Privacy Policy

Coachstack, LLC ("Coachstack," "we," "us," or "our") respects your privacy. This Privacy Policy explains how we collect, use, and protect your information when you visit our website at coachstackhq.com, use our services, or use the Coachstack Chrome extension.

Information We Collect

Information Collected Through the Coachstack Platform

When you use the Coachstack platform as a paying member, we collect and store additional information to power your growth workflow.

Information We Process on Behalf of Coaches

Coaches use Coachstack to run their coaching practice, and in doing so they store information about their own clients and prospects inside the platform. For this information, the coach is the data controller and Coachstack is the data processor: we store and process it on the coach's instructions and do not use it for our own purposes.

Depending on how a coach uses the platform, this can include:

• Contact and relationship information. Names, email addresses, phone numbers, company and role details, tags, and notes a coach keeps about their clients and prospects.
• Scheduling information. Bookings, session times, attendance, and the video call links used to join sessions.
• Session notes and materials. Notes a coach writes about sessions, AI-enhanced versions of those notes, and materials a coach chooses to share with a client, including recordings.
• Session recordings and transcripts. If a client consents, video sessions may be recorded and transcribed. Recordings are captured and stored by Daily, our video infrastructure provider, and transcripts are generated using Deepgram and stored within Coachstack. Recordings and transcripts are available only to the coach; they are never public and are never shared with other coaches or third parties beyond the service providers that power these features.
• Consent records. When a client grants or declines consent for session recording, we store that decision, the date, and the session it was captured on, so the choice is respected on future sessions.

If you are a coach's client and want to access, correct, or delete information held about you, contact your coach. Coaches can fulfill these requests inside the platform, and we support coaches in meeting them. You can also contact us directly at the email below and we will coordinate with your coach.

Session Recording and Transcription

Recording never happens silently. Before a video session is recorded, the client is shown a consent screen explaining what will be recorded, how it will be used, and who can access it. A client can decline, and the session proceeds without recording or transcription. A client can also ask their coach to delete past recordings and transcripts at any time, or to clear their stored preference so they are asked again.

When a client consents:

• The video session is recorded. Recordings are stored by Daily and are accessible only to the coach through Coachstack.
• The conversation is transcribed. Transcription is powered by Deepgram. The transcript is stored within Coachstack and is used to help the coach produce better session notes.
• Transcripts may be processed by AI. To generate enhanced session notes, transcripts and the coach's notes are processed through our AI providers under the terms described in the AI Processing section: this data is not used to train AI models.

Recordings and transcripts are deleted when the associated account data is deleted, and earlier on request through the coach.

The Coachstack Chrome Extension

The Coachstack Chrome extension lets a coach record a browser tab, a window, or their entire screen from Chrome, with their camera and microphone when they turn them on, and saves the recording to the Resources area of their Coachstack account.

• When it uses your camera, microphone, and screen. Only after you start a recording, and only for the tab, window, or screen you choose. Chrome shows when sharing is active, and you can stop at any time.
• What it does not collect. The extension does not read the content of the web pages you visit, does not collect your browsing history, and does not track you across websites. It shows its recording controls on the page you are recording from, and only with the site access you grant.
• Where recordings go. Recordings are sent only to your own Coachstack account, using the account you are signed in with. They are not sent to anyone else, and they are handled the same way as recordings made in the Coachstack web app.
• Limited Use. Coachstack's use of information received through the extension complies with the Chrome Web Store User Data Policy, including its Limited Use requirements. We use this information only to provide the recording feature, we do not sell it, and we do not use it for advertising.

How We Use Your Information

We use the information we collect to:

• Respond to your inquiry or assessment submission
• Communicate with you about our services, your application status, and scheduled calls
• Provide, maintain, and improve the Coachstack platform and extension
• Send you our newsletter if you subscribe
• Understand how visitors use our website so we can improve it
• Process payments for our services

We do not sell, rent, or share your personal information with third parties for their marketing purposes.

AI Processing

The Coachstack platform uses third-party AI providers to generate and analyze content on your behalf.

• We use Anthropic's Claude API for text generation, including voice profiles, newsletter drafts, LinkedIn post drafts, content analysis, sales call summaries, enhanced session notes, Maia's answers, and the titles, summaries, and descriptions Maia drafts for recordings.
• We use OpenAI's API as a backup for text generation when Anthropic's service is unavailable, and for Maia's real-time voice conversations.
• We use OpenAI's GPT Image API for image generation, including newsletter featured images and brand assets.
• Data sent to these providers is processed under their respective enterprise agreements and privacy policies.
• We do not use your data to train our own AI models.
• Per Anthropic's and OpenAI's API terms, customer data submitted through these APIs is not used to train their AI models.

Cookies and Analytics

We use a self-hosted instance of Umami on coach websites built with Coachstack. Umami is a privacy-friendly tool that does not use cookies, does not collect personal data, and does not track you across websites. No cookie consent banner is needed because no cookies are set by our analytics.

Our website does not set first-party tracking cookies, and our analytics is cookieless. Signing in to the Coachstack platform uses a session cookie that is needed to keep you signed in. We do not currently embed third-party services that set tracking cookies on your device.

Third-Party Services

We use the following third-party services to operate our business. Each service has its own privacy policy governing how they handle your data:

• Supabase for database hosting and authentication
• Vercel for website hosting and deployment
• Vercel Blob for file storage, including uploaded resources, screen recordings, images, and brand assets
• Resend for transactional email, including assessment results, application correspondence, account notifications, password resets, and platform alerts
• Anthropic (Claude API) for AI text generation inside the platform and for analyzing assessment submissions to produce your results
• Apify for retrieving public LinkedIn profile information when you include your LinkedIn profile URL in our assessment
• OpenAI for backup AI text generation, real-time voice conversations with Maia, and AI image generation
• Daily for video calls, for capturing and storing session recordings when a client has consented, and for transcribing screen recordings
• Deepgram for voice transcription, including coach voice dictation and session transcription when a client has consented
• Google for calendar integration, when coaches connect their Google Calendar to power scheduling
• Upstash for scheduling infrastructure
• LinkedIn when coaches authorize us to access their own LinkedIn account data through LinkedIn's OAuth flow
• Stripe for processing payments securely
• Umami (self-hosted) for cookieless, privacy-friendly analytics on coach websites built with Coachstack

Data Retention

We retain your application information for as long as necessary to evaluate your application and communicate with you about our services. If you are not accepted or choose not to proceed, we will retain your information for up to 12 months in case you wish to reapply, after which it will be deleted.

Email addresses collected through the assessment or beta application are retained by Resend, our email service provider, for the purpose of delivering those messages. You can opt out at any time by using the unsubscribe link in any email or by contacting us.

For data stored inside the Coachstack platform, we apply the following retention rules:

• Coach profile and business data is retained while your subscription is active and is deleted within 30 days of cancellation, unless you request longer retention in case you reapply later.
• LinkedIn post history ingested with your authorization is retained for the life of your account and is deleted within 30 days of account closure or upon your request.
• AI-generated content (drafts, voice profiles, content plans, brand assets) is retained as active user data and is deleted when your account is deleted.
• Conversation history with Maia is retained for 90 days by default and can be deleted earlier on request.
• Screen recordings, their transcripts, and their sharing activity are retained while the coach's account is active and are deleted when the coach deletes the recording or the account.
• Client and prospect records a coach keeps in the platform are retained while the coach's subscription is active and are deleted with the coach's account data on cancellation, per the rules above.
• Session recordings and transcripts are retained while the coach's account is active, and are deleted earlier at the client's request made through their coach, or when the coach deletes the associated session or client record.
• Recording consent records are retained alongside the client record as evidence of the choice made.

Your Rights

You have the right to:

• Request access to the personal information we hold about you
• Request correction of any inaccurate information
• Request deletion of your personal information
• Request an export of all the data we hold about you inside the Coachstack platform
• Revoke your LinkedIn integration at any time, either through LinkedIn's own account settings or by contacting Coachstack support
• Request deletion of any AI-generated content or Maia conversation history
• Unsubscribe from our newsletter at any time
• Withdraw consent for any data processing based on consent
• Remove the Coachstack Chrome extension at any time from Chrome's extensions page

If you are a client of a coach who uses Coachstack, these rights apply to you as well. Direct requests to your coach, who controls your information, or contact us and we will coordinate with your coach.

To exercise any of these rights, contact us at the email address below. We will respond to your request within 30 days.

LinkedIn Data Portability API

Coachstack has been approved for LinkedIn's Member Data Portability API (3rd Party) under app ID 230365238. Access to LinkedIn data through this API requires your explicit authorization through LinkedIn's OAuth consent flow.

This API is currently available only to LinkedIn members located in the EU, EEA, and Switzerland. Coaches outside the EU, EEA, and Switzerland who want to provide LinkedIn data to Coachstack can do so through alternative methods, including uploading a LinkedIn data export. Data accessed through this API is used solely for your own benefit inside the platform and is subject to the same retention and deletion rights described above.

Changes to This Policy

We may update this Privacy Policy from time to time. If we make significant changes, we will update the "Last updated" date at the top of this page. We encourage you to review this policy periodically.

Contact Us

If you have questions about this Privacy Policy or how we handle your information, please contact us: