Privacy Policy

Two kinds of people are described in this policy

Most of this policy concerns two groups, and the difference matters throughout:

• Coaches — the people who create CoachLens accounts, upload sessions, and use the product. If you signed up, this is you.
• Coachees — the people a coach works with. Coachees are described in the data a coach uploads (by name, and in session transcripts), but most never create a CoachLens account. A coachee may be invited to a limited client portal by their coach, but this is optional.

What we collect

Account information. Your name, email address, and — if you sign in with Google — the profile picture and basic profile information Google provides. We record which sign-in method you used. We never see or store your Google password.

Coaching content you create. This is the substance of the product, and it includes:

• Names of the people you coach, and optionally their organization
• Session dates, session numbers, session length, and focus areas
• Session transcripts — pasted, uploaded as a file, imported from a recording link, or produced by transcribing audio you record
• Your own session notes
• AI-generated evaluations of your sessions against a coaching competency rubric, including scores and written feedback
• Session reports, client goals, action items, reminders, and impact reports

Billing information. If your organization subscribes, payment is handled entirely by Stripe. We store your subscription status, plan, seat count, billing period, and Stripe identifiers. We never receive or store your card number.

What we do not collect. CoachLens contains no advertising, no third-party analytics, no tracking pixels, and no behavioural profiling. We do not sell data, and we do not share it for advertising. The only cookies we set are those required to keep you signed in.

Audio recordings are not retained

When you record or upload audio, it is sent directly to our transcription provider, converted to text, and the text is returned to your session. The audio file itself is never stored on our systems.Only the resulting transcript is saved, in your session record, where you can edit or delete it — and, if your organization has set a transcript retention period, where it will be deleted automatically once it reaches that age. Because the audio is never kept, deleting a transcript destroys the only word-for-word record of the session.

Who can see what

Access is enforced in the database itself, not only in the interface. The boundaries are:

• A coach’s private session notes are visible only to that coach. Nobody else can read them — not organization administrators, and not the coachee.
• Session transcripts are visible to the coach who created them, and to the coachee that session was with if that coachee has a client portal account and the coach has not hidden the session. A coachee can download the transcript of their own session. Organization administrators cannot read transcripts — not through the product, and not through the underlying data.
• Organization administrators can see aggregate and individual competency scores, development trends, and submitted session reports for coaches in their organization. Coaches consent to this score visibility when they join an organization, and that consent is recorded.
• Coachees with a client portal accountcan see their own goals, action items, session dates, the transcript of their own sessions, and any impact report their coach shares. They cannot see evaluation scores or competency assessments, which are for the coach’s development only. A coach can hide any individual session from the portal.
• We can access data where necessary to operate, support, secure, or debug the service, and where required by law.

Service providers

We use a small number of providers to run CoachLens. Each receives only what it needs.

How AI processing works

Evaluations, AI chat, report drafts, and summaries are produced by sending your transcript text to Anthropic. Audio transcription is performed by OpenAI. These calls happen when you request them; the providers process the content and return a result.

Both providers state that content submitted through their APIs is not used to train their models. We rely on their published API terms for this — see Anthropic’s commercial terms and OpenAI’s API data usage policies.

AI-generated evaluations are automated assessments produced from the text you supply. They are intended to support a coach’s own reflection and development. They are not a professional credential, not a certification, and not a judgement about any coachee.

Where data is stored

CoachLens data is stored in the United States. Our database is hosted in Amazon Web Services’ US East region through Supabase, and the application is hosted by Vercel. Our AI and email providers may process content in other locations under their own terms.

If you are located outside the United States, using CoachLens means your information is transferred to and processed in the United States.

Keeping and deleting data

We keep your data for as long as your account is active. You are in control of the coaching content you create:

• Deleting a session also deletes its transcript, its evaluations, its session report, and its action items.
• Deleting a clientalso deletes that client’s sessions, goals, and action items.
• Closing your account removes your profile, your organization memberships, and the coaching records tied to your account.

Deletion is immediate in the live database. Encrypted backups may retain deleted content for a short period before rolling off. We also keep the minimum billing records required for tax and accounting purposes.

An organization can also set a transcript retention period. By default, transcripts are kept for as long as the session exists. An organization administrator may instead choose to have session transcripts deleted automatically once they reach a set age — for example twelve months after the session date. This is set per organization and applies to every session in it.

When a transcript is deleted this way, the deletion is permanent and the word-for-word record of that conversation is gone. What remains is a structured summary of the session written at the time it was processed, which includes a small number of direct quotations, along with the session’s evaluation and its supporting excerpts, the coach’s notes, the action items, and any submitted session report. So a retention period reduces what we hold; it does not remove everything said in the session. A session that has no such summary is never emptied by this process.

To close an account or request deletion, email support@coachlens.coach.

Your rights

Depending on where you live, you may have the right to access a copy of your information, correct it, delete it, object to certain processing, or ask us to transfer it. Residents of California, residents of the EU and UK, and residents of several US states have specific statutory rights of this kind.

To exercise any of these, email support@coachlens.coach. We will respond within the time your local law requires, and we will not discriminate against you for asking.

If you are a coach: your responsibility to your coachees

Coaching transcripts are sensitive, and the people in them are usually not our users. Before uploading a recording or transcript of a session, you are responsible for having told your coachee that the session is recorded and processed, and for having whatever consent your jurisdiction and your professional body require.

You know your coaching relationships and we do not. We give you the tools to keep records tightly scoped — your private notes stay yours alone, organization administrators never see transcripts, sessions can be hidden from the client portal, and anything can be deleted — but the consent conversation is yours to have.

Security

Access to coaching data is enforced at the database level through row-level security, so a request that is not entitled to a record does not receive it. All traffic is encrypted in transit. Data is encrypted at rest by our hosting providers. Administrative access is limited to those who need it to operate the service.

No system is perfectly secure. If we discover a breach affecting your information, we will notify you and any required regulator as the law requires.

Children

CoachLens is intended for professional use by adults. It is not directed to children, and we do not knowingly collect information from anyone under 18. If you believe a child’s information has been submitted, contact us and we will delete it.

Changes to this policy

We may update this policy as the product changes. When we do, we will revise the date at the top of this page. If a change materially affects how we handle your information, we will notify account holders by email.

Contact

Doug Foltz Consulting, LLC
support@coachlens.coach