Privacy Policy

This Privacy Policy describes how RubricMind Inc. (“RubricHQ”, “we”, “us”, or “our”) collects, uses, discloses, and protects information when you use the RubricHQ platform, websites, and related services (collectively, the “Services”). By using the Services, you agree to the practices described here.

RubricHQ is a testing and evaluation platform for voice AI agents. Customers use it to simulate voice calls, evaluate transcripts, and optimize conversational AI systems. This policy applies to both visitors to our website and authenticated users of the platform.

1. Information we collect

Information you provide. When you create an account, contact us, or interact with the Services, we may collect your name, email address, company, billing details, and the content you choose to upload (such as prompts, scenarios, test transcripts, and agent configurations).

Usage data. We automatically collect limited technical information such as IP address, browser type, device identifiers, pages visited, and timestamps in order to operate and secure the Services.

Voice and conversation data. To run simulations and evaluations, the Services process audio, transcripts, and related metadata that you or your end users submit. This data is handled as described in Section 3.

Cookies and similar technologies. We use essential cookies for authentication and session management, and limited analytics cookies to understand aggregate product usage. You can manage cookies through your browser settings.

2. How we use information

We use the information we collect to:

• Provide, maintain, and improve the Services;
• Run simulated voice calls and evaluate agent output on your behalf;
• Authenticate users, prevent abuse, and secure our infrastructure;
• Communicate with you about your account, updates, and support;
• Understand aggregate usage and improve product performance; and
• Comply with legal obligations and enforce our agreements.

3. AI processing and customer data

The Services use third-party AI providers (such as large language model and speech-to-text providers) to generate, transcribe, and evaluate conversations. Customer content submitted to the Services may be transmitted to these providers solely to perform the tasks you request.

We do not use customer content to train our own general-purpose models, and we contractually require our AI subprocessors not to use customer content to train their models, where such opt-outs are available.

You are responsible for ensuring that you have the necessary rights and consents to submit any voice recordings, transcripts, or personal data to the Services, including compliance with applicable call-recording and consent laws.

4. How we share information

We do not sell personal information. We share information only in these limited cases:

• Service providers and subprocessors that help us operate the Services (hosting, analytics, AI model inference, speech-to-text, telephony, payments, and customer support), under written agreements that restrict their use of the data;
• Within your organization, with other authorized users of your workspace;
• For legal reasons, when we reasonably believe disclosure is required by law, regulation, legal process, or to protect rights, safety, or property; and
• In connection with a corporate transaction such as a merger, acquisition, or asset sale, in which case we will provide notice consistent with applicable law.

Mobile information. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All other categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

5. Data retention

We retain information for as long as your account is active, as needed to provide the Services, and as required to comply with legal obligations, resolve disputes, and enforce our agreements. You can request deletion of your account and associated content at any time by contacting us; some information may remain in backups or logs for a limited additional period before being removed.

6. Security

We use industry-standard administrative, technical, and physical safeguards designed to protect information from unauthorized access, disclosure, alteration, or destruction. This includes encryption in transit, access controls, logging, and regular review of our security practices. No system is perfectly secure, however, and we cannot guarantee absolute security.

7. International transfers

We are based in the United States and may process information in the United States and other countries where we or our subprocessors operate. Where applicable, we rely on recognized transfer mechanisms such as Standard Contractual Clauses to protect personal data transferred across borders.

8. Your rights and choices

Depending on where you live, you may have rights to access, correct, delete, export, or restrict the use of your personal information, and to object to certain processing. Residents of the European Economic Area, the United Kingdom, California, and other jurisdictions with comparable privacy laws are entitled to these rights subject to applicable limitations.

To exercise any of these rights, email us at noor@rubrichq.io. We will verify your request and respond within the timeframes required by applicable law. You may also have the right to lodge a complaint with your local data protection authority.

9. Children’s privacy

The Services are intended for business users and are not directed to children under 16. We do not knowingly collect personal information from children. If you believe a child has provided us with personal information, please contact us so we can remove it.

10. Changes to this policy

We may update this Privacy Policy from time to time to reflect changes in the Services, our practices, or applicable law. When we make material changes, we will update the “Last updated” date above and, where appropriate, provide additional notice (such as by email or in-product notification).

11. Contact us

If you have questions about this Privacy Policy or our data practices, you can reach us at: