Privacy Policy

Account info: your name and email, handled by our authentication provider, Clerk.

Campaign and client data: the campaigns, target podcasts, client names, and pitch notes you create in the app.

Pitch drafting inputs: your writing sample and any guest or outreach details you enter, used to generate AI pitch drafts.

Billing info: handled directly by Stripe. We don't see or store your card details.

Usage data: counts of searches, campaigns, and AI drafts, used to enforce your plan's limits.

To run the Service: authenticate you, save your campaigns, enforce plan limits, process billing, generate AI-drafted pitches, and look up podcast contact details. We also use your email to send account, billing and follow-up reminder emails, and to respond if you contact support.

We don't sell your personal data. We share the minimum needed with the providers that make the Service work:

• Clerk: accounts and authentication.
• Stripe: billing and subscription management.
• Anthropic (Claude API): your writing sample and pitch inputs are sent to generate AI-drafted pitch emails.
• Hunter.io and Apollo.io: used to look up publicly available host and producer contact details for podcasts.
• Resend: sends the emails we send you: follow-up reminders, trial and billing notices. It receives your email address and first name, and for reminders the names of the shows and campaigns that are waiting.
• Sentry: receives technical error reports, such as what failed and where, so we can find and fix problems.
• Upstash (QStash): a timer that calls our servers every few minutes so scheduled emails go out on time. It does not receive your campaigns, drafts or contacts.
• Neon: our database host.
• Vercel: our application host.
• Podcast Index: the source of the podcast and episode catalogue we search.

Emails you send from a connected account are delivered through Google's or Microsoft's own systems.

The podcast catalogue itself (shows, episodes, descriptions) is shared across all customers, the same as any podcast database. Your campaigns, clients, and pitch drafts are private to your account or organisation.

If you choose to connect a Gmail or Microsoft 365 account, we ask for the minimum permissions needed: to see the email address of the account you connect, and to send email on your behalf. For Google accounts this is the gmail.send permission. For Microsoft accounts it is Mail.Send. We never ask for permission to read, search, or change anything in your inbox, and we can't see your existing email.

What we do with it: we send the pitch emails and follow-ups that you write or approve in the app, from your own address, either straight away or at the times you schedule. We keep a record of each email we sent for you (recipient, subject, body, and time) so you can see your outreach history and so we can stop a follow-up from going out twice. Follow-ups are only sent after you confirm them.

How we protect it: the access tokens Google and Microsoft give us are encrypted before they are stored, and are used only to send the emails you asked us to send. We don't use them for anything else, and no person at The Podcast Assistant reads your emails.

Your control: you can disconnect an account at any time from Settings. Disconnecting revokes our access with Google where they allow it and deletes the stored tokens. You can also remove our access from your Google Account permissions page (myaccount.google.com/permissions) or your Microsoft account's app permissions page.

If you disconnect an account, we delete the stored access tokens. Records of emails sent on your behalf (recipient, subject, body and time) stay in your campaign history until you delete the campaign or ask us to delete your data.

The Podcast Assistant's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Data from Google is used only to provide the sending features described above. We don't sell it, use it for advertising, or use it to train AI models, and we don't allow humans to read it except where you ask us for support, where it is needed for security, or where the law requires it.

We keep your account and campaign data for as long as your account is active. If you cancel, we retain your data for a reasonable period in case you resubscribe, then delete it. You can request earlier deletion. See Contact below.

You can access, correct, or delete your campaign and account data from within the app, or by emailing us. Depending on where you're located, you may have additional rights under applicable privacy law (for example, the Australian Privacy Act). Contact us and we'll help.

We use cookies set by our authentication provider, Clerk, to keep you signed in. We don't currently use third-party advertising or analytics trackers.

We rely on our providers' security practices (Clerk, Stripe, Neon, Vercel) and restrict access to your data to what's needed to run the Service. No system is perfectly secure, so we can't guarantee absolute protection.

The Service isn't directed at, or intended for use by, anyone under 18.

If we make a material change to how we handle your data, we'll let you know by email or an in-app notice before it takes effect.

Questions about your data, or want something corrected or deleted? Email jen@thepodcastassistant.com.