Privacy Policy

1.1 Information from All Users

• Account Information: Name, email address, password, and profile photo.
• Communications: Messages sent through our platform, support inquiries, and feedback.
• Technical Data: Browser type, device identifiers, operating system, and usage data collected via cookies and similar technologies. We also collect your IP address, which is pseudonymized (partially masked) before being stored in our security audit logs. We never store your full IP address. This pseudonymized data is used solely for security and fraud prevention purposes under our Legitimate Interest basis and is retained for no more than 1 year.

1.2 Information from Clients

• Coaching Preferences: Goals, focus areas, preferred coaching styles, and availability.
• Session Data: Booking history, session notes (if shared by your Coach), and progress tracking.
• Payment Information: Billing address and payment method details (processed securely by Stripe; we do not store full card numbers).

1.3 Information from Coaches

• Professional Profile: Biography, certifications, credentials, areas of expertise, education, coaching methodology, and profile photo/video.
• Verification Documents: Government-issued ID and certification documents (for identity and credential verification).
• Financial Information: Payout details (bank account or payment processor information) for receiving earnings.
• Earnings Data: Session history, earnings, commission deductions, and payout records.
• Availability: Calendar integration data and scheduling preferences.

1.4 Video Sessions and Related Data

CoachFinder.ai provides an integrated video calling feature for coaching sessions. When you participate in a video session, the following data may be collected:

• Live Audio and Video Streams: During a session, audio and video are transmitted through encrypted, peer-to-peer WebRTC connections. These live media streams are ephemeral — they are processed in real time and are not retained on any server after the call ends.
• Session Audio Processing: Where recording is enabled for a session, CoachFinder.ai automatically processes session audio to generate transcripts and AI-powered session reports. This processing is necessary to deliver the core service described in our Terms of Service (Section 2.2). Audio is held only for as long as it takes to produce the transcript — ordinarily a few minutes after the session ends. During that window it is stored encrypted and sent to our transcription provider to be converted to text; as soon as the transcript exists, the audio is deleted. If a deletion does not complete, you can request removal at any time. Where transcription fails, the audio is kept so the attempt can be repeated, and is deleted once transcription succeeds or on request. We keep no library of session audio: it is never retained as a record of the session, and there is no way to play it back or download it. Only the resulting text transcript is stored.
• Transcripts: Where recording is enabled and session audio is successfully captured and transcribed, a text transcript is generated automatically to support AI-powered session reports. Transcripts are treated with the same confidentiality as all session data and are accessible only to the Coach and Client involved.
• AI-Generated Session Reports: We use session transcripts to produce structured session reports, including key discussion topics, action items, coaching insights, and progress indicators. These reports are generated automatically and are visible only to the Coach and Client involved. Reports are a core deliverable of the CoachFinder.ai service.
• Attendance and Duration Logs: We record when participants join and leave a session, as well as session duration, for billing accuracy and service quality.
• Recording Preferences: When you turn recording on or off for a session, we record who made the change, which way it was set, when, and which version of the on-screen notice you were shown. We keep this as evidence that the choice was offered and honoured.

Either participant — Coach or Client — may turn off recording and transcription for a specific session (labelled "Session notes" in the product), from the session card or the pre-call screen, before the call begins. One participant turning it off is enough, and the other cannot override that choice. Where a session has been opted out, recording does not start and no transcript or AI report is generated for that session. If any audio was nonetheless captured before the opt-out took effect, it is deleted without being transcribed.

1.5 Google User Data (Strict Compliance)

CoachFinder'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.

• Specific Scope Disclosure: We access your Google Calendar (read/write) specifically to sync your coaching sessions, check availability, and prevent double-booking. We do not access your emails, contacts, or other Google data.
• What we read from your calendar: Only the start and end times of your existing events — just enough to keep those times off your bookable slots so clients can't double-book you. We use Google's API fields parameter to specifically request only the time fields.
• What we do not read: Event titles, descriptions, locations, attendees, and notes. These fields are never transmitted to CoachFinder; they remain solely within your Google account.
• What we write to your calendar: When a client books a session, we create a calendar event for that session, and we update its time on reschedule. We do not modify, read, or otherwise touch any of your other calendar events.

3.1 Session Recording and Transcription Consent

AUTOMATIC SESSION TRANSCRIPTION. By creating an account and using CoachFinder.ai, you acknowledge and agree that coaching sessions are automatically transcribed and summarized using artificial intelligence, unless a participant turns recording off for a given session. This processing is a core feature of the CoachFinder.ai service and is necessary to deliver the AI-powered session reports, progress tracking, and coaching insights described in these Terms. Audio from your sessions is held only for as long as it takes to produce the transcript — ordinarily a few minutes after the session ends. During that window it is stored encrypted and processed by our transcription provider (Deepgram, Inc.); as soon as the text transcript exists, the audio is deleted. If a deletion does not complete, you can request removal at any time. Where transcription fails, the audio is kept so the attempt can be repeated, and is deleted once transcription succeeds or on request. CoachFinder.ai keeps no library of session audio and provides no means of playing it back. Only the resulting text transcript and AI-generated report are retained, and these are accessible exclusively to the Coach and Client who participated in the session.

When recording starts, the platform displays a "Recording" indicator to participants for the remainder of the session. Where recording has been turned off for that session, the indicator states that the session is not being recorded.

LEGAL BASIS: This processing is performed under the legal basis of contractual necessity (GDPR Article 6(1)(b)) — it is necessary to perform the service you have contracted for by creating your account.

OPT-OUT: Either participant — Coach or Client — may turn off recording and transcription for an individual session, from the session card or the pre-call screen, at any time before the session begins. One participant turning it off is enough, and the other cannot override that choice. Where a session has been opted out, recording does not start, no transcript is generated, and no AI report is produced for that session; if any audio was nonetheless captured before the opt-out took effect, it is deleted without being transcribed. You may also request deletion of any existing transcript at any time (see Section 6.6).

3.2 What AI-Generated Session Reports Include

For sessions where neither participant has turned recording off, our AI may analyze the session transcript to produce a structured session report. This report may include a narrative summary, key topics discussed, action items assigned to each participant, an engagement assessment, and talk-time distribution. Coaches have the ability to review and edit the AI-generated report before it is shared with the Client.

3.3 Accuracy and Limitations of AI Content

Session summaries, insights, and recommendations are generated by artificial intelligence. While we strive for accuracy, AI outputs may occasionally contain errors, miss context, or incompletely represent what was discussed. All AI-generated content is provided as a supplementary tool — it does not replace professional judgment. Users should review AI-generated content carefully and rely on their own assessment.

3.4 AI Model Training (Opt-In Only)

We may use de-identified, aggregated data to improve our AI models. We will ONLY use your identifiable session transcripts for AI training if you provide explicit opt-in consent in your Privacy Settings. You may withdraw this consent at any time, and withdrawal takes effect immediately for all future processing.

5.1 Between Coaches and Clients

• Coach profiles (name, photo, bio, credentials, ratings) are visible to Clients searching for coaches.
• When you book a session, relevant contact and scheduling information is shared between the Coach and Client.
• Session notes and summaries are shared only between the Coach and Client involved in that session.

5.2 Service Providers

We use trusted third-party providers to operate our Services:

5.3 Legal Requirements

We may disclose information when required by law, court order, or to protect our rights, safety, or property.

5.4 Business Transfers

In the event of a merger, acquisition, or sale of assets, user information may be transferred to the successor entity.

5.5 Sharing with Your Employer (Enterprise Programs)

If you participate in a coaching program sponsored by your employer or organization:

• Aggregated Reporting: We share aggregated data (e.g., participation rates, session counts, general sentiment trends) with your employer to demonstrate program ROI.
• Strict Isolation: Your employer CANNOT access your private chat messages, session transcripts, or specific session notes. These are strictly confidential between you and your Coach.
• AI Opt-out: Your organization may enforce an organization-wide opt-out for AI model training. If enabled, your data is automatically excluded from our model improvement pipelines.

5.6 AI Model Training Disclosure

We do NOT use your personal data, session transcripts, or recordings to train generalized AI models (such as those used by OpenAI, Anthropic, or others) without your explicit, opt-in consent. Any AI features we provide (such as summarization) are performed using zero-retention policies where applicable, ensuring your data is not used to improve third-party models.

Note regarding Google User Data: Google Workspace APIs (including Calendar) are strictly excluded from any AI model training, regardless of your opt-in status.

6.1 Access and Portability

You may access and download your personal data through your account settings or by contacting us. privacy@coachfinder.ai

6.2 Correction

You may update your account information at any time through your profile settings.

6.3 Deletion

You can delete your account at any time through your Profile Settings (logged-in users). Alternatively, you may request deletion by contacting privacy@coachfinder.ai. We may need to verify your identity before processing your request. Note that some information may be retained for legal compliance, security, fraud prevention, or other purposes described in Section 4.

6.4 Account Deactivation

If you choose to Deactivate your account, your profile will be hidden and your account suspended. However, we retain your data to allow you to reactivate your account at any time. You may permanently delete your account to remove this data.

6.5 Recording Preferences

Session recording and transcription are enabled by default as a core platform feature. Either participant — Coach or Client — may turn them off for a specific session, from the session card or the pre-call screen, before the call begins. One participant turning them off is enough, and the other cannot override that choice. You may request deletion of any existing transcript or AI report at any time by contacting privacy@coachfinder.ai or through your account settings.

6.6 Deletion of Recordings and Transcripts

You may request the deletion of your session recordings and transcripts at any time by contacting privacy@coachfinder.ai or through your account settings. Upon a verified deletion request, we will permanently remove the applicable recordings and transcripts within 30 days. Please note that deletion of a recording or transcript will also remove any AI-generated session report derived from it.

6.7 Marketing Communications

You may opt out of marketing emails by clicking "unsubscribe" in any marketing email or adjusting your notification settings.

10.1 Perimeter Defense (Cloudflare WAF)

• SEO & Crawler Protection: Verified Bot Rules ensure search engines like Google and Bing can access our site.
• Brute-Force Mitigation: Rate limiting protects the login page from automated password guessing (max 20 requests per 10 seconds).
• DDoS Mitigation: Automatic network-layer and SSL/TLS DDoS attack protection.

10.2 Data Encryption (SSL/TLS)

• End-to-End Encryption: Full (Strict) encryption from you to Cloudflare, and Cloudflare to our servers.
• Modern Standards: We enforce a minimum of TLS 1.2, disabling older, vulnerable protocols.
• Always Use HTTPS: All insecure HTTP connections are automatically upgraded to HTTPS.

10.3 Video Session Security

• Encrypted Media Transport: All video and audio during coaching sessions are transmitted using DTLS-SRTP encryption, the industry standard for real-time communications security.
• Access Control: Only authenticated participants (the Coach and Client assigned to a session) can join a video room. Access tokens are short-lived and scoped to a single session.
• Ephemeral Streams: Live media is not stored on relay servers. Once the session ends, the real-time media data is discarded.
• Audio Encryption: While session audio is held pending transcription, it is encrypted at rest using AES-256 and stored in access-controlled cloud storage with role-based permissions. It is deleted once the transcript has been generated (see Section 4).

10.4 Monitoring & Incident Response

• DDoS Alarms: Automated alerts notify our team of large-scale attacks.
• Security Event Logging: We track challenges and blocks to maintain a compliance audit trail.