Privacy Policy

1. Who we are

Coachyn is an agentic AI coaching platform. This policy covers the Coachyn website and the coaching service behind it. For anything privacy-related, email [email protected] — that address goes to a person, not a queue.

2. What we collect

Account details

Your name, email address, and password (stored only as a hash, never in readable form). If you subscribe, the billing details our payment processor needs — we don't store your card number.

Coaching content

This is the substance of the product: the goals you set, the steps you commit to, the messages between you and your coach, the follow-ups scheduled for you, and your progress against what you agreed to.

Conversations are stored as individual messages within a coaching session. Because AI context windows are finite, older messages are periodically condensed into a rolling summary of the session so your coach can hold the thread without replaying everything you've ever said.

Session recordings and what we make from them

If your coach uses session notes, they may upload an audio recording of a session they held with you. We send that audio to a transcription provider, turn the transcript into a written summary and a list of what was agreed, and attach the result to your record with that coach.

Your coach is responsible for asking your permission before recording you. If you did not agree to being recorded, tell your coach — they can delete the recording, the transcript, and the notes at any time, and we will delete them on request.

We delete the audio. Once the transcript exists and your coach has approved the notes, the recording is scheduled for deletion and removed automatically — 30 days later by default, and immediately if the practice has set it that way. The transcript and the notes are what we keep, because they are what the coaching is actually made of.

Preferences

Your accountability intensity, any custom coach name or tone, the channels you've opted into, and your quiet hours.

Contact channels

Your phone number if you enable SMS check-ins, and a device push token if you enable push notifications. Both are used only to deliver the check-ins you asked for.

Technical data

Server logs including IP address, browser type, pages requested, and timestamps — kept for security, debugging, and abuse prevention. We also collect cookie-free website analytics events through Umami, such as page URL, referrer, browser language, screen size, and page title, so we can understand aggregate site usage. See the Cookie Policy for what this site stores in your browser.

What we ask you not to send

Please don't put clinical records, government identifiers, or payment card details into a coaching conversation or the contact form. Coachyn isn't designed to hold that class of information, and it doesn't need it to coach you.

3. Why we hold it

Where the law requires a lawful basis, we rely on performance of our contract with you for the service itself, your consent for proactive messaging channels, our legitimate interests in keeping the service secure and improving it, and legal obligation for financial records.

Your coaching history is used to coach you more precisely — to notice patterns, reference what you committed to last week, and adjust the plan when something isn't working. It is not used to judge you, and it is not sold.

4. AI processing

Coaching responses are generated by AI models. To produce a response, the relevant part of your coaching context — recent messages, the session summary, your goal and preferences — is sent to the model provider we use for that purpose.

Where a coach uses session notes, the audio of that session is sent to our transcription provider, and the resulting transcript is sent to our model provider to be written up. Nothing generated this way reaches you until your coach has read and approved it — a draft never leaves their account.

Your content is not used to train models. We select providers on the basis that submitted content is not used to train their public models, and we hold that position contractually with each of the providers named in section 6.

5. Who else sees it

We don't sell your data and we don't share it for advertising. We do use service providers to operate Coachyn, and they only process data on our instructions:

• Hosting and infrastructure — to run the application and store its database.
• AI model providers — to generate coaching responses and to write up recorded sessions, as described above.
• Transcription providers — to turn a session recording into a transcript.
• Payment processing — to take subscription payments. Card details go to them, not to us.
• Messaging delivery — email, push, and SMS providers, used only for channels you enabled.
• Privacy-focused analytics — Umami, used to measure aggregate website usage without advertising cookies.

We may also disclose data where the law requires it, or to protect the rights and safety of our users or the public.

6. Sub-processors

These are the named providers we use, what each of them receives, and how long they hold it. This list is kept current; we will update it here before adding a provider that processes your coaching content.

• Deepgram — transcription. Receives the audio of a recorded session. Used only to produce the transcript, and not to train their models.
• Anthropic — session notes and coaching responses. Receives the transcript of a recorded session, and the coaching context described in section 4. Not used to train their models.
• Umami — privacy-focused website analytics. Receives aggregate usage of the public site, with no advertising cookies and no coaching content.

If you need a data processing agreement, or a copy of the terms we hold with any of the above, ask us and we will provide one.

7. How long we keep it

• While your account is open — your coaching history is kept, because that's what makes the coaching work.
• After you delete your account — account and coaching data is deleted within 30 days, other than anything we must retain by law.
• Billing records — kept for as long as tax and accounting law requires, typically several years.
• Session recordings — deleted automatically once the notes made from them are approved, 30 days later by default. The transcript and notes stay with your coaching history.
• Server logs — kept for a short retention window and then discarded.

8. Your rights

You remain the person responsible for your own growth, and that extends to your data. Depending on where you live, you can ask us to:

• give you a copy of the data we hold about you;
• correct anything that's wrong;
• delete your account and its coaching records;
• restrict or object to certain processing;
• withdraw consent for messaging channels — at any time, without affecting anything else.

Email [email protected] and we'll respond within one month. If you're in a jurisdiction with a data protection authority, you can also complain to it.

9. Security

Traffic is encrypted in transit. Passwords are hashed. Access to production data is limited to people who need it to run the service. No system is perfect, and we won't pretend otherwise — if a breach affects you, we'll tell you.

10. International transfers

Our providers may process data outside the country you live in. Where that happens we rely on the transfer mechanisms available under applicable law, such as standard contractual clauses.

11. Children

Coachyn is not for people under 18. We don't knowingly collect data from children; if you believe a child has created an account, tell us and we'll remove it.

12. What Coachyn is not

Coachyn provides coaching support around practical goals, habits, decisions, planning, and follow-through. It is not therapy, it does not diagnose or treat clinical mental-health conditions, and it does not provide licensed medical, psychological, legal, or regulated financial advice. This matters for privacy too: your coaching content is not a medical record and isn't held to that regime. If you're in crisis, contact your local emergency services or a qualified professional.

13. Changes to this policy

We'll update this page as the product changes and update the date at the top. For material changes we'll tell you directly rather than relying on you re-reading it.

14. Contact

[email protected], or use the contact form.