Privacy Policy

The user's (the person who signs in to the app, the dashboard or the mobile app): name, email, company, password (kept only as a cryptographic hash by the sign-in service), profile photo if they upload one, the version of these documents they accepted, account usage records, the device they signed in from, and the content they enter themselves (Business DNA, call scripts, proposals, notes). Whoever pays for the subscription also provides billing data (section 2, “Subscription payment”).

The prospect's (the person on the other side of the meeting, who never created an account or agreed to anything here): what they say is transcribed and analyzed during the call, because that is how the product works — suggest in real time and summarize afterwards. The salesperson may also record their name, phone and email, and ask for public research on their company before the meeting. Under the LGPD this person is a data subject even without any direct relationship with us.

The audio used for the live transcript is not recorded or kept. The sound that goes to transcription is converted into text while the conversation happens and discarded right after, including at our transcription provider: no audio file is left from it. The only exception is the meeting recording, described in the next paragraph, which only exists when someone turns it on. What is kept is the text of the conversation and its analysis: in our database and, while the app is installed, also in an app data folder on the computer of whoever ran the call, which only they can access and delete. That text is what the retention periods in section 6 and your rights in section 9 apply to.

The meeting recording, only when it is turned on. A salesperson can turn on recording for a meeting, and the team manager can make it mandatory for a salesperson. When it is on, it records on video the meeting window or the whole screen (the salesperson chooses), with the sound of their microphone and the sound of the meeting, which includes the prospect's voice and image when they appear there. The video stays on the salesperson's computer or, when they or the manager choose to upload it, is stored by us (section 2, “Meeting recording”). In an English-language account, recording starts only after the product confirms, in the transcript, the prospect's yes to being recorded; we keep the question and the answer, with the time, as proof. If the prospect says no, nothing is recorded, and we keep the question and the answer to show why the meeting has no video.

People who talk on WhatsApp with a customer company (when it connects a WhatsApp number to the product): name, phone number and profile photo as they appear on WhatsApp, the text of the messages, the files someone at the company opens or sends from the dashboard and, if lead capture is on, the identification of the ad the conversation came from.

People who become leads of a customer company through ad tracking: name, phone, email, the source campaign and ad, and the click identifiers that the company's form or WhatsApp send to the product.

Employees in training (in Hades Training, when their employer adds them): name, email, what they type or say in training sessions, the grade and feedback for each session, and marks about how the session was taken (section 2, “Hades Training”).

People who visit our websites (hades-copilot.com and hades-copilot.com.br, the blog, the help center, the sign-in and sign-up screens and the dashboard): the pages opened and the clicks, where they came from and whether they booked a meeting, tied to a random identifier kept in the browser. And, from people who chat with the website or book a meeting, what they type themselves: name, WhatsApp number, email, company website and answers.

Companies we approach to offer the product (B2B prospecting, section 2): public business contact data and, sometimes, the name and title of a decision maker and a work email. These people are not users of the product.

The Google Calendar of users who connect it (only when a user connects their own Google account in the product’s Calendar): the email of that Google account and the events on its primary calendar, meaning title, time, description, call link, number of guests and organizer. We use this data for two things: to show the meetings in the product’s Calendar (and, when the user asks for it there, to create, move, edit or delete an event), and to notify the user, in the dashboard bell and on the phone, when a new meeting appears on their calendar and when a meeting is about to start (the user turns these two notices off under Notifications). We do not read the account’s other calendars. For those notices, and only for them, we keep a minimal copy of the events in the next 60 days that have a set time: the identifier, the start, the end, the title and the status (confirmed, tentative or declined). We do not keep the description, the call link, the guests or the organizer, and we do not copy all-day events. The copy is refreshed every 10 minutes; an event leaves it when it is deleted or moved in Google and one day after it ends, and all of it is deleted the moment the user disconnects the account. Events the product itself creates carry an internal marker, only so we do not notify the user about something they just scheduled. Apart from that copy, what we keep is the access authorization, the account email and the time of the last read. The events are not used for advertising, are not sold or passed on to third parties, are not sent to the product’s artificial intelligence models and are not used to train any model. To turn it off, click “Disconnect this account” in the Calendar (the authorization is deleted immediately) or remove access at myaccount.google.com/permissions. Hades’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

The legal bases are those of article 7 of the LGPD. “Who receives it” refers to the providers that process the data on our behalf (the full list, with each one's country, is in section 13).

An account's content (meetings, clients, conversations, training sessions) stays isolated in its own space — no other customer account can read it, on any screen of the product. A meeting recording is seen by the salesperson who recorded it and by the account's owner and managers, through a link that is valid for a few hours. This isolation is enforced in the database, not only on the screen. The only exception is Viccari Ads' own team (today: Lucas Sampaio and Yuri, the partners), who can see accounts to provide support, fix bugs, investigate incidents and run the cross-account analysis described in section 2.

Within the account, the business WhatsApp number is seen by the owner, the managers and the salespeople they give access to; a salesperson's personal number is seen only by them, and by the owner and managers only if they choose to share it. In Hades Training, employees see their own sessions, and the department manager and the account owner see the sessions of everyone in the department. The Viccari Ads team only opens WhatsApp conversations and training sessions to provide support when the customer asks, to fix a bug or to investigate a security incident.

The public ad report is only seen by people who have the link (a long secret code the company turns on and off), is not indexed by search engines and contains no lead data.

The providers in section 13 process data on behalf of Viccari Ads, as processors under the LGPD, under contract, only for their part of the service. The AI providers do not use the content of your meetings, conversations or training sessions to train models.

Meta, Microsoft and Google, when measuring our websites, and WhatsApp, in conversations, also handle the data for their own purposes, under their own policies. In the conversion events we send to Meta, on a customer company's behalf or our own, phone and email only leave our systems converted into an irreversible code (SHA-256). Inside the signed-in dashboard, Clarity does not receive the text on the screen, and Meta only receives the page and the click, never what was typed.

Beyond this, we do not sell, rent or hand over personal data to anyone. Sharing outside this list only happens because of a legal obligation or an order from a competent authority — and, where the law allows, we tell you before complying.

The main database and the dashboard run in São Paulo, Brazil. Even so, several providers in section 13 are US companies and process or store part of the data outside Brazil: Deepgram, Anthropic, OpenAI, OpenRouter, ElevenLabs, HeyGen, Railway, Expo, Stripe, Cal.com, Google, Meta and Microsoft. The Uazapi servers that serve Hades are in Germany, and Telegram, which carries our team's internal alerts, also operates outside Brazil. Because we are a Brazilian company, this is an international data transfer under article 33 of the LGPD, and it relies on the contractual safeguards agreed with these providers (security, confidentiality and usage-limit commitments equivalent to those in this policy), as set out in the regulations of the ANPD, Brazil's National Data Protection Authority.

We use Deepgram's default global endpoint (not the EU-only processing option it also offers), and Anthropic may process a request — never store it — in data centers in other regions for network performance, while keeping storage in the US.

While the account is active we keep its content: meetings, clients, Business DNA, Commercial Memory, follow-ups, proposals, research, WhatsApp conversations of the current number, leads and ad data, and training sessions. There is currently no period that deletes this content on its own while the account is active.

Closing the account. When the account's plan ends (subscription canceled or expired, or a free trial that has ended), we keep the account for 90 days. Seven days before the end of that period we notify the account owner in the dashboard (and on the phone, for people who use the app), and then the account is deleted automatically: all of its content, conversation, recording and support files, the WhatsApp connection, the Google and Meta authorizations and the access of anyone who belonged only to that account. If the company subscribes again before the period ends, the account stays. Suspension for non-payment does not delete data by itself: the period counts from the end of the plan. Only the audit record that the account was deleted remains, plus what the law requires us to keep (billing records for tax purposes). To delete earlier, or to ask for a copy of the data, the account owner writes to the contact in section 12, and we respond within 30 days of the request. An account that never had a paid plan or a trial with an end date has no automatic period: we delete it when the owner asks.

Automatic periods that already exist: WhatsApp conversations of a number the company replaced, 90 days without messages (with a warning 7 days before); meeting recordings stored by us, once they exceed the plan's recording hours (the oldest, 7 days later, with a notice); the record of website visits, 12 months; security events, 180 days.

No automatic period today (we delete when you ask): leads from the website chats and bookings, support conversations, the one-free-trial-per-person control and prospecting contacts. For people who asked not to be contacted, only the minimum record needed not to contact them again remains.

Because of legal obligations: access logs, at least 6 months (Brazil's Marco Civil); payment data and tax records, for the period tax law requires. What is kept because of a legal obligation is not used for anything else.

On your computer: the local copy of transcripts stays until you delete the app data folder, and meeting recordings stay in your videos folder until you delete the files. The sign-in session is only saved if you tick “Remember me”, protected by Windows encryption, and is deleted when you sign out.

Data travels encrypted between the app, the dashboard and our servers. In the database, each account can only reach its own space, with an isolation rule enforced by the database itself on every content table. The access keys you entrust to us (Meta, Google, WhatsApp) are kept in tables only the server reads, never the browser. Team access is authenticated and logged, and security events (attempted unauthorized access, attempted extraction) create a record and an immediate alert to the team.

No system is invulnerable, and it would be dishonest to promise that here. Our commitment is to the design above and to the conduct in section 8 if something breaks.

If a security incident creates a relevant risk or harm for you or for the data subjects whose data you handled in the product, we will notify the ANPD and those affected within the regulatory deadline (currently 3 business days from when we learn of the incident), saying what leaked, what has already been contained and what to do. That is what article 48 of the LGPD requires, and it is what we would do anyway.

The LGPD (art. 18) guarantees you, and any data subject, the right to: confirm whether we handle your data; access that data; correct wrong or outdated data; ask for anonymization, blocking or deletion of anything unnecessary or excessive; ask for portability; know who we share it with; object to handling based on legitimate interest (such as product improvement, website measurement and the prospecting in section 2); and withdraw consent, when the handling depends on it. Under article 20, you can also ask for a person to review a decision made solely by automated means, such as a booking cancelled by the quality score. You also have the right to complain directly to the ANPD.

Requests are made through the contact in section 12 and answered within 15 days. Exercising any of these rights does not change the price or the treatment you receive as a customer.

If you were the prospect in a meeting run by one of our customers — that is, you took part in a call but have no account here — the main channel is to ask the company that held the meeting with you, since it decides whether to keep that business relationship. We also accept requests directly through the contact in section 12; in that case, we confirm the identity of whoever is asking before acting.

If you talked on WhatsApp with a company that uses Hades, became one of its leads through its ads, or trained in Hades Training through your employer, that company decides about this data, and the request should go to it first. If the request reaches us, we pass it on to the company and help with whatever it needs to answer.

If your company received a prospecting message from us, reply “remover” (“remove”) or write to the contact in section 12, and we will not contact you again.

We recommend — and in the Terms of Use the user commits to it — that whoever runs the meeting tells the other side, before or at the start of the call, that the conversation is being transcribed and analyzed by an AI assistant and, when recording is on, that the meeting is being recorded.

The product is a work tool for business-to-business sales and is not intended for anyone under 18. We do not create accounts for minors, and the user agrees not to use the product in a meeting where a child or teenager is the subject of what is discussed.

Our data protection officer (the “encarregado” under article 41 of the LGPD) is Yuri Viccari, a partner at Viccari Ads. Questions, requests for access, correction or deletion: admin@hades-copilot.com.br.

Who processes personal data so the product works, what they do and where they are:

• Supabase — database, sign-in, account emails and files (server in São Paulo; US company).
• Vercel — hosts the dashboard and the websites (functions in São Paulo; US company).
• Railway — hosts the app server and the scheduled routines (US company).
• Deepgram — transcription of meetings and of voice in Hades Training (US).
• Anthropic — the Claude model: suggestions, analysis, follow-ups, proposals, the demo chat and Hades Training (US).
• OpenAI — the GPT model that, when switched on, does the analysis after the meeting in place of Claude; it receives the transcript and the account context (US).
• OpenRouter — an intermediary that forwards the analysis request to OpenAI, set to use only providers that neither keep the content nor use it to train models (US).
• ElevenLabs — the bot's voice in Hades Training; receives only the bot's text (US).
• HeyGen — optional live face in Hades Training; receives only the bot's audio (US).
• Uazapi — connection with customer companies' WhatsApp and our own (servers in Germany).
• Meta — WhatsApp, customer companies' ad accounts, conversion events and the Meta Pixel (US).
• Google — Google Calendar of users who connect it, email sending through Gmail, prospecting search through Gemini, Google Analytics and Tag Manager (US).
• Microsoft — Clarity, website usage measurement (US).
• Expo — delivers notifications to the mobile app (US).
• Cal.com — meeting booking on the website (US).
• Stripe — billing in US dollars (US).
• A Brazilian payment processor — billing in Brazilian reais and invoices, with a Brazilian postal-code lookup (Brazil).
• BrasilAPI — lookup of public Brazilian company registration data in pre-meeting research (Brazil).
• Telegram — internal alerts to our team (outside Brazil).

This is version v2.4, of October 27, 2026. It changed section 6: a closed account is now deleted automatically 90 days after the plan ends, with a notice to the owner 7 days before (before, deletion was only at the owner's request). The data protection officer is now Yuri Viccari (section 12). The Terms of Use did not change in it. v2.3, of October 23, 2026, did not change the text of this policy: the number went up because the Terms of Use gained the section about a WhatsApp number connected to the product, and the acceptance covers both documents together. v2.2, of October 8, 2026, added the meeting recording, which only exists when the salesperson turns it on or the manager makes it mandatory (section 1, the “Meeting recording” processing activity in section 2, and sections 3, 6 and 10): until then the product never recorded the meeting. v2.1 added the minimal copy of Google Calendar events that we use for the meeting notices (section 1 and the “Google Calendar” processing activity in section 2); before it, events were not kept. The previous version, v2.0, was a rewrite: the policy now covers everything the product does with personal data today, taken from the code itself. Added: Hades Training, ad tracking in full (leads, ad account and budget changes), research before the meeting, the website chats and bookings, Google Tag Manager and Google Analytics, sign-up with a free trial, payment in reais and in dollars, notifications and the email summary, the WhatsApp welcome message, support, company prospecting and the local copy of the transcript on the salesperson's computer. Each processing activity now states its legal basis, period and recipients (section 2), and providers have their own list (section 13). We also corrected two passages that did not match the product: deletion after an account is closed is done on request, within 30 days of the request, not on its own; and a company asks for deletion of WhatsApp conversations through the contact in section 12, because the dashboard has no such button.

The first version of this policy in English was v1.8, of September 21, 2026; v1.9, of September 30, 2026, added Google Calendar; v2.0, of October 8, 2026, was the rewrite described above. It follows the Portuguese document of the same version item by item; the version number is shared by the pair of documents, because accepting at sign-up covers this policy and the Terms of Use together.

This policy has not yet been through formal legal review. Relevant changes will create a new numbered version, and anyone who accepted an earlier version will be notified.