Privacy Policy

Effective Date: April 28, 2026

The Diplocat is a product of Entelechy Unbound, LLC ("we", "us", or "our"). We operate the Diplocat mobile application and website at diplocat.app (the "Service"). This Privacy Policy explains how we collect, use, and protect your information.

1. Information We Collect

We collect the following types of information:

• Account Information: Email address, display name, and authentication provider (e.g., Apple, Google, or email) when you create an account.
• Voice Recordings: Audio input you provide for speech-to-text processing. Input recordings are processed in real time and are not stored on our servers after processing. Generated audio (text-to-speech playback) is stored as part of your conversation history.
• Text Content: Messages you type or dictate for translation and de-escalation. These are stored as part of your conversation history.
• Journal Reflections: Personal reflections you write through the in-app journaling surface — typically a short note about how a difficult conversation went, what you'd try differently, or what worked. Reflections are linked to your user identifier, included in your data export, and deleted on account deletion.
• Other User Content: Suggestions you bookmark or organize into folders, and share cards you generate from a coaching exchange. All linked to your user identifier, included in your data export, and deleted on account deletion.
• Voice Calibration: If you complete the optional onboarding survey, we store your answers and the voice profile derived from them so Diplocat can tailor suggestions to your natural register. You can retake or clear this from the app at any time.
• Optional Feedback: We offer two optional feedback surveys. After tapping thumbs-down on a suggestion, you can answer a short follow-up where we store the original text you submitted, the suggested output, your diagnostic answer, and any free-text notes you choose to write (up to 500 characters per field). If you cancel a subscription, you can also answer a brief cancellation survey — we store the reasons you select and any comment you write (up to 2,000 characters). Both surveys are always optional. See Section 4 for retention details.
• Referral Data: If you share or use a referral code, we store the code itself, the user ID of the referrer, and the user IDs of accounts that signed up using the code. This lets us credit referral rewards. Referral records are deleted when you delete your account.
• Usage Data: App interaction data, feature usage, practice streak data, weekly insight summaries, crash reports, and performance metrics.
• Device Information: Device type, operating system version, and app version for compatibility and debugging.
• Payment Information: Subscription status and purchase history are managed by Apple (App Store) and Adapty. We do not store your credit card or payment details.

2. How We Use Your Information

• Process and deliver text and voice translations
• Maintain your conversation history and provide access based on your subscription tier
• Manage your account and subscription
• Improve app performance, fix bugs, and develop new features
• Generate anonymized, aggregated datasets to improve our de-escalation models and service quality (see Section 4)
• Review optional thumbs-down feedback to understand where suggestions miss and tune our calibration model (see Section 4)
• Display relevant advertisements (free tier only). Advertisements are served based on general context (free tier status) and device-level ad identifiers managed by Google AdMob. Your message content is never shared with advertisers or used for ad targeting.
• Communicate important service updates

3. Third-Party Services

We use the following third-party services as data processors. For each, we describe what data is shared and why:

• Google Cloud / Vertex AI (Gemini): Your message text, selected de-escalation level, and language preferences are sent to Google's Vertex AI for AI-powered text processing. Voice recordings are sent for speech-to-text transcription and text-to-speech audio generation. Google processes this data under their Cloud Data Processing Addendum. Your content is not used by Google for model training.
• Firebase (Google): Authentication credentials (email, OAuth tokens), user profile data, and conversation history are stored in Firebase (Firestore database). Firebase Auth is the identity layer that links your chosen sign-in method (email/password, Apple, or Google — see the two entries below) to your Diplocat account.
• Sign in with Apple: If you choose to sign in with Apple, Apple shares your name (only if you provide one on first sign-in) and an email address with us — this may be a real email or Apple's private-relay address, at your choice. We do not receive other Apple ID information, and Apple does not receive your Diplocat usage data.
• Google Sign-In: If you choose to sign in with Google, Google shares your name, email address, and Google account ID with us. We do not receive other Google account information, and Google does not receive your Diplocat usage data.
• Sentry: Server-side error reports, stack traces, and performance metrics are sent for monitoring. Personally identifiable information (email, message content, user-generated text) is scrubbed before transmission. Your user ID and subscription tier are included for debugging context.
• Adapty: Your anonymous user identifier, subscription status, purchase events, and app usage events (e.g., paywall views) are shared for subscription management, analytics, and A/B testing of pricing.
• Google AdMob: Device-level advertising identifiers and general context (free tier status) are shared for ad delivery (free tier only). Your message content is never shared with advertisers or used for ad targeting.
• Apple App Store / Google Play Store: Subscription billing and purchase verification. Payment details are handled entirely by Apple or Google — we do not receive or store your payment information.

Each third-party service operates under its own privacy policy. We encourage you to review their respective policies.

4. Data Retention & Anonymized Data

Conversation History

Your conversation data is retained until you delete it or delete your account, regardless of your subscription tier. Your subscription determines how far back you can access your history within the app:

• Free: Most recent 7 days
• Basic: Most recent 90 days
• Premium: Unlimited

Upgrading your plan restores access to your full conversation history.

When you delete a conversation or your account, the associated data is permanently removed from our servers within 30 days.

Voice Recordings

Voice recordings you provide as input are processed in real time and are not stored on our servers after processing. Generated audio (text-to-speech playback of suggestions) is stored as part of your conversation history and is deleted when you delete the conversation or your account.

Anonymized Data for Service Improvement

We may derive pseudonymized, aggregated data from your usage to improve our de-escalation models and service quality. This includes text pairs (original and de-escalated versions), the de-escalation level selected, your feedback (e.g., thumbs up/down), and language metadata. This data is stripped of direct identifiers (name, email, user ID, device identifiers) and is designed to prevent re-identification, though as with any text data, unique or distinctive inputs may theoretically be matchable.

Because this data is pseudonymized and aggregated, it is not included when you request account deletion or data export. If you believe your data is identifiable within this dataset, you may contact us to request its removal.

Thumbs-Down Feedback

If you tap thumbs-down on a suggestion and choose to fill out the optional follow-up survey, we retain that submission until you delete your account. Each submission stores the original text you submitted, the suggested output you reacted to, a snapshot of your active voice settings at the time, your diagnostic answer, and any free-text notes you chose to write.

This data is linked to your user identifier so we can:

• Include it in your data export when you request one (Section 6).
• Permanently remove it when you delete your account, alongside the rest of your personal data.
• Trigger in-app nudges to retake the voice calibration survey when your feedback pattern suggests the current voice isn't landing.

Internally, we review aggregated summaries of this feedback to understand where suggestions miss. Excerpts of the free-text notes may be displayed to our team for qualitative review; those excerpts do not carry your user identifier. The original-message and suggested-output fields are not surfaced in aggregate tooling — they are only accessible through the same per-user access path as your conversation history.

We may also retain de-identified statistical summaries derived from this feedback indefinitely — for example, counts of how often a given diagnostic answer is chosen against a given voice profile, or aggregate thumbs-down rates broken out by de-escalation level. These summaries never contain your free-text notes, your original message, the suggested output, or any identifier that could be linked back to you, and we treat them the same as the "Anonymized Data for Service Improvement" category above. They are therefore not affected by account deletion.

Cancellation Feedback

If you fill out the optional survey when cancelling a subscription, we store the reasons you selected, any comment you wrote (up to 2,000 characters), and the subscription tier you were on. This record is linked to your user identifier so it can be included in your data export and permanently removed when you delete your account. Internally, we review this feedback to understand why users cancel and to improve the product. Free-text comments may be surfaced to our team for qualitative review without your user identifier; aggregate counts of selected reasons are reviewed at population level.

5. Data Security

We implement industry-standard security measures to protect your data, including encrypted connections (TLS), secure cloud infrastructure, and access controls. However, no method of electronic transmission or storage is 100% secure.

6. Your Rights

You have the right to:

• Access: Request a copy of your personal data
• Export: Download your data in a portable format via the app settings
• Delete: Request deletion of your account via the app settings. Your account will be deactivated immediately and all associated data permanently deleted within 30 days. You may contact us within this period to recover your account.
• Correct: Update your profile information (such as your profile picture and display name) via the app settings
• Withdraw Consent: Stop using the Service at any time

To exercise these rights, use the in-app settings or contact us at delete@diplocat.app.

If you are located in the European Economic Area (EEA), United Kingdom, or other jurisdiction with similar data protection laws, you may also have the right to: lodge a complaint with your local data protection authority, object to processing based on legitimate interests, and request restriction of processing. Our legal basis for processing your data is contract performance (providing the Service) and legitimate interests (improving the Service).

7. Children's Privacy

The Service is not directed at children under 13. We do not knowingly collect personal information from children under 13. If we learn that we have collected data from a child under 13, we will delete it promptly.

At sign-up we ask whether the user is 13 or older. Users who indicate they are under 13 are not permitted to create an account on that device. This block is stored locally on the device and is not tied to an account. A user who was previously blocked and has since become eligible — for example, a child who has since turned 13 — may reinstall the app to re-attempt sign-up with accurate age information. Parents and guardians are encouraged to supervise this step.

8. International Data Transfers

Your data may be processed on servers located in the United States (Google Cloud). By using the Service, you consent to the transfer of your data to the United States.

9. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes through the app. Continued use of the Service after changes constitutes acceptance of the updated policy.

10. Contact Us

If you have questions about this Privacy Policy, contact us at:
support@diplocat.app