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Privacy Policy for Coachismo

Effective Date: September 6, 2025

Last Updated: October 15, 2025

1. Introduction

Coachismo ("we," "our," or "us") is committed to protecting your privacy while helping you improve your coaching practice. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and services at www.coachismo.com (the "Service").

We are based in California and comply with the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), and other applicable privacy laws.

By using our Service, you agree to the collection and use of information in accordance with this policy. This Service is intended only for users who are 18 years of age or older.

2. Information We Collect

Information You Provide

  • Account Information: Email address, name, and password credentials
  • Coaching Transcripts: Text files of coaching sessions you upload (see Privacy-First Data Handling below)
  • Session Metadata: Session dates, notes you add to transcripts
  • Payment Information: Processed through our payment provider (Stripe); we do not store credit card numbers
  • Communications: Any messages you send to our support team

Privacy-First Data Handling

We do not permanently store your original coaching transcripts.

When you upload a transcript, we immediately anonymize it and discard the original. Here's how it works:

  1. Upload: You upload your coaching session transcript
  2. Temporary Processing: The original text is held temporarily (typically under 70 minutes, potentially longer during system issues with automatic retry) in our job processing system while anonymization occurs
  3. Immediate Anonymization: Our system removes all personally identifiable information (names, emails, addresses, phone numbers, etc.)
  4. Original Discarded: Once anonymization completes, the original transcript is permanently deleted from all systems
  5. Only Anonymized Data Retained: We only retain the anonymized version for analysis and historical tracking

Result: Your original coaching conversations are temporarily stored during processing (typically under 70 minutes, potentially longer during system issues with automatic retry), then permanently deleted. Only anonymized versions remain.

Information Collected Automatically

  • Usage Data: How you interact with our Service, features used, timestamps
  • Technical Data: IP address, browser type, device information
  • Cookies: Session cookies for authentication and functionality

3. How We Use Your Information

We use your information to:

  • Provide coaching analysis and feedback using advanced technology
  • Generate personalized Cue Cards for your coaching practice
  • Process your subscription and payments
  • Improve our Service and develop better coaching analysis models
  • Communicate with you about your account and Service updates
  • Ensure security and prevent fraud
  • Comply with legal obligations

4. How We Share Your Information

Service Providers

We share data with trusted service providers who assist in operating our Service:

  • OpenAI: For AI-powered coaching analysis (anonymized transcripts only—see detailed privacy protections below)
  • Fly.io: Infrastructure hosting
  • Cloudflare: Content delivery and security
  • Stripe: Payment processing
  • Resend: Transactional email delivery

OpenAI Data Privacy Protections

We use OpenAI's API to provide AI-powered coaching analysis. Your privacy is protected through multiple layers:

1. Anonymization Before Sending to OpenAI

All transcripts are anonymized by our system before being sent to OpenAI. Names, contact information, and personally identifiable information are removed. Your original transcripts never reach OpenAI—only anonymized versions.

2. OpenAI's Data Handling Practices

OpenAI's API has strong privacy protections for customer data. We are also working to implement Zero Data Retention (ZDR) to ensure no data is stored by OpenAI.

Learn more about OpenAI's data policies:
OpenAI API Data Usage Policies

What We Never Do

  • We NEVER sell your personal information to third parties
  • We NEVER share your coaching transcripts or analyses with anyone without your explicit permission
  • We NEVER use your data for advertising purposes

Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities.

5. Data Retention

Important: We do not retain your original coaching transcripts

As described in our Privacy-First Data Handling section above, original transcripts are immediately anonymized upon upload and the originals are permanently deleted. We only store anonymized versions.

  • Anonymized Transcripts and Analyses: We retain anonymized transcripts and their analyses for 5 years from the date of upload to provide you with historical tracking and to improve our coaching analysis technology. After 5 years, data is automatically deleted unless you request earlier deletion. Remember: these are anonymized versions only—your original transcripts are never stored.
  • Cue Cards: Retained for the same 5-year period as the analyses they're based on
  • Account Information: Retained while your account is active and for up to 2 years after account closure
  • Deidentified Data: We may retain anonymized data beyond 5 years for research and improvement purposes

6. Data Security

We implement appropriate technical and organizational security measures to protect your data, including encryption at rest and in transit. However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your coaching transcripts and analyses and endeavor to keep them strictly confidential, we cannot guarantee absolute confidentiality or security.

7. Your Rights Under California Law

As a California resident, you have the right to:

  • Access: Request a copy of the personal information we have about you
  • Delete: Request deletion of your personal information and account
  • Portability: Receive your data in a portable format
  • Correction: Request correction of inaccurate personal information
  • Non-Discrimination: Not receive discriminatory treatment for exercising your privacy rights
  • Know: Be informed about the categories of personal information collected and how it's used
  • Limit Use: Opt-out of certain uses of sensitive personal information

To exercise these rights, contact us at privacy@coachismo.com. We will respond within 45 days.

8. Anonymization Practices

Immediate Anonymization: Your transcripts are anonymized the moment you upload them.

When you upload a transcript, our system immediately applies advanced anonymization techniques to remove:

  • Names and identifying information
  • Email addresses and phone numbers
  • Addresses and location data
  • Social security numbers and financial information
  • Other personally identifiable information

Critical Privacy Protection: The original transcript is permanently deleted immediately after anonymization. Only the anonymized version is stored in our database and used for AI analysis.

Note: While our anonymization technology is sophisticated, we cannot guarantee 100% complete anonymization, and some contextual information may remain in the anonymized version.

9. International Data Transfers

Your information may be transferred to and maintained on servers located outside of California, including other states and countries. By using our Service, you consent to such transfers.

10. Cookies and Tracking

We use essential cookies for:

  • Authentication and security
  • Session management
  • Service functionality

We do not use advertising or tracking cookies. You can disable cookies in your browser, but this may limit Service functionality.

11. Children's Privacy

Our Service is not intended for anyone under 18 years of age. We do not knowingly collect information from children under 18. If you become aware that a child has provided us with personal information, please contact us.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last Updated" date. For significant changes, we will provide email notification to active users.

13. Contact Information

For privacy-related questions or to exercise your rights, contact us at:

Coachismo

Privacy Inquiries privacy@coachismo.com
Mailing Address
1325 Howard #512
Burlingame, CA 94010
General Support support@coachismo.com

14. California Privacy Rights Metrics

In compliance with CCPA/CPRA, we report the following metrics annually:

  • Number of access requests received: 0
  • Number of deletion requests received: 0
  • Number of correction requests received: 0
  • Average response time: N/A (no requests received to date)