Privacy Policy

We collect information you provide directly to us when you create an account, subscribe to a plan, or contact us for support. This includes your name, email address, billing information, and any content you upload or generate through the platform — including session recordings, transcripts, and coaching notes.

We also collect usage data automatically, such as log data, device information, IP addresses, and cookies, to help us improve the platform and ensure its security.

We use the information we collect to provide, maintain, and improve the Kaizen CoachOS platform; process transactions and send related information; send technical notices, updates, and support messages; respond to your comments and questions; and monitor and analyse usage patterns to improve user experience.

We do not sell, trade, or rent your personal information or your clients' session data to third parties.

We understand that coaching sessions contain sensitive and confidential information. All session recordings, transcripts, AI-generated notes, and client data are encrypted in transit and at rest. Access to session data is restricted to the account holder and authorised platform administrators only.

Coaches are responsible for obtaining appropriate consent from their clients before recording sessions and for complying with any applicable professional standards or regulations in their jurisdiction.

Your data is stored on secure cloud infrastructure with industry-standard encryption. We implement technical and organisational measures to protect your information against unauthorised access, alteration, disclosure, or destruction.

While we take reasonable steps to protect your data, no method of transmission over the internet or electronic storage is 100% secure. We encourage you to use a strong, unique password and to keep your login credentials confidential.

Kaizen CoachOS is designed to support coaches operating under a range of local privacy and data protection laws. Our platform includes features to assist with compliance obligations relevant to your jurisdiction, including location-based legislation referencing available on paid plans.

It is the responsibility of each coach to ensure their use of the platform complies with the laws and professional regulations applicable in their region.

We use cookies and similar tracking technologies to operate and improve our platform. Essential cookies are required for the platform to function. Analytics cookies help us understand how users interact with the platform so we can improve it. You can control cookie preferences through your browser settings or our cookie consent tool.

We do not use tracking technologies to serve third-party advertising.

We may share your information with trusted third-party service providers who assist us in operating the platform, processing payments, or providing customer support. These providers are contractually obligated to keep your information confidential and to use it only for the purposes for which it was disclosed.

We may also disclose your information if required by law, court order, or governmental authority.

We retain your personal information and session data for as long as your account is active or as needed to provide services. If you close your account, we will delete or anonymise your data within 90 days, unless we are required to retain it for legal or compliance purposes.

You may request deletion of your data at any time by contacting us at the details below.

Depending on your location, you may have rights regarding your personal data, including the right to access, correct, or delete your information; the right to object to or restrict certain processing; and the right to data portability.

To exercise any of these rights, please contact us using the details provided at the end of this policy. We will respond to your request within a reasonable timeframe.

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page and updating the "Last updated" date. Your continued use of the platform after any changes constitutes your acceptance of the updated policy.

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us through the Contact page on our website. We are committed to resolving any privacy concerns promptly and transparently.