LeadMax | Privacy Policy

LeadMax LLC (“LeadMax,” “we,” “us,” or “our”) provides an AI sales-intelligence platform for home-services sales teams. This policy explains what we collect, how we use it, who we share it with, and your choices.

What We Collect

When you use LeadMax, we collect:

Account information — your name, username, email address, and password (stored hashed, never in plain text).
Client information — names, phone numbers, and other details you enter about sales prospects.
Audio recordings — recordings of sales appointments you capture through the app.
Conversation transcripts — text generated from your recordings, including speaker labels.
AI-generated analysis — coaching scores, follow-up plans, and sales insights derived from your recordings.
Usage and technical data — pages visited, actions taken, device information, and IP addresses.
Consent and acceptance records — records of your acceptance of our Terms of Service and disclosure acknowledgments, and the consent confirmations tied to each recording (including version, timestamp, and IP address). We keep these as evidence that required steps were completed.

How We Use Your Data

Your data is used to provide and improve the LeadMax service, specifically to:

Transcribe your sales appointments with speaker diarization.
Generate AI coaching feedback and performance scores.
Create personalized follow-up plans and talking points.
Build your sales intelligence pipeline and prospect workspace.
Provide your team’s management with performance insights.
Maintain the security and integrity of the service and meet our legal obligations.

We may also use aggregated and de-identified data — information that does not identify you, your company, or any individual — to operate, analyze, and improve the service and its underlying models and benchmarks.

We do not sell, rent, or use your data for advertising.

Who We Share It With

We share data only with the service providers required to operate LeadMax:

AssemblyAI — your audio recordings are sent to AssemblyAI for speech-to-text transcription with speaker detection. AssemblyAI processes your audio solely to produce transcripts, under its own privacy terms.
Anthropic — transcripts and sales data are sent to Anthropic’s Claude API for AI analysis, coaching, and follow-up planning. Anthropic processes this data under its API terms and does not use it to train its models.
DigitalOcean — our hosting provider; your account data, recordings, and other content are stored on DigitalOcean infrastructure in the United States.
Resend — our email provider, used to send account, security, and service emails.
Payment processing — when paid subscriptions are offered, billing details are handled by our payment processor; we do not store full card numbers ourselves.

These providers may only use your data to perform their services for us. We do not share your data with advertisers or data brokers.

When We May Disclose Information

We may disclose information if we believe in good faith that it is required to comply with the law (such as a subpoena or court order), to protect the rights, property, or safety of LeadMax, our users, or others, or in connection with a merger, acquisition, or sale of assets — in which case data may transfer to the successor entity.

Cookies

We use essential cookies to keep you logged in and to operate core features of the app. We do not use third-party advertising or cross-site tracking cookies. If we add analytics tools in the future, we will update this policy.

How We Store It

Data is stored on secure infrastructure in the United States with restricted, role-based access.
Data in transit is encrypted via HTTPS/TLS.
Passwords are hashed and never stored in plain text.
Audio files are stored securely and are accessible only to the rep who created them and authorized administrators on the same account.

Data Retention

We retain your audio recordings, transcripts, and analysis for as long as your account is active and as needed to provide the service or to meet our legal obligations. Consent and acceptance records are retained for legal and evidentiary purposes. You may request deletion of specific recordings or your entire account at any time (see Your Rights). The app also provides tools to delete or anonymize recordings and associated data.

Whose Data This Is

When you record a sales appointment, the conversation may include people who are not LeadMax users, such as homeowners or prospects. For that recorded content, the business or account that captured it is responsible for the data — including providing any required notices and obtaining any required consent — and LeadMax processes it on that business’s behalf. If a homeowner or other non-user wants to access or delete a recording, that request should go to the business that recorded it; LeadMax will assist that business using the tools described above.

Call Recording Consent

LeadMax lets users record sales appointments and conversations. By using the recording feature, you agree that you are solely responsible for obtaining any legally required consent from all parties before recording. Recording laws vary by state and country, and our in-app consent prompts are tools to help — not legal advice and not a guarantee of compliance. Consult an attorney if you are unsure of your local requirements. (See also our Terms of Service.)

Children’s Privacy

LeadMax is intended for adult sales professionals and is not directed at children under 13. We do not knowingly collect personal information from children under 13. If you believe a child has provided us with personal information, contact us at hello@leadmaxapp.com and we will delete it promptly.

Your Rights

You have the right to request access to, correction of, or deletion of your personal data, and to request a copy of the data we hold about you. Depending on where you live, you may have additional rights under state privacy laws, such as the California Consumer Privacy Act. We will not deny you service or charge you differently for exercising these rights.

To make a request, contact us at the email below. To verify your identity, we may ask for additional information before acting on a request. We will process account-deletion requests within 30 days.

Contact Us

Questions about this policy or your data rights:

LeadMax LLC

hello@leadmaxapp.com