Privacy Policy
Last updated: June 2026
This policy covers My Ready Room (interview and presentation practice) and Ready Room Live (the live meeting advisor), both operated by Ship OC LLC. These products are built for professionals who handle sensitive information, so privacy is not an afterthought here — it is a core product decision. This policy explains exactly what we collect, how we use it, and what we never do.
What We Collect
When you use our products we collect:
- Your name and email address when you register
- The job descriptions and background information you enter during session setup
- Audio transcriptions from your practice sessions (text only — we do not store audio recordings)
- For Ready Room Live: the meeting topic, attendees, and objective you enter; the live transcript of your meeting (text only — no audio is stored); the advisor cards generated; and any meeting minutes you create
- Your session scores and progress data
- Files you upload (processed and discarded — we do not store uploaded files)
Auto-Redact and File Upload
When you upload a PDF, Word document, PowerPoint, or text file, My Ready Room automatically scans the content for sensitive information before anything is sent to an AI model. This includes:
- Financial figures and dollar amounts
- Email addresses and phone numbers
- Dates and named individuals in sensitive contexts
- Client names and account references
Detected items are replaced with placeholders like [AMOUNT] or [CLIENT NAME]. You review the redacted content and must confirm before it is used in your session. Uploaded files are processed in memory and are never written to disk or stored on our servers.
Our auto-redact catches the majority of common sensitive patterns. It may not catch everything. You are responsible for reviewing the redacted preview and confirming that no sensitive information remains before proceeding.
Ready Room Live — Meeting Audio & Other Participants
Ready Room Live listens to your live meetings through your device's microphone and converts what is said into text in real time. As with our practice sessions, we do not store audio — the audio stream is transcribed on the fly and only the resulting text is kept.
Because Ready Room Live captures a live meeting, the transcript may include the words of other people in the room or on the call. Those participants are not users of our Services and have not agreed to our terms. You are solely responsible for informing everyone present that the meeting is being transcribed and for obtaining their consent where the law requires it. Recording and transcription consent laws vary by location, and some jurisdictions require the consent of every participant. Please review the Voice Recordings & Consent section of our Terms of Service before using Ready Room Live.
Your Ready Room Live meeting transcripts, advisor cards, and generated minutes are stored privately to your account so you can review them after the meeting. You can delete this data at any time, and it is removed when you delete your account (see below). When you choose to email your meeting minutes, they are sent using your own email app — we do not send them on your behalf and we do not keep a record of who you send them to.
How We Use Your Data
- To generate your AI interview, presentation, or live meeting session
- To calculate and store your scorecard and coaching feedback
- To produce your Ready Room Live advisor cards and meeting minutes
- To show you your progress over time
- To authenticate you and keep your account secure
We do not sell your data. We do not use your session content to train AI models. We do not share your transcripts, job descriptions, meeting content, or scores with any third party other than as described below.
OpenAI and Third-Party AI
My Ready Room uses OpenAI's API to power live voice sessions and generate scoring feedback. Your spoken audio during a session is streamed to OpenAI in real time for transcription and AI response generation. OpenAI does not retain this audio data — it is processed in real time and discarded. The text content of your session (your responses and the AI's questions), uploaded documents, and job descriptions are also sent to OpenAI for AI processing.
Ready Room Live uses the same OpenAI API: your meeting audio is streamed to OpenAI in real time for transcription only and is not retained by OpenAI, and the resulting transcript text is sent to OpenAI to generate advisor guidance and meeting minutes.
OpenAI's API terms prohibit using API data for model training. For more information see OpenAI's Privacy Policy.
We recommend using the auto-redact feature and reviewing redacted content before any session involving sensitive business information.
Service Providers
To operate our products we use the following third-party service providers, who process data on our behalf under data-processing agreements:
- Auth0 (Okta) — authentication and login (email addresses)
- Stripe — subscription billing (email, payment card data — Stripe processes payment data directly; we never see or store credit card numbers)
- Microsoft Azure — backend hosting and database storage (United States, West US 2 region)
- Vercel — web frontend hosting
- OpenAI — AI interview, presentation, and live meeting processing (see above)
Data Storage and Security
- Your data is stored on Microsoft Azure in the United States (West US 2 region)
- All connections are encrypted in transit via HTTPS / TLS
- Passwords are hashed using bcrypt and never stored in plain text
- Session transcripts, meeting transcripts, and scores are stored in a private PostgreSQL database accessible only to your account
- We never collect or store your device's advertising ID
Deleting Your Account and Data
You can request deletion of your account and all associated data at any time. To request account deletion, email privacy@myreadyroom.ai from the email address associated with your account. We will permanently delete your account and all associated data within 30 days of receiving your request and send you confirmation when it is complete.
What gets deleted when you request account deletion:
- Your account record (email, name, hashed password)
- All session transcripts
- All Ready Room Live meeting transcripts, advisor cards, and saved minutes
- All scorecards and coaching feedback
- All progress and trend data
- Subscription history (with billing records retained only as required by tax law)
What is automatically not retained even without a deletion request:
- Voice recordings and meeting audio — never stored persistently. Audio is processed in real time during your session or meeting and discarded immediately.
- Uploaded files — processed in memory only, never written to disk.
For partial deletion (e.g., deleting individual sessions or meetings while keeping your account), you can delete individual transcripts directly from the History view in the app.
Cookies
Our products use only functional cookies required for authentication and session management. We do not use advertising cookies, tracking pixels, or third-party analytics that identify you personally.
Children's Privacy
Our products are intended for users 18 years of age and older. We do not knowingly collect data from children under 18. If you believe a child has provided us with personal information, please contact us and we will delete it immediately.
Changes to This Policy
We will notify registered users by email of any material changes to this privacy policy at least 14 days before they take effect.
Contact
Questions about privacy? Email us at privacy@myreadyroom.ai