Scope and operator
This Privacy Policy explains how RoundHound, the operator of the Service, collects, uses, discloses, and retains personal data when you visit, create an account, research a target, practice, use voice features, invite a mentor, apply as an interviewer, buy a pass, or contact us. It should be read with our Terms of Service.
The current privacy contact is support@roundhound.ai. If another organization gives you access to RoundHound or submits data about you, that organization may have its own privacy responsibilities as well.
We do not sell personal data. We do not use or share it for targeted advertising or cross-context behavioral advertising.
Data we collect
Account and identity
We process your email address, display name, sign-in provider and provider identifier, email verification state, account role and status, profile preferences, locale or time zone where supplied. Google/Firebase handles password and Google sign-in credentials; RoundHound receives identity tokens and keeps an application account and secure session records.
Targets, profile, and files
You may provide a company, role, seniority, location, team, interview date, job-posting URL or text, recruiter notes, preparation preferences, personal context, résumé, story-bank content, or questions. An uploaded résumé PDF is parsed during upload. The app keeps its filename and extracted text; it does not store the original PDF. We also store the plans, research references, rounds, rubrics, and generated materials associated with your account.
Rehearsals and feedback
We process session status and timing, typed and transcribed spoken messages, AI interviewer turns, private coaching conversations, code, diagrams, whiteboard content, documents and notes, workspace changes, question feedback, reviewer notes, assessments, loop reports, progress signals, and the actions needed to save and resume a room. Coaching can be kept out of the assessed interview evidence while still being stored as part of your session.
Mentor and interviewer activity
For mentor rooms, we process invite codes, candidate and mentor account identifiers, display names, request and attendance state, the shared room record, mentor feedback, and any mentor-assistant state used in that room. If you apply to be an interviewer, we process the profile, experience, availability, links, motivation, review decision, and activity needed for that role.
Technical, security, and support data
We process request and correlation identifiers, session and CSRF tokens in protected form, IP and user-agent information or hashes, sign-in and account activity, audit events, rate-limit and abuse signals, error details, provider/model identifiers, token or speech usage, latency, job state, and internal cost records. If you contact us, we process the message, contact details, attachments, and follow-up needed to respond.
The shared research boundary
Public-company research is deliberately separated from personal tailoring. RoundHound may reuse a research dossier across users when they ask about the same public target. That dossier can be scoped by normalized company, role, seniority, location, team, a sanitized public job-posting URL, and an opaque hash of supplied posting text. It can contain public sources, public job facts, research summaries, likely round patterns, and evidence notes.
Your résumé, personal notes, recruiter notes, full pasted job text, transcript, workspace, and private practice preferences are excluded from the shared research dossier. They are used later to tailor your own plan or session. URL credentials, fragments, and unrelated tracking parameters are removed before a job-posting URL enters shared research; only limited job-identity parameters may remain.
Because this cache is based on public target information rather than account ownership, it may be retained, refreshed, and reused independently of the account that first requested it. If a public source or posting contains personal information that should not appear there, contact us so we can review it.
How we use data
We use personal data to:
- create and secure accounts, verify identity, maintain sessions, and enforce account roles;
- research targets, interpret job information, parse résumés, and create tailored plans and original practice material;
- run text or voice rehearsals, save transcripts and workspace state, provide coaching, and generate feedback and progress views;
- create human interview rooms, honor the open invite link you share, and operate interviewer workflows;
- provide Starter allowances, create and verify one-time pass orders, prevent duplicate grants, and administer refunds or disputes;
- respond to support and privacy requests and communicate important service, account, security, or payment information;
- detect abuse, account sharing, fraud, attacks, unsafe content, and violations of our Terms;
- debug, monitor, measure, and improve reliability, usability, research quality, and AI cost controls; and
- comply with law, enforce agreements, preserve legal claims, and protect users, providers, RoundHound, and the public.
Where a law requires a legal basis, these activities rely as applicable on performing our agreement with you, our legitimate interests in operating and protecting the Service, your consent where requested, and compliance with legal obligations. You can contact us about the basis for a particular use.
AI and voice processing
AI features
Research, intake, plan generation, question creation, AI interviewing, coaching, workspace interpretation, transcription, and review can send relevant inputs to AI or search providers. Depending on the task, this may include public target details, a limited research brief, your résumé or notes, session transcript, prompt, workspace evidence, and generated material. We separate web-enabled public research from private résumé and session personalization so private content is not attached to the public web-research step.
The provider used can depend on the task and configuration. Provider handling is governed by our configuration, our arrangements with them, and their applicable terms and policies; this Policy does not make additional data-use promises on a provider's behalf.
Voice features
When you turn on voice, microphone audio is streamed to the Service and a speech-recognition provider so it can produce live or completed text. Interviewer text may be sent to a speech- synthesis provider to return audio. RoundHound does not retain the raw microphone audio.Audio is relayed for processing and is not written to our persistent storage. The resulting transcript is retained with the session just like a typed answer, and speech usage and request state may be logged without the raw recording.
Spoken transcripts can contain mistakes. You decide whether to enable the microphone and can use text mode where available. Browser and operating-system permissions control microphone access.
Payments
Paid access uses Stripe-hosted Checkout for one-time, non-renewing passes. Stripe collects payment and billing details directly. RoundHound stores the Stripe customer, Checkout Session and Payment Intent references, offer and pass version, amount, currency, environment, status, entitlement, and any refund or dispute records needed to verify and administer access. We do not receive or store your full payment-card number through this flow.
We retain transaction and entitlement records as needed for access integrity, reconciliation, fraud prevention, disputes, accounting, tax, audit, and legal obligations even if other account content is deleted.
Cookies and analytics
RoundHound uses essential cookies and similar storage for sign-in, secure application sessions, request protection, redirect state, and service continuity. Blocking them may prevent account features from working.
In staging or production, we may enable Firebase Analytics to measure a limited product funnel and feature use. Events can include actions such as landing-page visits, sign-in success, target creation, round completion, review viewing, and pass checkout. When signed in, analytics can use a pseudonymous account UUID rather than your email, along with device or browser information and analytics identifiers supplied by the provider. Local and test environments do not send these events to that analytics service.
Cloudflare Web Analytics may also be enabled at the hosting edge. Its browser beacon measures page-load performance and traffic dimensions such as host and path, referring site, country, device type, browser, operating system, and navigation type. This measurement is separate from the product events sent to Firebase Analytics.
We use analytics to understand and improve the Service, not to build advertising audiences. We do not serve targeted ads or share personal data for targeted advertising.
Retention and deletion
We keep account data and user content while needed to provide and secure the Service and for the purposes described in this Policy. Retention depends on the type of record, whether your account or pass remains active, your deletion choices, operational and security needs, unresolved support, payment or legal issues, and applicable recordkeeping duties. We do not promise one fixed period for every category.
- Plans, sessions, transcripts, workspaces, reviews, and résumés can remain while your account is active. Available product controls let you delete supported plans, sessions, and résumés.
- Raw voice audio is not retained by RoundHound; the transcript is kept under the session's retention and deletion rules.
- Shared public research can remain and be refreshed independently of your account, as explained above.
- Security, audit, anti-fraud, payment, tax, allowance, and entitlement records may be retained after content deletion where needed for integrity, dispute handling, or law.
- Deleted data may remain in protected backups until those backups age out, unless a legal hold applies.
Product controls let you delete supported résumés, sessions, and plans. Contact us for account deletion or a broader privacy request. Deleting a practice record does not restore already-used time or allowances. We may verify identity and retain or pseudonymize limited records where law or service integrity requires it.
International processing
RoundHound and its providers may process data in countries other than the one where you live. Cloud infrastructure, identity, AI, speech, analytics, support, and payment providers may operate across multiple regions, and their laws may differ from yours. The transfer mechanisms and safeguards available depend on the provider and applicable law. Contact us if you need more information about a transfer relevant to you.
Security
We use technical and organizational measures designed to protect data, including encrypted transport, secure and HTTP-only application sessions, access controls, account-scoped ownership checks, hashed session and selected network identifiers, private application storage, audit events, provider-secret controls, rate limits, and encrypted backups. Payment access is granted only after verified provider events, not from a browser redirect.
No internet service is completely secure. Protect your account, use a unique password where you sign in by password, keep mentor links private, and contact us if you suspect unauthorized use. Do not send passwords or full payment-card details by email.
Your privacy rights
Depending on where you live, you may have rights to access, correct, delete, or obtain a copy of personal data; restrict or object to certain processing; withdraw consent where processing relies on consent; and complain to a data-protection or consumer authority. You may also have a right not to receive discriminatory treatment for making a privacy request.
Send a request to support@roundhound.ai. Describe the right you want to exercise and the account concerned. We may ask for information reasonably needed to verify identity and authority, especially where somebody acts for you. We will respond under the process and timing required by applicable law. Some rights have exceptions—for example, records may need to remain for payment disputes, security, legal claims, or compliance.
Children
The Service is not directed to children under 16, and we do not knowingly invite them to create accounts. If you believe a child under 16 has provided personal data to RoundHound, contact us so we can review and take appropriate action. A higher local minimum age or requirement for parental authorization continues to apply where relevant.
Updates and contact
We may update this Policy as the Service, providers, or legal requirements change. The latest version will be posted here with a revised date. If a change materially affects how we use personal data, we will provide reasonable notice through the Service or available account contact information where required.
The current privacy contact for RoundHound is support@roundhound.ai. Please do not include a password, full card number, or unnecessary sensitive content in your first message.