Privacy Policy

1. What data we collect

When you use Theo we collect the following categories of personal data:

• Account information — your email address, display name, sign-in provider (Apple, Google, or email/password), and a unique user ID generated by our authentication provider.
• Profile information you provide during onboarding — optional details such as your stated focus areas and the kind of support you want from Theo. You may skip these fields.
• Practice settings and prompts — the recurring practices, prompts, focus areas, and rules you choose for Theo to follow during check-ins.
• Voice and transcript data — when you start a check-in with Theo we capture your microphone audio and the live transcript of your conversation. This is the core data Theo needs to function as a voice coach.
• Session metadata and journal context — timestamps, session length, recent journal or session context, and short AI-generated summaries that we store so Theo can remember context across sessions.
• Subscription and purchase data — the subscription tier you hold, purchase events, and renewal/cancellation status, as reported by the App Store / Google Play and our subscription processor RevenueCat.
• Device and diagnostic data — basic technical information such as device type, OS version, app version, crash logs, and connectivity state, used solely to keep the app running well.

We do not collect contacts, photos, location, or health data.

2. How we collect it

• Directly from you when you create an account, fill in your onboarding profile, set up practices and prompts, or speak during a check-in.
• From your device’s microphone — only while a check-in is active and only after you have granted the iOS or Android microphone permission. The microphone is not used in the background.
• From our infrastructure providers — Apple, Google, and RevenueCat report subscription events to us; Supabase (our authentication and database provider) issues your user ID.

3. How we use your data

• To run live voice check-ins by routing your audio, transcripts, profile context, practice settings, and recent journal context through our AI voice provider.
• To generate short summaries of your past check-ins so Theo can give you continuity across sessions.
• To deliver the subscription tier you’ve paid for and to handle billing.
• To diagnose crashes and improve the app’s stability.
• To contact you about your account if necessary, for example to respond to a support request.

We do not sell your data, and we do not use your voice data, transcripts, or summaries to train any third party’s general-purpose AI models.

4. Third parties we share data with

Before we send any of your voice, transcript, profile, practice, or journal context to a third-party AI service, we ask for your explicit consent inside the app. Theo relies on the following processors. Each one is bound by its own data processing terms and provides protections at least equivalent to those described in this policy.

• Vapi.ai (vapi.ai, privacy policy at vapi.ai/privacy) — hosts Theo’s real-time voice agent. When you start a live check-in, your microphone audio, live transcript, and relevant Theo context are sent to Vapi so Theo can hear you, respond, and maintain continuity during the session. Vapi processes this data on our behalf to deliver the voice service.
• Vapi-configured voice and language providers — Theo’s live voice sessions may also be processed by the providers configured through Vapi to deliver speech-to-text, AI responses, and text-to-speech. These may include Deepgram for transcription, Anthropic via Amazon Bedrock for AI responses, and ElevenLabs for voice generation. These providers process data only as needed to deliver the live Theo session.
• Google Gemini (operated by Google LLC, ai.google.dev, privacy policy at policies.google.com/privacy) — receives transcripts and relevant session context from past check-ins so it can produce short summaries and reflections that we then store in your private Theo profile. Google’s API terms prevent this data from being used to train Google’s general models.
• Supabase (supabase.com, privacy policy at supabase.com/privacy) — provides our authentication, database, and storage. Your account, profile, transcripts, practice settings, journal context, and summaries live in our Supabase project.
• RevenueCat (revenuecat.com, privacy policy at revenuecat.com/privacy) — processes subscription state and entitlement checks on our behalf. RevenueCat does not receive your voice, transcripts, practice settings, journal context, or summaries.
• Apple and Google Play — process subscription purchases under their respective terms.

We do not share your data with any other third party for advertising, profiling, or any purpose unrelated to running Theo.

5. Your choices and rights

• Consent. Before we send any of your voice, transcript, profile, practice, or journal context to a third-party AI service, we ask for your explicit consent inside the app. New users see this during onboarding, and existing users who have not consented to the current disclosure see it before they can continue using Theo. You can withdraw consent at any time by deleting your account from the in-app settings, which removes your stored transcripts and summaries from Theo.
• Access and deletion. You can request a copy of the personal data we hold about you, or request its deletion, by emailing support@theo.coach. We honour these requests within 30 days.
• Microphone permission. You can revoke the microphone permission at any time in your device’s system settings; Theo cannot run check-ins without it.

6. How long we keep your data

• Account, profile, practice, subscription, and journal data: for as long as your account is active, plus up to 30 days after deletion to allow for account recovery.
• Voice audio: not retained — audio is processed in transit by Vapi and not stored long-term by Theo.
• Transcripts and AI-generated summaries: retained while your account is active so Theo can give you continuity across sessions; deleted within 30 days when you delete your account.

7. How to delete your account in the app

You can delete your Theo account directly inside the app. To do this, open the Profile screen, scroll to the bottom, and press Delete Account. Follow any confirmation prompts shown in the app to complete the deletion request. You can also email support@theo.coach if you would prefer we delete the account for you.

8. Children

Theo is not directed at children under the age of 13 and we do not knowingly collect personal information from them. If you believe a child has provided us with personal information, please contact us and we will delete it.

9. Contact

For privacy-related questions or requests, contact support@theo.coach.