Privacy Policy
This Privacy Policy explains how Polanyi Consulting (“Polanyi,” “we,” “us”) collects, uses, shares, and protects information in connection with our website and our operational-investigation services. Our work involves recorded, consented phone interviews, so we treat the information people share with us as confidential by default.
1. Who we are
Polanyi Consulting is an operational-investigation firm based in Houston, Texas. We conduct AI-led phone interviews with an organization's staff and deliver a process map and written report to the leadership that commissioned the engagement. You can reach us at PolanyiConsulting@gmail.com.
2. Information we collect
From website visitors
- Usage and device data collected through privacy-focused analytics (for example, pages viewed, approximate location, browser and device type). See “Analytics” below.
- Any information you choose to send us, such as the contents of an email you send to us.
From interview participants
- Name, role or job title, and employer.
- Phone number used to reach you for the interview.
- Audio recordings of the interview and the transcripts generated from them, along with the responses you provide.
From client organizations
- Contact and scoping information provided by the leadership that engages us.
- Where leadership grants access, workflow and system data such as event streams, ticket and queue movement, and handoff logs used to corroborate interview findings.
3. How we use information
- To schedule and conduct interviews.
- To analyze transcripts and workflow data, build a process map, and produce the written report for the commissioning client.
- To communicate with participants and clients.
- To operate, secure, and improve our website and services, and to comply with legal obligations.
4. Call recording and consent
Interviews are recorded only with the participant's consent, which we obtain before or at the start of each call. If a participant does not consent, the call is not recorded. Recordings and transcripts are used to build the report for the commissioning client and are not shared outside that report.
5. How we share information
- With the commissioning client.Findings, including quotes attributed to named participants, are delivered to the leadership that commissioned the engagement. Participants' names stay within the client organization.
- With service providers (subprocessors) who help us operate, under contractual confidentiality obligations. These currently include Supabase (data storage), Anthropic (AI synthesis), Vapi (AI telephony), Resend (email delivery), and Vercel (website hosting and analytics).
- For legal reasons, if required by law or to protect rights, safety, and property.
We do not sell personal information, and we do not use participant recordings, transcripts, or client data to train publicly available AI models.
6. Analytics
We use Vercel Web Analytics to understand aggregate website traffic. It is designed to be privacy-friendly and does not use cookies to track you across other websites. We use the resulting aggregate metrics to improve the site.
7. Data retention
We retain recordings, transcripts, and engagement data for as long as needed to deliver the report and for a reasonable period afterward, or as agreed with the client, and then delete or anonymize it. We retain other information as needed for the purposes described here or as required by law.
8. Security
We use administrative and technical safeguards designed to protect the information we hold. No method of transmission or storage is perfectly secure, but we work to protect your information and limit access to it.
9. Your choices and rights
Depending on your location, you may have rights to access, correct, or delete personal information we hold about you, or to object to certain processing. To make a request, email us at PolanyiConsulting@gmail.com. A participant may decline to be recorded or ask to end an interview at any time.
10. Children's privacy
Our services are directed to organizations and their staff, not to children, and our website is not intended for children. We do not knowingly collect personal information from children.
11. Changes to this policy
We may update this Privacy Policy from time to time. When we do, we will revise the “Last updated” date above.
12. Contact
Questions about this policy or our handling of information can be sent to PolanyiConsulting@gmail.com.