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.
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.
- Appointment locations — the address an in-person appointment meets at, and, when your company turns on appointment locations or travel planning, that address as map coordinates.
- Your phone’s location while recording — only during the recording of an in-person appointment, and only if you allow location on your phone, the app compares your phone’s location with the appointment’s location to remind you to stop recording when you leave. This happens on your phone. Your location is not saved, and it is not sent to LeadMax or anyone else.
- AI assistant interactions — messages you send to LeadMax's in-app configuration assistant, staged configuration change proposals, records of commands the assistant runs on your account's data, and feature requests you submit through it.
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.
- Let you configure and manage your account settings and data through our AI assistant, and maintain a record of the changes it makes so they can be reviewed or reversed.
Your company’s data is used only for your company. We do not pool it with other companies’ data, and it is never used to train, score, or benchmark for anyone else: your scores and suggestions learn only from your own company’s results. The LeadMax team may review calls and usage only to improve the app’s ease of use and performance.
Success stories. We may describe results LeadMax has helped your company achieve, such as a change in close rate, in our marketing. We do this only with your company’s written permission, or in a form that does not identify you, your company, your customers, or any individual.
We do not sell, rent, or use your data for advertising.
LeadMax is an AI product, and here is exactly how that works: (1) Your recordings are transcribed by AssemblyAI; financial details (card numbers, account numbers, and similar) are automatically redacted from transcripts before storage. (2) Transcripts, prospect details, and your business configuration are sent to an AI analysis provider to produce your analysis, scores, coaching, and follow-up drafts. The provider used is the one selected for your account at the time the work is done, either by LeadMax or in your account settings, from the providers listed below under “Who we share data with”. Every provider we use is engaged under terms that do not allow it to train its models on the data we send. If you use the in-app voice assistant, what you say to it and the account details it needs to answer are processed in real time by the voice provider selected at the time, from the same list. (3) The service learns from your own account to improve your own results (for example, suggesting configuration based on your winning calls); those learnings stay in your account. (4) We may create aggregated, de-identified statistics and benchmarks across accounts that cannot identify you, your company, your reps, or your customers. (5) We do not use your recordings, transcripts, or data to train generalized AI models, and we do not permit our AI providers to do so.
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. We have opted out of AssemblyAI’s model-training and benchmarking programs, so your audio is processed to produce your transcripts and not used to train AssemblyAI’s models. The workspace dictation feature also uses AssemblyAI for live speech recognition.
- AI analysis and voice providers — depending on the provider selected for your account at the time, transcripts, sales data, and voice-assistant requests are processed by one of: xAI (Grok API), which does not train on API data and deletes it after 30 days; Anthropic (Claude API), which does not use API data to train its models; or Google (Gemini API, paid service), which does not use prompts or responses to improve its products. We will update this list, and ask you to accept our updated Terms, before we add a provider.
- Mapping services — when your company turns on appointment locations or travel planning, appointment addresses (the address text only, never names or phone numbers) are converted to map coordinates, and travel between appointments may be estimated, by the U.S. Census Bureau’s free public geocoder or by Google Maps Platform.
- DigitalOcean — our hosting provider; your account data and other content are stored on DigitalOcean servers, and your audio recordings in DigitalOcean Spaces storage, all in the United States.
- Resend — our email provider, used to send account, security, and service emails.
- ElevenLabs — used to generate spoken audio (text-to-speech) for select in-app voice features.
- 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.
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.
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.
- 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.
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.
Deleting a recording removes the audio, transcript, and analysis; a consent record and a deletion audit entry are retained as compliance evidence.
When you delete your account, your personal details (your name, email, phone number, and sign-in) are removed, but the business records your company owns, such as the recordings, transcripts, deals, and customer records created in the course of your work, are kept by that company.
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.
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.)
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.
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.