Privacy Policy

What we collect

When you sign up, we collect the information you provide: name, email address, and any profile details you choose to add. When you use Koachly during a conversation, we process audio and transcription data to deliver coaching guidance. After a session, we retain summaries and conversation logs as described below.

We also collect standard technical data: browser type, device information, IP address, and usage events such as pages visited and features used. This helps us maintain the service and understand how it is being used.

How we use it

We use your information to provide and improve the Koachly service — including delivering real-time coaching, generating post-call summaries, and personalizing guidance based on your history.

We do not sell your personal information to third parties. We do not use your conversation data to train general-purpose AI models that are shared with other customers. Where we use third-party service providers (such as cloud infrastructure or analytics tools), they process data only as needed to provide those services and are bound by confidentiality obligations.

Data retention

We retain your account data for as long as your account is active. Conversation transcripts are retained for 12 months by default and can be deleted at any time from your account settings. You may request deletion of all your data by contacting privacy@koachly.ai.

Data processors and sub-processors

To deliver the Koachly service, we engage the following third-party sub-processors. Each is bound by a data processing agreement and processes your data only to the extent necessary for the services described.

We will update this list as our sub-processor relationships change. To be notified of material changes, contact us at privacy@koachly.ai.

International data transfers

Koachly operates from Canada and uses infrastructure providers based primarily in the United States. When you use our service, your personal data may be transferred to, stored in, or processed in the United States or other countries outside your country of residence.

For users in the European Union or European Economic Area (EU/EEA), we rely on Standard Contractual Clauses (SCCs) approved by the European Commission as the legal mechanism for transferring personal data to countries not deemed to provide an adequate level of protection. If you have questions about these safeguards, contact us at privacy@koachly.ai.

GDPR rights (EU/EEA users)

If you are located in the EU or EEA, you have the following rights under the General Data Protection Regulation (GDPR):

• Right of access: You can request a copy of the personal data we hold about you.
• Right to rectification: You can ask us to correct inaccurate or incomplete personal data.
• Right to erasure: You can ask us to delete your personal data in certain circumstances (the 'right to be forgotten').
• Right to data portability: You can request your data in a structured, machine-readable format.
• Right to object: You can object to processing based on legitimate interests or for direct marketing.
• Right to restrict processing: You can ask us to pause processing of your data in certain circumstances.

To exercise any of these rights, contact us at privacy@koachly.ai. We will respond within 30 days. You also have the right to lodge a complaint with your local data protection authority.

CCPA rights (California users)

If you are a California resident, the California Consumer Privacy Act (CCPA) gives you additional rights regarding your personal information:

• Right to know: You can request disclosure of the categories and specific pieces of personal information we collect, use, disclose, and sell.
• Right to delete: You can request deletion of personal information we have collected from you, subject to certain exceptions.
• Right to opt-out of sale: We do not sell your personal information. You do not need to opt out.

We will not discriminate against you for exercising your CCPA rights. To make a request, contact us at privacy@koachly.ai.

Your rights

Regardless of where you are located, you may request to access, correct, or delete your personal information at any time, and to receive a portable copy of data you have provided to us.

To exercise any of these rights or ask questions about your data, contact us at the address below.

Cookie policy

We use cookies and similar technologies to maintain your session, remember preferences, and understand how the service is used. We do not use advertising cookies or share cookie data with ad networks. You can configure your browser to refuse cookies, though some features of the service may not function correctly without them.

Contact

For privacy-related questions or to exercise your rights, contact us at privacy@koachly.ai. We aim to respond to all inquiries within 5 business days.