Privacy Policy

This Privacy Policy describes how CoachAlly ("we", "us", "our"), a service operated by Phoenix Rising International LLC, collects, uses, and protects your information when you use the CoachAlly platform ("the Platform") at coachally.co. We are committed to protecting your privacy and being transparent about our data practices. For a plain-language explanation of how we handle your coaching sessions and your clients' names, see our Security & Data page.

1. Information We Collect

Account Information

When you create an account, we collect:

• Name and email address
• Profile photo
• Authentication data (managed by Clerk)

Coaching Business Information

As you build your presence through the Platform, we collect:

• Business details (tagline, positioning, target audience, coaching niche)
• AI chat conversations (your messages and AI responses during content creation)
• Generated content (lead magnets, landing pages, email sequences, quiz content, and other materials)
• Calendar and booking preferences
• Uploaded documents and files

Usage and Technical Data

• Pages visited, features used, and actions taken within the Platform
• Device type, browser type, and operating system
• IP address and approximate location
• Error logs and performance data

2. How We Use Your Information

We use your information to:

• Provide the service: Create and manage your account, generate content, power your bio link page, and enable booking and payment features.
• Personalize AI content: Adapt AI-generated content to match your voice, style, and coaching niche. Your chat conversations and positioning data inform the AI so it produces content that sounds like you.
• Sync with integrated services: Transfer relevant data to Stripe (for payment processing) to power your coaching business operations.
• Improve the Platform: Analyze usage patterns to identify bugs, improve features, and develop new capabilities.
• Communicate with you: Send account-related notifications, updates, and support communications.

3. Third-Party Services and Data Sharing

We share your data with the following third-party services as necessary to operate the Platform:

• Anthropic: AI analysis of session transcripts and check-in summaries.
• OpenAI: Speech-to-text transcription of client voice-note check-ins. Audio is transcribed and then discarded; we retain only the text.
• Convex: Database and file storage.
• Clerk: Authentication and identity management.
• Vercel: Platform hosting and delivery.
• Stripe: Payment processing.
• Resend: Transactional email.
• PostHog: Product analytics (usage patterns, feature use).
• Sentry: Error tracking and performance monitoring.
• Telegram:Delivery channel for client voice-note check-ins, where enabled. A client's voice note transits Telegram and our transcription provider on its way in; the audio is discarded after transcription and only the text is kept. The original recording is not stored by CoachAlly.
• Zoom: Optional meeting, cloud-recording, and transcript source when you connect your Zoom account. CoachAlly uses the access you approve to create meetings, discover completed cloud transcripts, and read limited participant metadata for client attribution.

This list is current as of the date at the top of this page and is subject to change with notice. None of these providers uses your data, or your clients' data, to train AI models; each is contractually barred from doing so, or is not an AI provider at all.

We do not sell your personal information to third parties. Data is shared with the services listed above only to the extent necessary to operate and improve the Platform.

3B. Zoom Integration Data

Connecting Zoom is optional. When connected, CoachAlly stores the OAuth credentials needed to act on your instructions, your Zoom user identifier, meeting identifiers, and limited recording and participant metadata. CoachAlly first uses that metadata to identify the correct client. An unmatched or ambiguous meeting remains in your private review inbox without its transcript content being downloaded or stored.

Once a meeting is matched through a CoachAlly booking, one exact eligible participant email, or your explicit confirmation, CoachAlly downloads the completed text transcript, applies its privacy safeguards, and stores it as a coaching session. We do not request or store the meeting video or audio through this integration.

If you remove CoachAlly in Zoom, Zoom notifies us and we delete the associated OAuth credentials and outstanding Zoom review metadata. Coaching sessions you already accepted into CoachAlly remain part of your CoachAlly account until you delete them or request account-data deletion.

3A. How Client Session Data Is Handled

When you import a coaching session, we store your client's real name by default, under the authority you confirm at the point of upload and in our Terms of Service. You can choose instead to store a client under a nickname, per client, at any time. In that mode, the names you enter and confirm for that client are removed from the transcript in your browser before anything is sent, so those names never reach our servers, and we show you the speakers we find in each transcript and block the upload if a name you gave us still appears after removal. Because the removal can only act on the names you provide, a spelling or nickname you never give us could remain; it is a strong safeguard, not a magic filter.

A nickname reduces identity exposure, but does not make a session anonymous or replace the coach's responsibility to give the client the required information and use an appropriate lawful basis.

Regardless of which mode you choose, anyone else mentioned in a session besides you and your client is automatically de-identified before the transcript is processed. This is an automated safeguard, not a guarantee that every reference is caught. We never use your session content, or your clients' session content, to train or fine-tune any AI model.

For your clients' session data, you are the data controller and CoachAlly (operated by Phoenix Rising International LLC) is your data processor, acting only on your instructions. A signable Data Processing Agreement is available on request at support@coachally.co.

4. Data Retention

• We retain your data for as long as your account is active and as needed to provide the service.
• When you or your client request deletion, we remove the data from live systems immediately and purge it from encrypted backups within 30 days, except for the minimal records we are required by law to retain (such as billing records).
• Anonymized and aggregated data that cannot identify you may be retained indefinitely for analytics and product improvement purposes.

5. Lead Data and Coach Responsibility

As a coach using the Platform, you may capture lead information (such as names and email addresses) from your own audience through lead magnets, landing pages, quizzes, and other tools provided by the Platform.

• You are the data controllerfor the lead data you collect. You are responsible for ensuring you have proper consent to collect, store, and use your leads' information in accordance with applicable laws (such as GDPR, CAN-SPAM, or other relevant regulations).
• We act as a data processorfor lead data, handling it on your behalf to provide the Platform's functionality (such as delivering lead magnets or syncing leads to your CRM).
• You are responsible for managing your lead data and for honoring unsubscribe or deletion requests from your leads.

6. Cookies and Tracking

The Platform uses the following cookies and tracking technologies:

• Session cookies (Clerk): Essential for keeping you signed in and managing your authentication session. These are required for the Platform to function.
• Analytics (PostHog): Used to understand how coaches use the Platform so we can improve the experience. These track page views, feature usage, and interaction patterns.
• Performance (Vercel Analytics): Collects web performance metrics (page load times, Core Web Vitals) to help us maintain a fast and reliable experience.

We do not use advertising cookies or sell tracking data.

7. Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: Request a copy of the personal data we hold about you.
• Correction: Request correction of inaccurate or incomplete data.
• Deletion: Request deletion of your personal data.
• Data export: Request a portable copy of your data in a standard format.
• Restriction: Request that we limit how we process your data in certain circumstances.
• Objection: Object to certain types of data processing where applicable.

To exercise any of these rights, please contact us at the email address below. We will respond to your request within 30 days.

8. Security

We take reasonable measures to protect your information, including encryption in transit (HTTPS), secure authentication through Clerk, and access controls on our infrastructure. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Platform. The "Last updated" date at the top of this page indicates when the policy was last revised.

10. Contact

If you have questions about this Privacy Policy or want to exercise your data rights, please contact us at privacy@coachally.co.