Privacy Policy
Ready.Coach is a white-label platform that lets independent coaches (“Coaches”) run an AI coaching assistant for the people they coach (“Clients”). This policy explains what we do with personal data for both groups. The service is currently offered in the United States only.
1. Roles: who controls your data
- For Client personal data (chat conversations, profile, coaching content), the Coach and their organization decide why the data is collected. Ready.Coach handles it on the Coach's behalf, under this policy.
- For Coach account data, and for operating the platform itself, Ready.Coach is responsible.
If you are a Client and want your data corrected or deleted, your first point of contact is your Coach; we will act on their instruction or, where the law gives you a direct right, on yours.
2. What we collect
From Clients
- Account & identity: email address (your login), first/last/preferred name, and — if you choose to provide them — phone number and profile photo (avatar).
- Coaching content: the messages you send to and receive from the AI assistant; your stated reason or goals for coaching; your device time zone (used only to schedule reminders in your local time).
- AI-derived content: the assistant generates and stores summaries of your sessions and structured “memories” (facts and context it records to personalize future conversations). These can include sensitive topics you raise during coaching.
- Notes about you written by your Coach, and guidance your Coach gives the assistant about how to work with you. Your Coach's private notes are never shown to you or sent to the AI; only the Coach's guidance influences the assistant (see §6).
- Device tokens for push notifications, if you enable them.
- Technical & usage data: app and API logs, and a per-conversation count of AI usage (token counts) used for billing and capacity.
From Coaches
- Account & identity: email, name, profile photo, and any public profile details you add (bio, phone, website, contact email shown to your Clients).
- Organization & branding: your organization name, theme, and logo.
- Configuration: your AI assistant's instructions, workflows, visibility rules, and the notes and guidance you record about Clients.
- Audio you dictate when writing session notes by voice. It is transcribed as you speak and is never stored by us (see §6).
- Technical & usage data: logs and AI token-usage records attributed to your organization for billing.
We do not collect
We do not take payments in the app and use no payment processor, so we never see card numbers. We do not collect precise geolocation or biometric identifiers. Uploaded images are stripped of embedded metadata (for example GPS/EXIF) on your device before upload.
3. How we use it
- Provide the coaching service: run conversations, personalize them using your memories and prior-session summaries, and let your Coach configure and review the program.
- Send transactional messages: invitations, and — if enabled — push reminders.
- Operate, secure, and debug the platform; detect and prevent abuse; enforce rate and usage limits.
- Account for AI usage.
- Comply with law and enforce our terms.
We do not use your coaching content to advertise to you, and we do not sell it.
4. Sensitive information
Coaching conversations may touch on health, mental health, relationships, or other sensitive subjects, and the assistant may record these as memories or session summaries. We process that information only to provide the coaching service you and your Coach are using it for. You can request deletion at any time (§8).
Ready.Coach is not a healthcare provider and is not a HIPAA-covered entity. The assistant does not provide medical, legal, or crisis services. If you are in crisis, contact your local emergency number or, in the US, call or text 988.
5. AI processing
Your messages and the context described above are sent to our AI provider, Anthropic (Claude), to generate responses, summaries, memories, and coach-facing insights. We send only what is needed to run the conversation. Under Anthropic's commercial terms, data submitted through their API is not used to train their models. The assistant's outputs are automated and can be imperfect; they are not professional advice.
6. What we share
We do not sell personal data. We share it with:
- Your Coach and their organization (for Client data) — this is the core of the service.
- Service providers who process data on our behalf under contract:
| Provider | Purpose | Data |
|---|---|---|
| Supabase | Database, authentication, file storage | All stored data |
| Vercel | Application hosting | Requests, logs |
| Anthropic | AI model responses | Conversation context (see §5) |
| Resend | Transactional email | Email address, message content |
| Apple (APNs) | Push notifications | Device token, notification text (no coaching content in the payload) |
| Deepgram | Speech-to-text when a Coach dictates session notes | Coach audio, transcribed live and not stored by us |
| Google Analytics | Traffic measurement on the ready.coach marketing website only | Page views, approximate location, browser and device information |
- Legal and safety: where required by law, to protect rights and safety, or in a corporate transaction (merger or acquisition) subject to this policy.
A Coach's private notes about a Client are stored encrypted at rest and are never shown to the Client or sent to the AI. Cross-organization access: designated Ready.Coach administrators can access an organization's data to operate and support the platform. That access is limited to those administrators; we are working to add an audit log of it.
7. Cookies
The iOS app and the coach dashboard use no advertising or analytics cookies — only the storage needed to keep you signed in and remember your preferences on your own device. The marketing website at ready.coach uses Google Analytics cookies to measure traffic; you can block them with your browser settings or a tracking-protection extension.
8. Where and how long we keep it
- Location: data is stored in the United States (our database and file storage run in a US-West region) and with the providers listed above.
- Retention: we keep Client conversations, memories, session summaries, and coach notes for as long as the coaching relationship is active. We do not currently expire or auto-delete older conversations — they remain until the account is deleted or deletion is requested. When a Client is deleted, their account, conversations, messages, memories, notes, and avatar are erased; anonymized usage totals may be retained for accounting.
9. Your rights and choices
You can ask us to access, correct, delete, or export your data, and to stop processing it. To exercise those rights, Clients contact their Coach or privacy@ready.coach; Coaches contact privacy@ready.coach. We respond within 30 days, and sooner where the law requires it. You can also:
- Edit your profile in the app at any time.
- Turn push notifications on or off in your device settings.
- Sign out, which clears the app's local caches on your device.
Depending on where you live, you may have additional rights under state privacy law, and you may complain to your state Attorney General or applicable regulator.
10. Security
We use encryption in transit (HTTPS), authentication and row-level access controls, encrypted at-rest storage, per-request authorization, and rate and usage limits. Coach private notes are encrypted at the application layer. No system is perfectly secure; we work to protect your data and will notify affected users and regulators of a qualifying breach as the law requires. To report a vulnerability, see security.txt.
11. Children
Ready.Coach is for adults. The service is not directed to anyone under 18, and we do not knowingly collect their data. If you believe a minor has an account, write to privacy@ready.coach and we will delete it.
12. Changes
We may update this policy. We will post the new effective date on this page and, for material changes, notify you by email.
13. Contact
privacy@ready.coach · [LEGAL ENTITY, ADDRESS]