Data & Privacy
How CoachWiz handles the conversations at the centre of your coaching
Coaching conversations are confidential by nature. This page explains in plain English what happens to your data, and your clients’ data, in CoachWiz. It is a summary. The full privacy policy is the formal version, and if anything here ever seems to differ from it, the full policy applies.
1. Who is responsible for what
CoachWiz is run by CoachWiz Ltd, a UK-registered company. For your own account details, CoachWiz Ltd is responsible for your information. For information about your clients (session recordings, transcripts, notes, objectives and calendar details), you, the coach, are the data controller and CoachWiz Ltd is your data processor: we handle that information only on your instructions. That means it is for you to tell your clients that you use AI-assisted tools in your practice, and to obtain any consent your professional or contractual obligations require. We provide template wording to help you do this.
2. What CoachWiz holds
Your account: your name, email address and sign-in details.
Your clients, as you enter them: their names and email addresses.
Session recordings and transcripts, made by our note-taker when it joins a session.
Your coaching notes, objectives, commitments and progress records, and the notes, prep briefs and reports CoachWiz generates for you.
Documents you upload, such as coaching agreements, historical notes or methodology materials.
Details of your client meetings from your calendar (see section 3).
Basic technical information when you use our website or app, such as your IP address and browser and device type.
3. Your calendar
To schedule the note-taker, our service provider Recall.ai reads your calendar on our behalf, read-only, for one day back and 28 days ahead. CoachWiz stores only meetings involving one of your clients: the title, times, meeting link, and attendee and organiser email addresses. Event descriptions are never stored. All other entries are discarded at sync and are not stored by CoachWiz; we keep only a count of them. Calendar data that Recall.ai reads is held by Recall.ai under its own terms.
You can disconnect at any time using the Disconnect button on the calendar page in CoachWiz. This stops Recall.ai reading your calendar, cancels note-taker bookings for upcoming calendar meetings, and deletes every meeting CoachWiz stored. To remove the permission you granted in Google, visit myaccount.google.com/connections.
4. Recordings and transcripts
Recording is on by default for sessions with a video link. You can switch it off for any individual session before it starts; the note-taker then does not join and nothing is recorded. You can also write session notes by hand without any recording.
Session recordings are deleted automatically by our recording provider within 72 hours after the session ends. The transcript, the written record of what was said, is kept for as long as you have an account, because it is what your notes, prep briefs and reports are built from.
5. Where your data is handled
Your coaching data is stored and processed in the EU (Frankfurt), except for AI processing.
To write your notes and briefs, CoachWiz sends your session transcript, your notes and your client’s record, including names, to Anthropic, which processes it in the US under Standard Contractual Clauses. Your client’s email address is not sent to the AI as a field; if it appears in a transcript, note or document, it is sent as written.
Client conversations are never used to train AI models.
6. The providers we use
Supabase: database, authentication and file storage (Frankfurt)
Vercel: hosting (Frankfurt)
Recall.ai: meeting recording, transcription and calendar reading (EU region)
Anthropic: AI generation of notes, briefs and reports (US, under Standard Contractual Clauses)
Brevo: email delivery, including sign-in emails and your daily session email. Brevo records whether emails are delivered, opened and clicked.
Google: calendar connection
Paddle: payments, once paid plans are introduced
Framer: hosts this website, including the Request access form. If you request access, we collect the details you enter (such as your name, email address and information about your coaching practice) and, if you choose to give it, the name of the coach who introduced you. We use these only to respond to your request and to manage access to CoachWiz.
7. Deleting clients, closing your account and getting a copy of your data
Deleting a client deletes the client and everything CoachWiz holds about them, including sessions, transcripts, notes, outputs, uploaded files, note-taker data and calendar meetings naming them, and cancels any booked note-taker. Where a meeting also involved another of your clients, it is kept with the deleted client’s address removed.
During the beta, account closure and data export are handled on request: email info@coachwiz.ai and we will delete your account and everything in it within 30 days, or send you a copy of your data.
After deletion, copies may remain in routine database backups until they age out, along with a small number of records that contain no names or content, such as usage counts. Anything you have already downloaded or sent to a client is not recalled by deleting it in CoachWiz.
8. Sensitive information
CoachWiz does not request, require or intentionally collect special category data, such as health, religious beliefs or sexual orientation. Because sessions are recorded and transcribed verbatim, such information may be incidentally present in a transcript where a client chooses to discuss it during a session.
9. Information we receive from Google
If you connect a Google Calendar, CoachWiz requests read-only access to your calendar events (titles, times, attendees and meeting links) and your email address. Your calendar is read by Recall.ai, our recording provider, to find your client sessions and schedule the note-taker. We do not sell this information, use it for advertising, or use it to train AI models, and we never use it to develop or train general AI models.
No calendar content (event titles, descriptions, attendee names or email addresses, or meeting links) is sent to the AI that writes your notes. The only things taken from a calendar event that reach it are the session’s date, its length, and whether it was a video call.
CoachWiz’s use and transfer of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
10. Your rights and how to contact us
You can ask to access, correct or delete your personal information, object to or restrict how it is used, or ask for a copy. Email info@coachwiz.ai or use coachwiz.ai/contact. If you are a coach’s client, your coach is responsible for your information in CoachWiz, so please contact them first. If you are unhappy with how we have handled your information, you can complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint.