Privacy policy
Effective October 2, 2026
Vibe Cohort LLC ("we") operates CAIObarn. This policy explains how we handle information about visitors and workspace users. For client information uploaded by a workspace, the workspace owner or customer determines what to enter and who may access it; we process it to provide the service under their instructions. Contact: crewchief@vibecohort.com.
1. Information we collect
We collect account details such as name, email address, login credentials or authentication identifiers, workspace membership and role, and communications with us. Workspaces may contain client names, stakeholder details, notes, meeting transcripts, recordings, documents, statements of work, actions, and other engagement material. You decide what to include. We also receive technical information such as IP address, device/browser details, service events, usage, and security logs. Paddle supplies subscription and transaction status; payment card details are handled by Paddle, not stored in CAIObarn.
2. How we use information
We use information to authenticate users; provide and secure workspaces; store and display engagement content; operate requested AI analysis, extraction, and report generation; manage subscriptions and limits; support users; troubleshoot and improve reliability; and comply with legal obligations. Where applicable, our legal bases include performing our contract, legitimate interests in operating and securing the service, legal obligations, and consent where required.
3. AI and connected services
When you choose an AI feature, relevant engagement data and your prompt may be sent to our AI service provider to generate an answer. Optional research and transcript integrations, when enabled and used, may involve external services such as Firecrawl and Hey Pocket; information is shared with those services only as necessary for the requested integration. AI-generated material is not guaranteed accurate. Notes and meetings marked "eyes only" are excluded from the automated context used for AI-generated reports and presentations. Do not submit sensitive information without the necessary authority and consent.
4. Sharing and access
Other members of your workspace can access information according to their assigned permissions. We share information with hosting, authentication, AI, and service providers as needed to operate CAIObarn, and with Paddle for billing and payment. We may disclose information if legally required or to protect rights and safety, and may transfer it as part of a business transaction subject to applicable safeguards. We do not sell your client engagement content.
5. Security and international transfers
We use access controls, workspace isolation, and other reasonable measures to protect information; no system can guarantee absolute security. Our providers may process data in countries outside your own, including the United States, subject to applicable legal protections. Workspace administrators decide who can view and edit their data.
6. Retention
We keep account and engagement information while your workspace is active and as needed to provide the service. Some information may be retained longer for legal, tax, fraud prevention, security, dispute resolution, or backup purposes. AI analyst sessions are subject to a 90-day purge. You can request access, export, or deletion by contacting us; we will respond in accordance with applicable law and our obligations to the workspace owner.
7. Your choices and rights
Depending on your location, you may have rights to access, correct, delete, restrict, object to, or obtain a copy of your personal data. Contact us to exercise them. If your information was supplied by a workspace customer, we may refer your request to that customer. You can withdraw consent where processing depends on it and can use browser controls for optional storage. We do not knowingly offer the service to children under 18.
8. Cookies and changes
See our cookie usage policy for details on browser storage, login, preferences, and Paddle checkout. We may update this policy and will post the revised effective date and notify users of material changes where appropriate.
9. Contact
For privacy requests, email crewchief@vibecohort.com or write to Vibe Cohort LLC, 2810 N Church St, #229448, Wilmington, DE 19802, United States.