Privacy Policy
Last updated: 17 August 2026
Verbatim Systems LLC ("Verbatim," "we," "us," or "our") operates a call analysis and sales coaching platform at verbatim.systems (the "Service"). This policy explains what we collect from users of the Service, how we use it, and who we share it with.
By using the Service, you agree to this Privacy Policy and to our Terms of Service.
1. What we collect
Account information. Your name, email address, phone extension, the agency and upline you are associated with, and your login credentials.
Billing information. Payments are processed by a third-party payment processor. Your card or bank details are collected and stored by that processor, not by us. We receive limited information such as the last four digits of your card, its expiration date, and whether a payment succeeded.
Call analysis data. We access recordings of sales calls you take, captured by the telephone system operated by the organization you work with. From those recordings we generate and store transcripts, short audio excerpts, written coaching and observations, numeric scores and grades, and call metadata such as time, duration, and the customer's phone number. Personal information belonging to callers is removed from transcripts before analysis is performed.
Content you submit. Comments and feedback you provide through the Service.
Usage and technical information. Standard web and server data such as IP address, browser and device type, pages viewed, timestamps, and information about how the Service is used.
2. How we use it
To provide the Service and deliver your reports, to process payments and manage access, to authenticate you and secure your account, to improve the accuracy of the analysis, to respond to support requests, and to comply with legal obligations.
3. Who we share it with
Your organization. Your scores, grades, and findings are visible to your agency owner and to the uplines above you. This is a core function of the Service.
Service providers. We use third parties to operate the Service, including cloud hosting, storage, payment processing, email delivery, and providers that perform transcription and analysis. They receive only what is needed to perform their function.
Legal. We may disclose information where required by law, subpoena, or court order, or where necessary to protect our rights, enforce our Terms, or prevent harm.
Business transfer. If Verbatim Systems LLC is sold or merged, information held by the Service may transfer to the acquiring entity, subject to this policy.
We do not sell your personal information.
4. Retention
We retain transcripts, findings, scores, and related records for as long as we operate the Service, including after your access ends.
5. Security
We take commercially reasonable steps to protect information in the Service, including access controls, encrypted connections, and removal of personal information from transcripts before analysis. No system is completely secure, and we cannot guarantee that information will never be accessed or disclosed without authorization.
6. Your choices
While you remain affiliated with your organization you cannot opt out of having your calls analyzed. You may ask us to confirm and correct the account information we hold about you by contacting us at the address below. Depending on where you live you may have additional rights under state privacy law.
The Service does not respond to browser Do Not Track signals.
7. Children
The Service is intended for licensed insurance agents and is not directed to anyone under 18. We do not knowingly collect information from children.
8. Changes
We may update this policy and will post the updated version with a new date.
9. Contact
Verbatim Systems LLC
13577 Feather Sound Dr, Suite 390
Clearwater, FL 33762