Privacy policy
Last updated 8 September 2026. Palmspire Voice is operated by Palmspire. This page explains exactly what happens to your voice, your words and your HubSpot records when you use it.
The short version
- Your microphone audio goes from your browser straight to OpenAI. It does not pass through our servers and we never store it.
- We do not create or store voiceprints and we do not identify speakers.
- We do not store your CRM records. Search results and record details pass through our server in transit only.
- The one exception is the recent-changes list, described below, which keeps the property values of changes you approved for seven days so they can be restored.
- Every change to your CRM is shown to you and written only after you press Approve.
What we process, and where it goes
| Data | Where it goes | Stored by us? |
|---|---|---|
| Microphone audio | Your browser to OpenAI, directly, over an encrypted connection | No |
| What you said, as text | OpenAI, as part of the conversation | No |
| HubSpot records Palmer reads for you | HubSpot to our server to OpenAI, in transit | No |
| Your HubSpot access token | Stored encrypted in our database so Palmer can act as you | Yes, encrypted |
| Your HubSpot user email and account id | Used to label seats and usage | Yes |
| Voice minutes, turn counts and cost estimates | Aggregated per user per day | Yes |
| Property values of changes you approved | Recent changes list, encrypted at rest | Yes, for seven days |
| Write audit records (ids, a hash, and how you confirmed) | Our database, no property values | Yes |
Recent changes and restoring a value
When you approve a change, we record which record was changed, which properties were set, and what those properties said immediately before. That snapshot is encrypted with a key held only by our server and is deleted seven days after the change. It exists so that property values can be restored with one click from inside the app. Records that Palmer created cannot be deleted, because HubSpot's tools for AI assistants do not delete anything. Undoing a creation marks the record with a "[VOID]" prefix and leaves it for you to delete in HubSpot.
Processors
- OpenAI, for speech recognition, the assistant itself, and the spoken reply. OpenAI processes your audio, your words and the record details Palmer reads for you, in transit. We do not allow OpenAI to train on this data.
- Cloudflare, for hosting (Workers, D1, R2 and Pages).
- Stripe, for payments. We never see your card.
- HubSpot, which is the CRM you already use and the source of every record.
Sensitive data
Palmspire Voice does not request any HubSpot scope that HubSpot marks as sensitive. But the free-text fields you dictate to Palmer, such as note bodies or task descriptions, can contain personal data of any kind, because you choose the words. That free text is processed in transit by OpenAI, as described above, and is never stored by Palmspire.
Please do not dictate special-category data into the assistant: information about health, biometrics, political or religious views, or sexual orientation. The same caution applies to the notes the assistant writes into your CRM on your behalf. If it happens by mistake, write to support@palmspire.com and we will help you remove it.
Your controls
- Microphone access is asked for by your browser and can be refused or revoked at any time. Palmer still works with typed input.
- An admin can pause every write for the whole account from the settings page.
- Disconnecting your user removes your stored tokens right away. Uninstalling the app in HubSpot removes access for everybody in the account.
- To have your account's remaining data deleted, write to support@palmspire.com and we will delete it within 30 days.
Retention
Tokens are deleted on disconnect. The recent-changes snapshot is deleted after seven days. Usage aggregates and write audit records are kept for as long as the account exists, because our partner agreement requires us to be able to answer questions about what the app did; there is no automatic deletion of them when an account ends, so ask us and we will delete them on request as described above. None of them contain your CRM property values.
Legal basis and international transfers
We process this data to provide the service you asked for. Our servers and our processors operate in the United States and the European Union. For customers in the EU and the UK we sign a data processing agreement with the standard contractual clauses on request.
Contact
Palmspire, support@palmspire.com. We answer privacy requests within five working days.