Privacy Policy

1. Introduction

CoachBetter ("we", "our", or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information when you use our services, including our website, applications, and related offerings (collectively, the "Services"). By accessing or using our Services, you agree to the practices described in this policy.

2. Information We Collect

a. Information You Provide

• Account Information: When you sign up, we collect your name, email address, and other account details.
• Communication Data: Includes support messages, survey responses, and other contact with us.

b. Information Collected Automatically

• Usage Data: Includes pages visited, actions taken within the Service, and timestamps.
• Device Information: Includes your device type, browser type, operating system, and IP address.

c. Meeting and Conversation Content

If you use CoachBetter's recording, transcription, or analytics features, we collect audio, video, transcripts, metadata, and related content. If you choose to turn on audio storage, your session recordings are also kept so you can replay and download them later. Storing recordings is optional: we ask for your consent first, and you can change your preference at any time in Settings.

3. How We Use Your Information

• Provide, operate, and improve our Services.
• Personalize your experience and deliver relevant content.
• Manage user accounts and billing.
• Analyze usage to improve product features.
• Send important notices and service-related communications.
• Detect, prevent, and address technical or security issues.
• Comply with legal obligations.

We do not use your session recordings, transcripts or reports to train AI models.

4. Cookies and Tracking Technologies

We and our third-party partners use cookies, web beacons, and similar technologies to gather usage and device data. You can manage cookie preferences through your browser settings, but some features may not function properly if cookies are disabled.

5. Sharing Your Information

We may share your information with:

• Service Providers: For functions like hosting, analytics, and customer support.
• Legal Authorities: If required by law or to protect legal rights.
• Business Transfers: In connection with mergers, acquisitions, or asset sales.

We never sell your personal data.

6. Third-Party Services

We do not integrate with or link to external platforms like Google Meet or Slack. To operate CoachBetter, we rely on the following third-party services:

• Supabase for our database, user accounts, and file storage, hosted in Singapore;
• Google Cloud Storage for stored session recordings, located in Singapore;
• Vercel for hosting and running the application;
• Deepgram for converting session audio into transcripts;
• Google Gemini for generating your session analysis;
• Stripe for payments and billing;
• Mailgun for sending service emails;
• PostHog for product analytics;
• Langfuse for monitoring the quality of our AI analysis.

Your data is shared with these providers only as needed to deliver the Services. Each provider states compliance with industry-standard privacy and security practices, and we select them with that consideration in mind.

7. Data Retention

We retain your data only as long as needed to provide Services and meet legal obligations. For stored session recordings specifically:

• Recordings you choose to store are kept until you delete them. You can choose to have each recording deleted automatically once it is 12 months old, and you can delete any recording yourself at any time.
• If your Pro subscription ends, your stored recordings are kept for 30 more days and then deleted. We will email you before any recording is removed, and returning to Pro within that period keeps your recordings intact.

To have your data deleted, email us at hello@coachbetter.ai. We act on every deletion request and will confirm with you once it is complete.

8. Your Rights and Choices

Depending on your location, you may have the right to:

• Access the data we hold about you.
• Request correction or deletion of your data.
• Object to certain uses of your data.
• Receive a copy of your data (data portability).
• Opt out of marketing communications.

To exercise these rights, contact us at hello@coachbetter.ai.

9. Data Security

We use industry-standard security measures to protect your personal data. However, no system is completely secure, so please use caution when sharing information online.

10. International Transfers

Your data and stored recordings are primarily kept in Singapore. Some of our service providers process data in other countries; where your information crosses borders, we take reasonable steps to ensure it receives a comparable standard of protection. By using our Services, you consent to such transfers.

11. Children's Privacy

Our Services are not intended for individuals under 18. We do not knowingly collect personal data from children.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the "Effective Date" and may notify you by email or within the Service.

13. Contact Us

If you have any questions or concerns about this Privacy Policy, contact us at:

Email: hello@coachbetter.ai