Privacy Policy

1. Who we are

Conversly is an AI-powered voice practice tool built for internationals living in Germany. It helps users prepare for high-stakes German conversations — including job interviews, Ausländerbehörde appointments, and everyday German situations.

Conversly is operated and controlled by its founder, based in Coburg, Germany. As the Data Controller under GDPR, the operator is responsible for your personal data. Full contact details are provided in Section 8.

2. Data we collect

2.1 Data you provide voluntarily

• CV (Curriculum Vitae): If you upload your CV in the Interview Practice module, it is used solely to personalise your interview questions. It is processed in your browser session only and is never stored on our servers or shared with any third party beyond what is required to generate your interview experience.
• Job description text: If you paste a job description or job URL, it is used only to tailor your practice session.
• Registration details: When you apply for access to Conversly, we collect your name and email address. Access is not automatic — each application is reviewed manually before a login link is sent. This process exists to keep the service useful and sustainable during early access.
• Login email: Once approved, we use your email address to send you a one-time secure login link. This link expires quickly and can only be used once. We do not store passwords.
• Session feedback: After each practice scenario — whether you complete it or leave early — we ask you to rate your experience (1–5 stars) and leave a short comment. Both fields are required. This feedback is linked to your email address and is used solely to improve Conversly. It is never shared with third parties for commercial purposes.

2.2 Data collected automatically

• Voice and conversation data: When you use the voice practice feature, your speech is processed in real time by Vapi (our voice infrastructure provider) and the conversation transcript is used to generate feedback at the end of your session.
• Account and usage status: To keep free access fair and the service financially sustainable, we track how many practice sessions you have used in the current period, when your free trial started, and whether your account is in trial, free, or paid status. This information is linked only to your email address, never shared with advertisers, and used solely to apply your account's access limits.
• Usage data: Basic technical data such as your browser type, device type, and IP address may be collected by our hosting provider (Vercel) for operational purposes.

3. How we use your data

We use your data for the following purposes:

• To review your access application and, if approved, send you a secure one-time login link
• To deliver and personalise the practice session experience
• To generate AI-powered feedback on your performance
• To collect your session feedback (rating and comment) and use it to improve Conversly
• To track your session usage and apply the limits that apply to your account type
• To operate and maintain the application infrastructure
• To comply with legal obligations

We do not sell your data. We do not use your data for advertising. We do not share your data with third parties except as described in Section 4 below.

The legal basis for processing your data under GDPR is:

• Consent — for voluntary data such as CV upload and registration
• Contract necessity — to provide the account, login, and session access you have signed up for
• Legitimate interest — to prevent abuse of free access, manage the cost of providing the service, and improve the product through session feedback
• Legal obligation — where required by applicable law

4. Third-party services

Conversly uses the following third-party services to operate. Each acts as a data processor on our behalf.

Important notice about AI processing: When you use Conversly, your conversation content is processed by Anthropic and Vapi. Both companies are based in the USA. Please review their privacy policies to understand how they handle your data. Conversly does not control the data practices of these third parties beyond our contractual agreements with them.

Brevo is based in France (EU) and processes data under EU data protection law. No international transfer concerns apply to data held by Brevo.

5. Data retention

• CV and job description: Not stored. Exists only in your browser session memory and is cleared when you close or restart the session.
• Conversation transcripts: Not stored by Conversly. Vapi and Anthropic may retain logs as per their own privacy policies.
• Registration details (name, email): Retained for as long as your account is active. You may request deletion at any time by emailing us, which will also remove your access to the service.
• One-time login links: Expire within 15 minutes of being sent and can only be used once. They are not stored after expiry.
• Account and usage status: Retained alongside your registration details for as long as your account is active. Deleted on request.
• Session feedback (rating and comment): Retained in our feedback log for product improvement purposes for a maximum of 2 years, after which it is deleted. You may request earlier deletion by emailing us.
• Server logs: Retained by Vercel for up to 30 days for operational purposes.

6. Your rights under GDPR

If you are located in the European Union or European Economic Area, you have the following rights regarding your personal data:

• Right of access: You can request a copy of the personal data we hold about you.
• Right to rectification: You can ask us to correct inaccurate data.
• Right to erasure: You can ask us to delete your personal data.
• Right to restrict processing: You can ask us to limit how we use your data.
• Right to data portability: You can request your data in a machine-readable format.
• Right to withdraw consent: Where processing is based on consent, you can withdraw it at any time.
• Right to lodge a complaint: You have the right to complain to a supervisory authority. In Germany, this is the relevant state data protection authority (Landesbeauftragter für Datenschutz).

To exercise any of these rights, contact us at converslyap@gmail.com. We will respond within 30 days.

7. International data transfers

Conversly uses services based in the United States (Anthropic, Vapi, Vercel). When your data is processed by these services, it is transferred outside the European Union.

These transfers are carried out under appropriate safeguards including Standard Contractual Clauses (SCCs) and/or adequacy decisions where applicable. You can find more information in the privacy policies of each third-party provider listed in Section 4.

Brevo (Sendinblue SAS), which processes your registration details, login emails, and account status, is based in France and operates entirely within the EU. No international transfer concerns apply to data held by Brevo.

8. Contact us

For any questions, concerns, or data requests related to this privacy policy:

This privacy policy may be updated from time to time. The date at the top of this page reflects the most recent update. Continued use of Conversly after changes constitutes acceptance of the updated policy.