Privacy Policy
CastGhost (castghost.com) · Operated by BottBott Business Systems
Effective date: September 27, 2026
This policy explains what information CastGhost (the "Service") collects, how it is used, and the choices you have. The Service is a managed podcast-outreach tool: it researches podcasts that fit your expertise, helps you prepare pitches, and sends the pitches you approve from your own Gmail account.
1. Information we collect
Information you give us during onboarding
- Your name, the name you sign emails with, and your email signature
- Your bio, talking points, and the topics or niches you want to be booked for
- Any notes, edits, or pitch text you write in the dashboard
- Material you add to build your profile: your LinkedIn profile PDF or LinkedIn data export, web pages you point us to, documents you upload, and your answers to our setup questions. From a LinkedIn export we read only your profile, experience, education, skills, honours, publications, projects, certifications, languages, and your own posts and articles. We never open your messages, connections, or contacts, and we do not keep your birth date, address, or phone number from it.
Information from your Google account (only if you connect Gmail)
- Permission to send email on your behalf (Google scope
gmail.send) - Your Google account email address, used only to show which account is connected and to set the "From" address
We do not use our Google access to read, search, download, or store your inbox or your contacts. The Service's Google permission covers sending only.
Replies you forward to us (optional reply tracking)
- If you create a Gmail filter that forwards replies to your pitches to your CastGhost reply address, we receive those forwarded messages. Apart from emails you send us directly, these are the only emails of yours we receive, and only you decide which messages your filter forwards.
- We keep the sender's name and address, the subject, the date, and the text of the reply (without the earlier messages it quotes). The full original message is deleted once it has been read.
- Messages that arrive at your reply address without having been forwarded from your connected account are kept for your review but never acted on.
- You can stop at any time by deleting the filter in Gmail.
Information we create while providing the Service
- The pitches drafted for you, their subject lines, the date each was sent, and the address it was sent to
- Research records about podcasts: show names, descriptions, episode titles, host names, and publicly listed contact details gathered from public directories, podcast feeds, and show websites
Technical information
- Basic server logs (such as timestamps and error messages) needed to operate and secure the Service
2. How we use information
We use your information only to provide and improve the features you use:
- To find and assess podcasts that match your topics
- To draft pitches in your voice using your bio and talking points
- To draft your profile (a tagline, bios, and keywords) from the material you provide, for you to review and approve; nothing drafted is used until you approve it
- To match replies you forward to the pitches they answer, and update each pitch's status
- To send the pitches you approve from your Gmail account
- To show you sending history and follow-up status in your dashboard
- To bill for the Service and provide support
We do not sell your information, and we do not use it for advertising.
3. Google user data
CastGhost's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically:
- Google user data is used only to send the emails you approve and to display the connected account.
- Google user data is not transferred to anyone except as necessary to provide that feature, to comply with law, or as part of a merger or acquisition with notice to you.
- Google user data is not used for advertising, is not sold, and is not used to develop, improve, or train artificial-intelligence or machine-learning models.
- No person at BottBott Business Systems reads Google user data unless you ask us to for support, it is needed for security or legal compliance, or the data has been aggregated and anonymised for internal operations.
You can remove the Service's access at any time from your Google Account at myaccount.google.com/permissions, or with the "Disconnect Gmail" control in your dashboard.
4. YouTube API Services
The Service uses YouTube API Services to find podcasts and read public episode information. By using the Service you are also bound by the YouTube Terms of Service, and information obtained through YouTube is also governed by the Google Privacy Policy. The Service does not access your own YouTube account.
5. Service providers
We use a small number of providers to run the Service. Each receives only what it needs:
| Provider | Purpose |
|---|---|
| Supabase | Hosts your account's database (each client has a separate, isolated database) |
| Anthropic | AI processing to assess podcasts, draft pitches and your profile, and read the replies you forward. Your bio, profile material, pitch text, and forwarded replies are sent for processing; data from your Google account is not. Anthropic does not train its models on data sent through its commercial API. |
| Render | Runs your dashboard |
| Cloudflare | Hosts the castghost.com website, and receives the replies you forward and passes them to your database |
| Google (Gmail API, YouTube API Services) | Sending your approved email; public podcast discovery |
| Spotify, Apple Podcasts, Podcast Index, Listen Notes | Public podcast discovery and episode information |
6. Information about podcast hosts
The Service stores information about podcasts and their hosts. This consists of show details and contact information that is publicly listed in podcast directories, feeds, or show websites. It is used only to help our clients send individual, relevant pitches. If you are a podcast host and want your details removed or want to stop receiving pitches through the Service, email simon@castghost.com and we will suppress your details for all clients. When a host replies to a pitch and the client forwards that reply to us, it is stored only in that client's database.
7. Retention and deletion
- Your data is kept while your account is active.
- When you end the Service, you can request an export. We delete your database, including any stored Google access token, within 30 days.
- Disconnecting Gmail deletes the stored Google access token immediately.
- Forwarded replies are kept while your account is active; the full original message is deleted as soon as it has been read.
- Profile material you remove from your dashboard stops being used straight away, and is deleted with your database or sooner on request.
- Public episode information from YouTube is refreshed or deleted within 30 days of collection.
- You may request deletion of your data at any time by emailing simon@castghost.com.
8. Security
Each client's data is kept in a separate database. Data is encrypted in transit, Google access tokens are encrypted at rest, and access to client databases is limited to the operator. No system is perfectly secure, but we take reasonable measures to protect your information.
9. Your rights
Depending on where you live, you may have the right to access, correct, export, or delete your personal information, or to object to its processing. To exercise any of these rights, email simon@castghost.com.
10. Children
The Service is intended for business use by adults and is not directed at anyone under 18.
11. Changes to this policy
If we make material changes we will notify clients by email before they take effect. The effective date at the top shows when this policy was last updated.
12. Contact
BottBott Business Systems · simon@castghost.com