Privacy Policy

This Privacy Policy explains what information CoachOS collects, how we use it, who we share it with and the choices you have. It describes how the Service works today. Where something is not built yet, this policy does not describe it.

Who We Are and What This Policy Covers

The Service is provided by PersonalBrand.com LLC, doing business as CoachOS, 500 S Mill Ave, Tempe, AZ 85281 (“CoachOS”, “we”, “us”, “our”). You can reach us about anything in this policy at [email protected].

This policy covers our website at coachos.co, the CoachOS web application, the client portal, and the emails we send in connection with them (together, the “Service”). It does not cover the websites, services or terms of the organizations and coaches who use CoachOS, or of the calendar and meeting platforms you connect to it.

Definitions

• Organization means a business that uses CoachOS to set the method and standards for its coaches, advisors and consultants, such as a coaching school, training organization, consulting firm or advisory network. Organization Staff are the people an Organization authorizes to manage its account.
• Coach User means a coach, advisor, consultant or other professional who has a CoachOS workspace and uses it with their own clients.
• Client User means a client of a Coach User who is invited to the client portal.
• Method means the call types, prompts, standards and other instructions an Organization configures in CoachOS.
• Session Content means calendar events, meeting records, recordings, transcripts, uploaded client documents, notes, AI-generated outputs, action items and feedback held in a Coach User’s workspace.

The Three Kinds of Users and What We Collect

CoachOS has three kinds of users. Every Coach User’s workspace belongs to an Organization, and every Client User is invited by a Coach User.

Organizations and Organization Staff

When an Organization sets up CoachOS, we collect:

• the names, email addresses and roles (owner, admin or support) of Organization Staff, who sign in through our authentication provider, Clerk;
• branding assets the Organization uploads, such as its name, logo and icons;
• the Method it configures, such as call types and the preparation, follow-up and coaching prompts that shape the outputs its Coach Users receive;
• the invitations it sends to Coach Users, and a record of the actions its staff take in the Organization’s console.

Coach Users

When a Coach User accepts an invitation and uses CoachOS, we collect:

• Account information: name, email address and time zone, managed through Clerk. If you sign in with a Google account where that option is offered, Clerk receives your basic Google profile (name, email address and profile picture).
• Calendar information: the connected calendar account’s email address and the calendar events described in “Calendar Access” below.
• Session Content: meeting records, audio recordings, transcripts, client and contact records, notes, uploaded client documents, AI-generated outputs (such as pre-call briefs, call reports, deliverables and action items) and private coaching feedback.
• Settings: such as the Notetaker’s display name and email notification preferences.
• Billing records: your prepaid credit balance, top-ups, usage charges and auto-recharge settings. Payment card details are entered on pages hosted by Stripe and are held by Stripe. CoachOS stores only a Stripe customer reference and, for display, the card type, last four digits and expiry date. We never see or store your full card number.

Client Users

A Coach User decides which of their clients are invited to the client portal. For Client Users we collect:

• name and email address, as entered by the Coach User or by the Client User in the portal;
• one-time sign-in codes, which are stored only in hashed form and expire after ten minutes, and the session that keeps a Client User signed in;
• the reports, action items, session dates and upcoming sessions that their Coach User publishes to the portal;
• their answers to post-call feedback questions, if they choose to answer;
• notification preferences, and the names and email addresses of teammates a Client User adds where their Coach User allows it.

If their Coach User turns on recording sharing for that client, Client Users can listen to the audio of their sessions in the portal. Client Users never see transcripts. Client portal sign-in runs on CoachOS’s own systems and does not use Clerk. The client portal and the emails Client Users receive are presented under their Coach User’s name and may not show the CoachOS name; this policy still applies to them.

Clients and other meeting participants who are not invited to the portal still appear in Session Content: their names and email addresses from calendar invitations, and their voices and words in recordings and transcripts.

Website Visitors and People Who Contact Us

If you email us, we keep your message, your email address and our reply. Our website does not set cookies of its own. The application uses only the cookies needed to keep you signed in and to complete a calendar connection securely. Neither uses advertising cookies or tracking pixels.

Calendar Access (Google and Microsoft)

This section describes exactly how CoachOS uses access to Google Calendar and Microsoft calendars. It applies only to Coach Users who choose to connect a calendar.

How You Connect

You connect a calendar from the CoachOS application. CoachOS itself sends you to Google’s or Microsoft’s consent screen and receives the authorization when you approve it. We request only these permissions:

• Google: https://www.googleapis.com/auth/calendar.readonly and https://www.googleapis.com/auth/userinfo.email. These let us read your calendar events and learn the email address of the account you connected. We request offline access so that your calendar stays in sync when you are not signed in.
• Microsoft: offline_access openid email Calendars.Read. These provide the same read-only access to your calendar and the account’s email address. Microsoft calendar connections may not yet be available.

CoachOS does not request permission to create, change or delete calendar events, and we never write to your calendar.

What We Read and Why

From your calendar events we use the event title, start and end times, the online meeting join link, whether the event was cancelled, and the names and email addresses of attendees. We use this information only to:

• decide which events are calls with your clients, by matching attendee email addresses against the client contacts in your workspace;
• schedule the Notetaker to join those calls and record them; and
• show your meetings in the application and provide the features built on them, such as pre-call briefs and call reports, which may include a meeting’s title.

We do not store event descriptions or locations other than the meeting join link. We store a meeting record for events that include at least one attendee other than you, whether or not the event is recorded. Events with no other attendees are not stored.

Who Handles Your Calendar Data

After you approve access, CoachOS passes the authorization (an OAuth refresh token) and the connected account’s email address to our calendar and recording processor, Recall.ai. Recall.ai holds the refresh token, keeps your calendar in sync and sends us the event details above. CoachOS does not store your OAuth tokens. We store the calendar connection record (the provider, the connected account’s email address, its status and the Recall.ai reference) and the meeting records created from your events.

How to Disconnect

You can disconnect a calendar at any time in the CoachOS application under Settings, then Calendars. You can also remove CoachOS’s access from your Google Account permissions, or from the app permissions in your Microsoft account (for a work or school account, from My Apps). When you disconnect in CoachOS, we delete the calendar connection record and ask Recall.ai to delete the calendar and its stored authorization, which ends our processor’s access to your calendar. Meeting records, recordings and transcripts that were already created remain in your workspace until you ask us to delete them.

Limits on Our Use

CoachOS’s use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

CoachOS’s use of information received from Microsoft APIs will adhere to the Microsoft APIs Terms of Use.

We use calendar data only to provide the features described above. We do not sell it, use it for advertising, or use it to train artificial intelligence or machine learning models, and we transfer it only to the processors that provide those features. CoachOS staff do not read your calendar data except with your permission for support, where necessary for security purposes, to comply with applicable law, or, when a meeting fails to process, to see its title and status in order to fix it.

Recording and Transcription

How the Notetaker Joins

When a call is to be recorded, a Notetaker provided by Recall.ai joins it as a named participant that everyone in the meeting can see. By default it is named after the Coach User, for example “Jordan’s notetaker”, and a Coach User can choose a different name in settings. The Notetaker records audio only. Any recording indicator shown to participants comes from the meeting platform.

The Notetaker can join online meetings on the platforms our recording processor supports, such as Zoom, Google Meet and Microsoft Teams.

Which Calls Are Recorded

Recording is automatic for a scheduled meeting that has a join link and at least one invitee whose email address matches a contact of one of the Coach User’s active clients. A Coach User can turn recording on or off for any meeting before it starts, and that choice is kept if the event later changes.

The Coach User is responsible for telling participants that a call is being recorded and for obtaining any consent the law requires where they and their participants are located. Some jurisdictions require the consent of everyone on a call.

Transcripts

Transcripts come from the meeting platform’s live captions where they are available, and otherwise from Recall.ai’s speech-to-text service. Speaker names come from the meeting platform and are not always available or accurate.

Where Recordings Are Kept

Recall.ai keeps recording media for no more than seven days. Once CoachOS has retrieved a recording and its transcript, we ask Recall.ai to delete its copy. CoachOS stores recordings and transcripts in the Coach User’s workspace for as long as the workspace exists, and we permanently delete them on a verified request (see “Retention and Your Rights”).

Client Documents

A Coach User can upload documents about a client, such as PDF, Word, plain text and Markdown files of up to 25 MB each. We store the original file, extract its text on our own systems, and use that text only to inform the outputs CoachOS prepares for that Coach User about that client. Uploaded documents are not shown in the client portal and are not visible to the Organization.

Removing a document in the application hides it and stops it being used. To have the stored file permanently erased, contact us.

AI Processing

CoachOS uses artificial intelligence to prepare pre-call briefs, call reports, deliverables, action items and private coaching feedback.

• Providers. Outputs are generated by models from Anthropic. Search indexes (embeddings) of transcripts, document text and reports are created with OpenAI.
• What is sent. To produce an output we send the relevant transcripts, extracted document text, meeting titles, client and contact notes, earlier reports, and the prompts configured by the Organization or the Coach User.
• No training. CoachOS does not use Session Content to train AI models. Under Anthropic’s and OpenAI’s commercial API terms, data submitted through their APIs is not used to train their models.
• Drafts first. AI outputs are drafts that the Coach User reviews. Nothing reaches a Client User unless the Coach User publishes it.
• Private coaching feedback about a Coach User’s own calls is visible to that Coach User only. It cannot be published to a client and is not shown to the Organization.

What Each Kind of User Can See

• Organizations see, for each of their Coach Users, the Coach User’s name and email address, the workspace name, activity counts (such as the number of clients, sessions and reports sent in the last 30 days, and open action items), the date of the last session, and whether the account is active or paused. Organizations do not see transcripts, recordings, uploaded documents, coaching feedback, feedback answers, client names, meeting titles or report contents.
• Coach Users see the Session Content in their own workspace.
• Client Users see what their Coach User publishes to them, their sessions, their Coach User’s name and email address, their own teammates in the portal, and session audio only if their Coach User has turned sharing on. They never see transcripts, coaching feedback or other clients’ information.
• CoachOS staff can see the operational information needed to run and support the Service: account names and email addresses, calendar connection status, the titles and processing status of meetings, failure reasons and billing records. Our administrative tools do not display transcripts, recordings or report contents, and staff actions in them are recorded in an audit log.

Emails We Send

• Account and service email: invitations (sent through Clerk for Coach Users), sign-in codes for Client Users, notices that a brief or report is ready, and other messages needed to run the Service. Coach Users can turn off some notifications in settings, and Client Users can turn off report notifications in the portal.
• Post-call feedback requests: after a recorded call, CoachOS emails the clients who attended a short set of feedback questions on the Coach User’s behalf. This is on by default, and a Coach User can turn it off for the workspace or for a particular client. Each email carries a unique link that expires after 30 days, and no account is needed to answer. Answers are attributed to the person who gave them and are shown only to the Coach User.
• Link tracking: our email provider, Mailgun, records when links in our emails are clicked, including the address of the link.
• Marketing: we may send product news to Organizations and Coach Users. You can opt out at any time by writing to [email protected] or by following the instructions in the message. We never send marketing to Client Users.

Waitlist and Sales Enquiries

When you join the waitlist on our website, the form collects your first name, last name, work email, company and team size. We store this in our customer relationship management system, provided by GoHighLevel (LeadConnector), and use it to contact you about access to CoachOS and to send occasional product updates. Every message includes a way to opt out. We use Cloudflare Turnstile on the form to prevent abuse, which processes your IP address and signals from your browser. We keep your waitlist details until you ask us to delete them at [email protected].

Service Providers

We share personal information with the processors below only as needed to provide the Service. We do not sell personal information or share it for cross-context behavioral advertising.

Information may be processed in the United States and in other countries where these providers operate.

We may also disclose information when the law requires it, to protect the rights, safety or property of CoachOS, our users or others, or as part of a merger, acquisition or sale of assets, in which case this policy continues to apply to the information transferred.

Security

We use TLS to protect information in transit, and our database and storage providers encrypt data at rest by default. Each Coach User’s data is kept in its own workspace, and the application checks workspace access whenever it reads clients and meetings. Access to production systems is limited to staff who need it. Links that give access to recordings and uploads expire after a short time. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. If you believe your account has been compromised, contact us right away.

Retention and Your Rights

What We Keep

We keep account information, Session Content and billing records for as long as the account or workspace exists, and we delete them when you ask us to. Recall.ai keeps recording media for no more than seven days, as described above. We may keep billing records longer where the law requires.

Requests to Access, Correct, Delete or Receive Your Data

You can update some information yourself in the application. For anything else, email [email protected] to ask us for a copy of your information, to correct it, to delete it, or to close your account. We will verify your request and respond within 30 days.

Who Decides About Client Information

Organizations and Coach Users decide what client information enters CoachOS and how it is used. For that information they are the controllers, and CoachOS is their processor. If you are a client and want to access, correct or delete information about you, please contact your coach first. You may also write to us, and we will forward your request to the Coach User and help them respond.

Children

The Service is not directed to anyone under 18, and we do not knowingly collect personal information from children. If you believe a child has given us information, contact us and we will delete it.

California Residents

If you live in California, you have the right to know what personal information we collect, use and disclose; to ask us to delete or correct it; and to receive a copy of it. We do not sell or share personal information as those terms are defined in California law, and we do not use sensitive personal information to infer characteristics about you. We will not discriminate against you for exercising these rights. You or an authorized agent can make a request by emailing [email protected]. Where we hold the information as a processor for a Coach User, we will forward your request to them.

People in the European Economic Area and the United Kingdom

Where data protection law in the EEA or UK applies, we process information about Organizations and Coach Users to perform our contract with them, for our legitimate interest in running and securing the Service, and where the law requires it. We process Session Content as a processor on the instructions of the Coach User and their Organization. You may have the right to access, correct or delete your information, to restrict or object to our processing of it, to receive a copy of it, and to complain to your local data protection authority. Information is transferred to the United States, and where the law requires it we rely on appropriate safeguards for that transfer. To exercise these rights, email [email protected].

Changes to This Policy

We may update this policy as the Service changes. We will post the new version on this page with a new “Last updated” date, and if a change is material we will tell Organizations and Coach Users by email before it takes effect.

Contact Us

PersonalBrand.com LLC, doing business as CoachOS
500 S Mill Ave, Tempe, AZ 85281
[email protected]