applicable law and do not penalize people for exercising applicable privacy rights.

11Children

Lotstride accounts are intended for adults using the service for business purposes. We do not knowingly collect personal information directly from children under 13 or invite children to create accounts. Do not intentionally record children or upload their information without appropriate legal authority. If you believe a child’s information has been provided improperly, contact nikhil@usepods.io so we can investigate and address it.

12Changes and contact

We may update this policy as the service or our practices change. We will update the date above and provide additional notice or obtain consent when required for a material change. New uses of previously collected information remain subject to applicable notice and consent requirements.

Privacy questions and requests: Stable Health Inc, operator of Lotstride, at nikhil@usepods.io. The rules for using the service are in our Terms of Service.