Data Processing Policy

Data Processing

Account Information

Name, e-mail, phone number, preferred language

Purpose:

• Displaying welcome message after logging in

• Sign in and account management

• Phone number verification

• Set language for UI and AI

Storage Duration:

• Collected at sign-up

• Retained until account deletion

AI Personalization

Current role, primary goals, confidence levels

Purpose:

• Context for AI systems to generate personalized scenarios

Storage Duration:

• Collected at sign-up

• Retained until account deletion

Voice Recordings

Audio recordings during training sessions

Purpose:

• Allows users to review past training sessions by listening to the audio recording

• Can optionally be shared with admins when submitting a review

• This is the only data that is processed in the US

• Aside from CoachAI-internal storage, audio data is also stored by OpenAI for a limited time for abuse detection and similar operational needs

Storage Duration:

• Collected at recording time

• Retained for 90 days if consent is given

• Deleted permanently and immediately otherwise

Usage Metrics

Total number of sessions, total training time, average score, current login streak

Purpose:

• Track user progress

• Mark achievements

• Provide app usage metrics as a whole for administrators

Storage Duration:

• Collected at various points as the user interacts with the app

• Retained until account deletion

Personal Data Processed	Purpose	Storage Duration
Account Information Name, e-mail, phone number, preferred language	• Displaying welcome message after logging in • Sign in and account management • Phone number verification • Set language for UI and AI	• Collected at sign-up • Retained until account deletion
AI Personalization Current role, primary goals, confidence levels	• Context for AI systems to generate personalized scenarios	• Collected at sign-up • Retained until account deletion
Voice Recordings Audio recordings during training sessions	• Allows users to review past training sessions by listening to the audio recording • Can optionally be shared with admins when submitting a review • This is the only data that is processed in the US • Aside from CoachAI-internal storage, audio data is also stored by OpenAI for a limited time for abuse detection and similar operational needs	• Collected at recording time • Retained for 90 days if consent is given • Deleted permanently and immediately otherwise
Usage Metrics Total number of sessions, total training time, average score, current login streak	• Track user progress • Mark achievements • Provide app usage metrics as a whole for administrators	• Collected at various points as the user interacts with the app • Retained until account deletion

Data Processors & Encryption

Vercel - EU servers

Supabase - EU servers

Fly.io - EU servers

GCP - EU servers

OpenAI - US servers

Encryption

Data is encrypted both in-transit and at-rest for maximum security

Your Rights

Account Deletion

Delete your account and all related data permanently

Data Export

Export all data we have stored about you from the settings page