Last Updated: 21st of July of 2025 Effective Date: 21st of July of 2025
Welcome to AI Coach, an innovative artificial intelligence-powered coaching application accessible at aicoach.com ("we," "us," "our," "the Service," "the Application," or "AI Coach"). This comprehensive Privacy Policy and Cookie Policy ("Policy") is designed to provide you with detailed information about how we collect, use, process, store, share, and protect your personal information and data when you access and use our AI coaching services.
We are committed to maintaining the highest standards of privacy protection and data security. This Policy has been carefully crafted to comply with applicable privacy laws and regulations, including but not limited to the General Data Protection Regulation (GDPR), the California Consumer Privacy Act (CCPA), and other relevant data protection legislation that may apply to your use of our services.
By accessing, using, or interacting with AI Coach in any manner, you acknowledge that you have read, understood, and agree to be bound by the terms and conditions set forth in this Privacy Policy. If you do not agree with any aspect of this Policy, please discontinue use of our services immediately.
When you engage with AI Coach through our voice streaming technology, we collect and process various types of conversational data to provide you with our AI coaching services:
Voice Recordings and Audio Data: We record, store, and process all voice conversations you have with our AI Coach system. This includes the raw audio files, processed audio segments, and any background audio that may be captured during your sessions. The audio data is essential for our voice recognition systems to understand your queries and provide appropriate responses.
Transcribed Text Data: Your voice conversations are automatically converted to text through our speech-to-text processing systems. We retain both the original audio recordings and the resulting text transcriptions. These transcriptions may contain errors due to technical limitations in voice recognition technology, background noise, pronunciation variations, or other factors that can affect the accuracy of audio-to-text conversion.
Conversation Context and History: We maintain detailed records of your conversation history, including the sequence of questions asked, responses provided by the AI, follow-up queries, and the overall flow of your coaching sessions. This contextual information helps us provide more personalized and coherent advice across multiple sessions.
Conversation Metadata: We collect technical metadata associated with each conversation, including timestamps, session duration, conversation quality metrics, system response times, and technical performance indicators that help us improve our service quality.
Our application allows you to upload various types of files for processing and analysis:
File Content Analysis: When you upload files to our platform, we process and analyze the content of these files to provide relevant coaching advice. This may include documents, images, text files, or other supported file formats. Our AI systems extract relevant information from these files to enhance the coaching experience.
File Metadata: We collect technical information about uploaded files, including file names, file sizes, upload timestamps, file formats, and processing status. However, it's important to note that the actual files themselves are permanently deleted immediately after processing, while only the extracted and processed content relevant to your coaching sessions is retained.
Processing Logs: We maintain detailed logs of file processing activities, including processing duration, any errors encountered during processing, and the success or failure status of file analysis operations.
To ensure optimal performance and functionality of our AI Coach service, we collect comprehensive technical data:
Device and Browser Information: We collect detailed information about the device and browser you use to access our service, including device type, operating system version, browser type and version, screen resolution, device capabilities, installed plugins, and hardware specifications that may affect your user experience.
Network and Connection Data: We monitor network-related information such as your IP address, internet service provider, connection type, connection speed, network latency, and other technical parameters that may impact the quality of our voice streaming services.
Usage Analytics: We track comprehensive usage patterns and behaviors, including pages visited, features used, time spent on different sections of the application, click patterns, navigation paths, and interaction frequencies. This data helps us understand how users engage with our platform and identify areas for improvement.
Performance Monitoring: We collect detailed performance metrics including page load times, system response times, error rates, crash reports, and other technical indicators that help us maintain and improve our service quality.
Since our application operates without traditional user registration or login systems, we employ alternative methods for user identification and session management:
Cookie-Based Identification: We use persistent and session cookies to create unique identifiers for each user, allowing us to maintain conversation continuity and provide personalized experiences without requiring personal registration information.
Anonymous User Profiles: We create anonymous user profiles based on usage patterns, preferences, and interaction history. These profiles help us provide more tailored coaching experiences while maintaining your privacy and anonymity.
AI Coaching Services: All collected data is primarily used to deliver our core AI coaching services, including understanding your queries, providing personalized advice, maintaining conversation context, and improving the overall quality of coaching interactions.
Voice Processing and Recognition: Audio data is processed through sophisticated speech recognition systems to convert your voice input into text that our AI systems can understand and respond to appropriately.
Contextual Understanding: We use conversation history and context to provide more relevant and coherent advice that builds upon previous interactions and demonstrates understanding of your ongoing coaching journey.
Quality Enhancement: We analyze conversation patterns, user feedback, and system performance data to continuously improve the accuracy, relevance, and effectiveness of our AI coaching responses.
Technical Optimization: Usage data and performance metrics help us optimize system performance, reduce response times, improve voice recognition accuracy, and enhance overall user experience.
Feature Development: User behavior data and feedback inform our development of new features, improvements to existing functionality, and strategic decisions about the future direction of our platform.
Tailored Responses: We use your conversation history and preferences to provide more personalized coaching advice that is relevant to your specific needs, goals, and circumstances.
Session Continuity: Cookie-based identification allows us to maintain conversation continuity across multiple sessions, ensuring that our AI Coach can reference previous discussions and provide coherent, building advice.
Our AI Coach application fundamentally relies on cookie technology to function properly. The use of cookies is mandatory and essential for the operation of our service. Without accepting and enabling cookies, you will not be able to access or use any features of our application.
Why Cookies Are Essential:
Strictly Necessary Cookies: These cookies are essential for the proper functioning of our website and cannot be switched off. They are usually set in response to actions made by you, such as setting your privacy preferences, logging in, or filling in forms. These cookies enable core functionality such as security, network management, and accessibility.
Performance and Analytics Cookies: We use these cookies to collect information about how visitors use our website, such as which pages are visited most often and if users receive error messages from web pages. These cookies help us improve the performance and user experience of our platform.
Functional Cookies: These cookies allow our website to remember choices you make and provide enhanced, more personal features. They may be set by us or by third-party providers whose services we have added to our pages.
While cookies are essential for our service to function, you have certain options for managing your cookie preferences:
Browser Settings: You can configure your browser settings to control how cookies are handled, but please note that disabling cookies will prevent you from using our AI Coach service.
Cookie Information: You can typically view information about cookies stored on your device through your browser's settings or developer tools.
Third-Party Cookies: We may work with trusted third-party service providers who may set their own cookies to provide enhanced functionality or analytics services.
Cookies may be stored on your device for varying periods depending on their type and purpose:
12-Month Retention Period: All conversation data, including voice recordings, text transcriptions, conversation history, and related metadata, is retained for exactly one (1) year from the date of each conversation. This retention period is designed to balance service quality (allowing for long-term conversation continuity) with privacy protection (ensuring data is not kept indefinitely).
Automatic Deletion: At the end of the 12-month retention period, conversation data is automatically and permanently deleted from our systems using secure deletion methods that prevent data recovery.
Retention Purpose: The 12-month retention period allows us to provide continuity in coaching relationships, track progress over time, and improve our AI systems based on longer-term interaction patterns.
Immediate File Deletion: Uploaded files are processed immediately upon upload, and the original files are permanently deleted from our systems as soon as processing is complete. This typically occurs within minutes of upload.
Processed Content Retention: While the original files are deleted immediately, the processed and extracted content relevant to your coaching sessions is retained according to our standard 12-month retention policy.
Secure Processing: During the brief period when files are being processed, they are stored in secure, encrypted environments with restricted access.
Usage Analytics: Technical usage data and analytics information may be retained for longer periods in aggregated, anonymized form to help us understand platform usage trends and improve our services.
Performance Metrics: System performance data may be retained for operational purposes to ensure service quality and troubleshoot technical issues.
You have the right to request the complete deletion of all your data from our systems at any time. To exercise this right, you can use our Data Deletion Request page or contact us directly through the methods specified in this policy.
Deletion Process: Upon receiving a valid deletion request, we will permanently remove all your conversation data, processed file content, and associated metadata from our systems within 30 days.
Verification: We may require reasonable verification of your identity before processing deletion requests to ensure data security and prevent unauthorized access.
Data Access Requests: You have the right to request access to all personal data we hold about you. We will provide this information in a structured, commonly used, and machine-readable format when technically feasible.
Response Timeline: We will respond to data access requests within 30 days of receiving a valid request.
Where technically feasible, you have the right to receive your personal data in a portable format that can be transmitted to another service provider.
If you believe that any of the data we hold about you is inaccurate or incomplete, you have the right to request correction or completion of this data.
Our AI Coach application is designed with privacy as a fundamental principle. We implement a "maximum anonymity" approach that includes:
No Registration Required: We deliberately do not require user registration, account creation, or personal information disclosure to use our services.
Anonymous Identification: User identification is based solely on anonymous cookies and technical identifiers, not personal information.
Minimal Data Collection: We collect only the data that is essential for providing our AI coaching services.
Data Minimization: We implement data minimization principles, collecting only the information necessary to provide effective coaching services.
Anonymization Techniques: Where possible, we use anonymization and pseudonymization techniques to protect user privacy while maintaining service functionality.
Encryption: All data transmission and storage is protected using industry-standard encryption methods.
Encryption: All data is encrypted both in transit and at rest using advanced encryption standards (AES-256 or equivalent).
Access Controls: Strict access controls limit data access to authorized personnel only, with regular access reviews and updates.
Network Security: Our systems are protected by comprehensive network security measures including firewalls, intrusion detection systems, and regular security monitoring.
Secure Infrastructure: We use secure, professionally managed hosting infrastructure with regular security updates and patches.
Staff Training: All personnel with access to user data receive comprehensive privacy and security training.
Regular Audits: We conduct regular security audits and assessments to identify and address potential vulnerabilities.
Incident Response: We maintain detailed incident response procedures to quickly address any potential security breaches or data incidents.
We do not sell, rent, lease, or otherwise commercially exploit your personal data. However, we may share your information in the following limited circumstances:
Legal Requirements: We may disclose your information if required by law, legal process, or government request.
Service Providers: We may share data with trusted third-party service providers who assist in delivering our services, subject to strict confidentiality agreements.
Business Transfers: In the event of a merger, acquisition, or sale of our business, user data may be transferred as part of the transaction, subject to equivalent privacy protections.
If we transfer your data internationally, we ensure appropriate safeguards are in place to protect your information according to applicable privacy laws.
Our AI Coach service is not intended for use by individuals under the age of 16. We do not knowingly collect personal information from children under 16 years of age.
If we become aware that we have collected personal information from a child under 16, we will take immediate steps to delete such information from our systems.
For any questions, concerns, or requests related to this Privacy Policy, your personal data, or our privacy practices, please contact us:
Primary Contact:
Data Protection Officer: Not applicable.
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. When we make significant changes, we will notify you through the application or other appropriate means.
Your continued use of our services after any privacy policy changes indicates your acceptance of the updated terms.
This Privacy Policy is governed by and complies with applicable privacy and data protection laws, including:
We cooperate fully with data protection authorities and regulatory bodies in addressing privacy concerns and ensuring compliance with applicable laws.
We encourage users to contact us directly with any privacy concerns, and we will work diligently to resolve issues promptly and fairly.
If internal resolution is not satisfactory, you may have the right to file complaints with relevant data protection authorities or pursue other legal remedies available under applicable law.
Effective Date: This Privacy Policy becomes effective immediately upon publication and remains in effect until superseded by an updated version. Your use of AI Coach constitutes acceptance of this Privacy Policy.