Privacy Policy for CoachUI

1. Information We Collect

We collect the following types of information:

1.1 Information You Provide Directly:

• Account Information (for Coaches and Clients): When you (or your coach, for clients) create an account, we collect your first and last name, and email address. Coaches also provide a password.
• Client Information (provided by Coaches): Coaches may input the first and last name, email address, and company name of their clients.
• Action Items, Check-ins, and Notes: Coaches create action items, check-ins, and notes for their clients, which are stored in the App. Clients may fill out and complete action items and check-ins.
• Communications: If you contact us directly (e.g., via email at [email protected]), we may collect your name, email address, and any other information you provide in your communication.
• Chat Messages: When you use the chat feature to communicate with coaches or clients, we store your messages, including any text, emojis, or other content you send.
• Shared Files: When you upload and share files (documents, images, videos, etc.) through the App, we store these files and their associated metadata.
• Email Preferences: We collect your email notification preferences and settings.

1.2 Information Collected Automatically:

• Usage Data: We may collect information about how you use the App, such as the features you access, the actions you take, and the dates and times of your activities.
• Device Information: We may collect information about the device you use to access the App, such as your IP address, browser type, operating system, and device identifiers.
• File Access Patterns: We may collect information about how you interact with shared files, including when files are accessed, downloaded, or modified.
• Chat Activity: We may collect information about your chat activity, including when messages are sent, received, and read.

1.3 Information from Third-Party Integrations:

• Google Sign-in: If you choose to sign in with your Google account, we receive your name and email address from Google, as permitted by your Google account settings.
• Stripe: When Coaches connect their Stripe account, we collect your Stripe user ID. We do not collect or store any other sensitive Stripe payment information within CoachUI. Interactions with the Stripe API are initiated by you through your logged-in Stripe account.
• Google Calendar: When you integrate your Google Calendar, we access and store information about your upcoming meetings to display them within the App. We use webhooks to receive updates about your calendar events.
• Zoom with Recall.ai: When you enable the Zoom integration for a meeting, we use Recall.ai as our meeting bot provider to join the meeting and capture the transcript. Recall.ai processes the meeting audio and provides us with the transcript, which is then stored in our database. Recall.ai's processing of meeting data is subject to their privacy policy and terms of service.
• File Storage Services: We may use third-party storage services to store and manage files uploaded to the App. These services may collect additional metadata about the files.

2. How We Use Your Information

We use your information for the following purposes:

• To Provide and Maintain the App: To create and manage your account, provide access to the App's features, and ensure the App is functioning correctly.
• To Facilitate Coaching Activities: To enable coaches to create and manage clients, assign action items and check-ins, create notes, and track client progress. To allow clients to complete action items and check-ins.
• To Enable File Sharing and Storage: To store and manage files uploaded by users, facilitate file sharing between coaches and clients, and maintain file access controls.
• To Provide Chat Functionality: To enable real-time communication between coaches and clients, store chat history, and manage chat permissions.
• To Send Email Notifications: To send you important updates, reminders, and notifications about your account, meetings, action items, and other App activities, according to your email preferences.
• To Communicate with You: To respond to your inquiries, provide support, and send you important notices and updates about the App.
• To Improve the App: To analyze how users interact with the App, identify areas for improvement, and develop new features.
• To Integrate with Third-Party Services: To enable the functionality of the Stripe, Google Calendar, and Zoom integrations as requested by users. This includes using Recall.ai to process and transcribe meeting recordings.
• For Security Purposes: To protect the App and our users from fraud, unauthorized access, and other security threats.
• To Personalize Your Experience: To tailor certain aspects of the App to your preferences and usage patterns.

3. How We Share Your Information

We may share your information with the following parties:

• Coaches and Clients: Information is shared between coaches and their designated clients within the App to facilitate the coaching relationship, including:
  • Chat messages and communications
  • Shared files and documents
  • Action items and check-ins
  • Meeting transcripts
• Third-Party Service Providers: We share information with third-party service providers who assist us in operating, providing, and improving the App, such as:
  • Firebase (Google): For database hosting and data storage.
  • Stripe: To facilitate your interaction with the Stripe API (we only share your user ID).
  • Google (for Google Sign-in and Google Calendar): To authenticate your account and integrate with your calendar.
  • Recall.ai: To process and transcribe Zoom meeting recordings. Recall.ai receives meeting audio data and provides us with the transcript.
  • File Storage Providers: To store and manage files uploaded to the App.
  • Email Service Providers: To send email notifications and communications.
• Legal Compliance and Protection: We may disclose your information if required by law, legal process, or government request, or when we believe it is necessary to protect our rights, property, or safety, or the rights, property, or safety of others.
• Business Transfers: In the event of a merger, acquisition, or sale of all or a portion of our assets, your information may be transferred to the acquiring entity. We will provide notice if your personal information becomes subject to a different privacy policy as a result of the transfer.

4. Data Retention

We will retain your personal information for as long as your account is active or as needed to provide you with the App's services. We may also retain and use your information as necessary to comply with our legal obligations, resolve disputes, and enforce our agreements. Coach-provided client data will be retained as long as the coach maintains the client within the App. Meeting transcripts processed by Recall.ai will be retained according to our data retention policies and applicable legal requirements. Chat messages and shared files will be retained according to our data retention policies, and you may request deletion of specific messages or files at any time.

5. Your Rights

Depending on your location, you may have certain rights regarding your personal information, including the right to:

• Access: Request access to the personal information we hold about you.
• Correction: Request that we correct any inaccurate or incomplete personal information.
• Deletion: Request that we delete your personal information (subject to certain exceptions).
• Objection: Object to the processing of your personal information in certain circumstances.
• Restriction of Processing: Request that we restrict the processing of your personal information in certain circumstances.
• Data Portability: Request to receive a copy of your personal information in a structured, commonly used, and machine-readable format.
• Email Preferences: Control your email notification preferences and opt out of certain types of communications.
• File Management: Request deletion of specific files or chat messages.

To exercise these rights, please contact us at [email protected]. We may require you to verify your identity before responding to your request.

6. Security

We take reasonable measures to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures include encryption, access controls, and regular security assessments. However, no method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security. We implement additional security measures for file storage and chat communications to protect sensitive information.

7. Third-Party Links and Services

The App may contain links to third-party websites or services, such as Stripe, Google Calendar, Zoom, Recall.ai, and file storage providers. This Privacy Policy does not apply to those third-party services. We encourage you to review the privacy policies of those third parties before using their services. When using our Zoom integration with Recall.ai, please be aware that Recall.ai will process your meeting data according to their privacy policy and terms of service.

8. Children's Privacy

The App is not intended for children under the age of 13 (or the applicable age of consent in your jurisdiction). We do not knowingly collect personal information from children. If you believe that we have collected personal information from a child, please contact us immediately at [email protected], and we will take steps to delete the information.

9. Changes to this Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on the App or by sending you an email. Your continued use of the App after the effective date of the revised Privacy Policy constitutes your acceptance of the changes.

10. Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at:
[email protected]