Deputy Privacy Policy
Last updated: September 25, 2026
Deputy is operated by Accordian Software Inc. (“we”, “us”), a British Columbia company, which is responsible for the personal information this policy describes. This policy describes what information Deputy collects, how we use it, who we share it with, and the choices you have. We wrote it in plain language; if something seems unclear, tell our Privacy Officer at privacy@deputy.cc and we'll fix it.
1. What we collect
The categories of information we collect:
- Account data: email, name, profile photo (if you provide one), and the authentication tokens your identity provider (Google, Apple, email/password) issues us.
- Organization data: your organization membership, role, and the metadata associated with pages or threads you belong to.
- Walkthroughs and recordings: what you record in Deputy’s recorder — your screen, your voice, and your camera if you turn it on — and videos you upload, along with the steps the Deputy Chrome extension notes while you record (section 11). Also the slides, documents and other files you upload, Figma prototypes you link, and websites you ask Deputy to read.
- Other User Content: text you type, voice recordings you submit, pages you create or edit, messages you exchange with Deputy (“Ask” / “Tell” interactions), and escalation threads with teammates.
- Viewer data: when someone watches a walkthrough you share, we record when they started, when they were last active, and how far they got. For signed-in members of your organization, you see their name or email. Other viewers are anonymous unless they choose a display name, which other people watching at the same time can see. The questions viewers ask are covered in section 10.
- Integration data: when you connect Slack, Google Drive or Figma, information those services make available to Deputy subject to your authorizations there.
- Device & service metadata: push notification tokens, app version, platform, and timestamps of events we need to operate the Service (login, request rate limits, etc.).
- Records of your acceptance: when you continue past the notice that you agree to our Terms, we record which versions of the Terms and this policy were in effect, how you signed in, and when.
- Payment data: handled exclusively by Stripe. We receive only subscription state (active, past due, canceled) — never your full card number.
2. How we use it
- To provide the Service — capture, transcribe, index, and respond to your requests.
- To answer, on your behalf, the people you share a walkthrough with, using the content you’ve given Deputy.
- To send notifications you asked for (push, email, optional Slack).
- To secure accounts and prevent abuse (rate limits, idempotency, fraud signals).
- To bill paid plans via Stripe.
- To improve the Service (aggregate, de-identified analysis; never individual profiling for ads).
We do not sell your personal information. We do not use your User Content to train third-party general AI models.
3. Processors we rely on
Deputy is built on a stack of trusted service providers (“processors”) that handle data on our behalf under contractual obligations to keep it confidential and to use it only for the functions we request:
- Firebase / Google Cloud — authentication, database, file and recording storage, the background services that process recordings, Cloud Functions, Cloud Messaging.
- Vercel — hosts the Deputy website and app, and counts page views in the app without cookies (Vercel Web Analytics).
- Pinecone — vector index for semantic search over your pages.
- OpenAI — builds the search index of your pages, transcribes voice input, drafts some answers, and generates Deputy’s voice, including its live spoken answers to people watching your walkthroughs (section 10). Requests are sent with our organization key; under our agreement, OpenAI does not use these inputs to train public models.
- Deepgram — transcribes the audio of walkthrough recordings, including videos you upload.
- Google Gemini — question answering, keeping your pages consistent when you add information, summaries, and speech for some voice features. Same training-opt-out arrangement.
- Google Workspace (Gmail) — sends Deputy’s emails, such as invitations and notifications.
- Google Analytics — measures visits to our marketing website (section 8).
- Stripe — payments + subscription management.
- Slack, Google Drive, Figma — only when you connect them, and only for the scopes shown at connect time.
- Recall.ai — when you invite Deputy to a meeting, Recall’s bot joins the call (Google Meet, Zoom, Microsoft Teams) and captures audio, video, and a transcript on our behalf. Recall hosts the recording briefly; we copy it into our own storage for your plan’s retention window (see retention below).
- Expo — for push notifications on mobile (we send the token and payload; Expo relays to APNs/FCM).
4. Where data lives
We’re based in Canada. Primary data is stored in Google Cloud in the United States (US-central), and our processors may process it in the United States and other countries. While it is there, it is subject to the laws of those countries and may be accessible to their courts, law enforcement and national security authorities. If you need data residency guarantees beyond this, contact us before creating an account.
5. How long we keep it
- Account + User Content: for as long as your account exists. Deleting your account removes this within 30 days from active systems and within 90 days from backups.
- Meeting recordings: when recording persistence is enabled, meeting audio and video copied into our storage are retained for the window your organization’s admin sets, up to your plan’s maximum (currently up to 7 days on Starter, 30 days on Pro, and 1 year on Max and Enterprise). Recordings are deleted when they pass that retention window, when you delete the meeting, or within a 30-day grace period after a downgrade — and, like all your content, when you delete your account.
- Meeting transcripts: retained per your organization’s transcript-retention setting (default 30 days), after which the transcript text is purged.
- Viewer data and viewers’ questions: until the walkthrough is deleted (section 10).
- Records of your acceptance of our Terms: kept after your account is deleted, for as long as we may need to show what was agreed.
- Operational logs (requests, errors): up to 90 days.
- Billing records: retained per tax / accounting requirements (typically 7 years).
- Idempotency tokens: 24 hours (used to safely retry mobile uploads).
6. Your rights
You can:
- Access and export your data on request.
- Correct inaccurate profile or page content directly in the app.
- Delete your account in Settings → Profile → Delete account, or by emailing us.
- Object to processing or restrict specific uses.
Residents of Canada have rights under PIPEDA and, in British Columbia, under PIPA, including to access and correct your information and to withdraw your consent (which may limit what Deputy can do for you). Residents of the EU/UK have additional rights under GDPR; residents of California have additional rights under the CCPA. To exercise any of these, email privacy@deputy.cc.
If you’re not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada, the Office of the Information and Privacy Commissioner for British Columbia, or the data protection authority where you live.
7. Security
We use industry-standard safeguards: encryption in transit (HTTPS / TLS) and at rest where our providers offer it, scoped service accounts, least-privilege database access, and regular reviews. No system is perfectly secure; if you suspect an issue, please report it to security@deputy.cc.
9. AI assistant connections (Deputy MCP server)
Deputy lets you connect a third-party AI assistant (such as Claude or ChatGPT) to your Deputy workspace as a custom connector, using the Model Context Protocol (MCP). When you connect an assistant, you authorize it through a standard OAuth 2.1 flow and choose which organization’s data it may read.
What a connected assistant can read
A connected assistant can read only the Deputy data you yourself are entitled to, in the organization you selected: your meetings and speaker-labeled transcripts, the action items and commitments you own or host, and the knowledge-base content you can already see — the organization’s shared knowledge plus your own knowledge pages. It cannot read another organization’s data, other users’ private pages, or your billing and account settings.
What it cannot do
The connector is read-only. A connected assistant cannot change, add, or delete anything in Deputy, and it cannot act on your behalf. It is granted a read-only scope, and no write operations are exposed.
How access is scoped and secured
Access is granted per organization and per assistant. Access tokens are short-lived and bound to the Deputy connector; refresh tokens are encrypted at rest. Deputy never forwards your assistant’s token to any other service, and requests are rate-limited to guard against abuse.
Retention and revocation
A record of each connection (the assistant’s name, its verified domain, the scopes granted, and when it was last used) is stored so you can review it. You can revoke any assistant’s access at any time from your Deputy settings; revocation takes effect promptly and the assistant can no longer read your data. Connection records are removed when you delete your account.
10. Walkthrough Q&A
When someone shares a recorded walkthrough or presentation with you, you can raise your hand and ask Deputy a question about it. This section describes what that keeps.
Questions and answers
Your question and Deputy’s answer are transcribed and saved for the person who shared the walkthrough. They appear in that person’s Questions list and on the recording itself, so a later viewer may see the exchange. Treat a question you ask on a shared link as visible to the person who shared it.
Voice
Your voice is recorded only if the person who shared the walkthrough asked to record audio and you choose “Record my audio” before it starts. Otherwise only the transcript of what was said is kept. When you choose to record, we keep the audio of each exchange, your voice and Deputy’s, for the person who shared the walkthrough. They can replay it, and an exchange they show on the walkthrough can be heard by people who watch it later.
In every case the live audio itself travels from your device directly to OpenAI’s realtime voice service, which generates Deputy’s spoken reply. That connection is made by your browser or app, not through our servers. In a live webinar, other attendees hear the exchange as it happens, and that live audio is not kept. The only audio we keep is the recording you chose to make.
Email addresses of visitors
If you ask a question without signing in, we ask for your email address first. We use it to tell the person who shared the walkthrough who asked, and to reach you if they answer. It is shown to that person only — never to other viewers of the same link, who see your question attributed to “Someone”.
How long we keep it
Questions, answers, any recorded voice, and a visitor’s email address are kept until the walkthrough is deleted or the organization that owns it deletes its account, whichever comes first — then they are removed on the schedule in section 5.
11. The Deputy Chrome extension
The Deputy Screen Recorder extension does one thing: while you are recording a walkthrough, it notes the clicks you make in the pages you walk through, so the saved walkthrough knows where its scenes begin and can jump to the right one.
What it notes during a recording: the time of each click, the page’s address, where on the page you clicked, and a short label for the thing you clicked — its accessibility label, its visible text, or failing those its tag name. It also notes when the page navigates somewhere new.
What it never captures: keystrokes of any kind, and no text out of anything you can type into. A click in a text field, text area, or rich-text editor is recorded only as “a text input”; a click in a password field only as “a password field”. It takes no screenshots and reads no page content beyond that one label. Your own Deputy tab is never instrumented.
Where it goes: only to your own Deputy tab, on the same computer, over a direct browser message channel. Deputy’s servers never receive it. It reaches us only if it ends up in the walkthrough you choose to save, as the step labels on your recording.
When it runs: only while a recording you started in your own Deputy tab is live. Until then the extension touches nothing on any page, adds no listeners, and makes no network requests of its own. When the recording ends, it removes everything it added.
What it draws on the page: nothing, unless the recording asks for on-page controls. The extension can draw a countdown, a Pause/Resume/Finish dock and a camera window in the page being recorded, but only when a recording requests them; Deputy’s recorder does not, so the pages you walk through are left as they are. If a recording ever does ask for the camera window, it is a small Deputy page framed into the page you’re recording — the camera permission is granted to Deputy, not to the site you happen to be recording.
12. Children
The Service is not intended for children under 13 (or 16 where local law sets a higher threshold). We do not knowingly collect data from children.
13. Changes
We'll post updates to this policy here and, for material changes, notify account owners by email or in-app.
14. Contact
Privacy questions, access/deletion requests, or security reports: our Privacy Officer at privacy@deputy.cc, or by mail to Accordian Software Inc., Suite 800 – 1090 West Georgia Street, Vancouver, BC V6E 3V7, Canada.