Privacy Policy

1. Information We Collect

1.1 Account Information

When you register for CoachNotes, we collect:

• •Name and email address
• •Google account credentials (via Google OAuth)
• •Billing information processed by Stripe (we do not store payment card numbers)
• •Subscription plan and billing status

1.2 Client Data You Provide

As a coach, you may enter information about your clients, including:

• •Names, email addresses, and contact information
• •Health goals, current conditions, medications, and supplements
• •Allergies and dietary restrictions
• •Lab results and health assessments
• •Intake form responses
• •Session notes and coaching history

You are responsible for obtaining appropriate consent from your clients before entering their information into CoachNotes.

1.3 Session Recordings and Transcripts

CoachNotes allows you to upload audio recordings of coaching sessions. These recordings are:

• •Stored securely in Vercel Blob cloud storage
• •Processed by our AI transcription and summarization service to generate session notes, SOAP notes, and action items
• •Accessible only to you as the authenticated coach

1.4 Gmail Integration Data

If you connect your Gmail account, CoachNotes accesses:

• •Your ability to send emails on your behalf to clients
• •A limited read-only view of email threads with clients to display communication history within CoachNotes

CoachNotes uses Google OAuth to obtain authorization. We store your Google refresh token to maintain this connection. We do not read, index, or store the full content of your Gmail inbox. Access is limited to threads involving your listed clients.

1.5 Usage and Technical Data

We automatically collect certain technical information, including:

• •Browser type and device information
• •IP address and approximate location
• •Pages visited and features used within the platform
• •Error logs and performance data

2. How We Use Your Information

We use the information we collect to:

• •Provide, operate, and maintain the CoachNotes platform
• •Process and generate AI-powered session summaries, prep notes, SOAP notes, and email drafts
• •Send emails to your clients on your behalf via your connected Gmail account
• •Process billing and manage your subscription through Stripe
• •Send administrative communications such as account and billing notifications
• •Deliver support ticket notifications and platform updates
• •Detect supplement-medication interactions and generate safety alerts
• •Improve and develop new features for CoachNotes
• •Comply with legal obligations

3. AI Processing and Third-Party AI Services

CoachNotes uses third-party artificial intelligence services to power features including session transcription, note generation, email drafting, lab result extraction, and safety checks. When you upload a session recording or request AI-generated content:

• •Session audio and text data may be transmitted to our AI service providers for processing
• •AI-generated outputs (summaries, emails, SOAP notes) are presented to you for review before use
• •You retain responsibility for reviewing AI-generated content for accuracy before sharing with clients

All AI-generated content is labeled with an AI disclaimer within the platform. CoachNotes does not guarantee the accuracy of AI-generated output, and nothing generated by our AI constitutes medical, nutritional, or clinical advice.

4. How We Share Your Information

We do not sell your personal information or your clients' information. We may share information only in the following circumstances:

4.1 Service Providers

We share data with trusted third-party service providers who assist us in operating the platform:

• •Vercel — cloud hosting, serverless infrastructure, and file storage
• •Neon — PostgreSQL database hosting
• •Stripe — payment processing and subscription management
• •Deepgram — audio transcription services
• •Anthropic — AI text generation and analysis
• •Google — authentication and Gmail API services

Each provider is bound by their own privacy and data protection agreements. We only share the minimum data necessary for each service.

4.2 Legal Requirements

We may disclose information if required by law, court order, or governmental authority, or if we believe disclosure is necessary to protect our rights or the safety of others.

4.3 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the successor entity. We will notify you via email and/or a prominent notice on our platform before such a transfer occurs.

5. Data Retention

We retain your account information and client data for as long as your account is active. When you delete a client record or your account, associated data is removed from our active systems. Session recordings stored in Vercel Blob are deleted when the corresponding session record is deleted.

Some data may be retained in backup systems for a limited period following deletion. Billing and transaction records may be retained longer as required by law.

6. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• •HTTPS encryption for all data in transit
• •Secure cloud storage with access controls
• •Authentication via Google OAuth with HTTP-only session cookies
• •Coach-scoped data access — each coach can only access their own clients' data
• •No client-facing login — client data is accessible only to the authenticated coach

No method of transmission or storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Sensitive Health Information

CoachNotes stores health-related information you enter about your clients (conditions, medications, supplements, lab results). This information is:

• •Stored in encrypted databases accessible only to you
• •Used solely to support your coaching practice (AI safety checks, session prep, note generation)
• •Never sold or shared with advertisers, insurance companies, or any third parties for commercial purposes

You are solely responsible for ensuring you have the appropriate consent and legal authority to collect and store your clients' health information in CoachNotes.

8. Google API Services User Data Policy

CoachNotes's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. Specifically:

• •We use Gmail access only to send emails to your clients on your behalf and to display relevant email thread history within CoachNotes
• •We do not use Google user data to serve advertisements
• •We do not allow humans to read your Google data except with your explicit permission or as required by law
• •We do not transfer Google user data to third parties except as necessary to provide CoachNotes features

9. Your Rights and Choices

You have the following rights with respect to your information:

• •Access — you may request a copy of the data we hold about you
• •Correction — you may update or correct inaccurate information in your account settings
• •Deletion — you may delete client records, session data, or your entire account at any time
• •Gmail disconnection — you may revoke CoachNotes Gmail access at any time via your Google account security settings at myaccount.google.com
• •Portability — you may contact us to request an export of your data

To exercise any of these rights, contact us at support@coachnotes.app.

10. Children's Privacy

CoachNotes is not directed to individuals under the age of 18. We do not knowingly collect personal information from minors. If you believe we have inadvertently collected such information, please contact us immediately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will revise the Effective Date above and notify you via email or a notice within the platform. Continued use of CoachNotes after changes are posted constitutes your acceptance of the updated policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us: