Security and data residency

The Incubator and the Training Room process only your own fundraisers' practice recordings: a pitch recorded on purpose, by the person practising, to be scored and coached. No donor or customer conversations, no supporter data and no payment details are recorded or processed in these stages.

For each practice take we hold the recording, its transcript, the scores and feedback, and the name and mobile number of the person on your roster. Managers also give us the scripts and training material the coaching is calibrated to.

Customers outside these regions are hosted in Australia, and we open a regional deployment where a customer needs one. Each region is a complete, separate deployment. Your organisation lives in one region and its recordings, transcripts and scores are stored and analysed there; they are not copied between regions. Everyone signs in at the same address and is served from their own region. In the Australian region, one step, turning speech into text, is performed by a specialist provider in the United States that receives audio only for that purpose; in the European region that step stays within the European Union.

We use a small number of infrastructure and communications providers to run the service, each receiving only what its job needs. The current list, with locations and purposes, forms part of our data processing agreement and is provided on request. We give customers notice before adding or changing a provider.

Practice recordings and their transcripts are deleted automatically once they are older than your organisation's retention period, which is 90 days unless you ask for something else. The deletion runs every night and each run is logged. Scores, feedback and coaching history are kept for as long as you subscribe, so progress over time survives the recordings it came from. When a subscription ends we delete your data on request, and otherwise in line with our privacy policy.

• Encrypted in transit and at rest.
• Each organisation's data is isolated from every other organisation's.
• Recordings are never publicly reachable.
• People sign in with a link sent to the mobile number on your roster; there are no shared passwords to leak.
• Sector3 staff access your data only to operate the service or to give support you have asked for.

Practice works in English, German, French and Spanish today, with feedback written in the language the pitch was given in. We add languages on request.

A data processing agreement, including the EU standard contractual clauses and the UK addendum, is available for customers who need one. Trial customers are covered by the free trial terms; subscribers by our standard terms. Kylie Coach is provided by Sector3 Solutions Pty Ltd, Australia.