Privacy Policy

Effective Date: 01/01/2026
Last Updated: 01/01/2026

This Privacy Policy explains how TalkCoach LLC (“TalkCoach,” “we,” “us,” or “our”) collects, uses, discloses, and protects information when you visit or use our website, products, and services (collectively, the “Service”).

If you do not agree with this Privacy Policy, please do not use the Service.

1) Who This Policy Applies To

This Privacy Policy applies to individuals located in the United States who use our Service, including website visitors, individual subscribers, and users invited under a business/team subscription (“Authorized Users”).

The Service is not intended for individuals under 18.

2) Information We Collect

We collect information in three main ways: (a) what you provide, (b) what we collect automatically, and (c) what we receive from third parties.

A) Information you provide to us

Depending on how you use the Service, you may provide:

  • Account information (e.g., name, email address, and login credentials you set for your TalkCoach account)

  • Subscription and billing information (e.g., plan selection and billing details). Payment card details are handled by our payment processor (Stripe). We generally receive payment confirmations and limited billing-related information rather than your full card number.

  • Contact form submissions (e.g., your name, email, and message content)

  • Chat and coaching content (e.g., messages and information you type into TalkCoach)

Please do not submit sensitive information you don’t want processed, such as Social Security numbers, full payment card data, or protected health information (PHI).

B) Information we collect automatically

When you use the Service, we may automatically collect:

  • Device and usage data (e.g., IP address, browser type, device identifiers, pages viewed, time spent, referring URLs)

  • Log and diagnostic data (e.g., timestamps, error logs, crash reports)

  • Cookie and similar technology data (see Section 6)

C) Information we receive from third parties

We receive information from service providers we use to run TalkCoach, such as:

  • Payment processors (e.g., Stripe): subscription status, payment status, and limited billing details

  • Analytics providers (e.g., Google Analytics): aggregated/usage insights about website activity

  • Chat infrastructure providers: operational data needed to provide the chatbot experience

3) How We Use Information

We use information to:

  • Provide, operate, and maintain the Service (including responding to chats and delivering the product experience)

  • Process subscriptions and payments

  • Communicate with you, including:

    • responding to requests via our contact form,

    • sending service-related messages (e.g., account, billing, policy updates),

    • sending newsletters and product updates (you can opt out of marketing emails—see Section 9)

  • Improve the Service, including improving prompts, flows, and the knowledge base (see Section 5)

  • Secure the Service, including preventing abuse, fraud, and unauthorized access

  • Analyze usage to understand performance and improve the website and product (e.g., via analytics)

  • Comply with legal obligations and enforce our Terms

4) How We Share Information

We do not sell personal information.

We share information only in limited circumstances:

A) Service providers

We share information with vendors that help us operate the Service (for example: hosting, payments, analytics, chatbot infrastructure). They process information on our behalf and are expected to use it only to provide services to us and for permitted business purposes.

B) Business/team accounts

If you use the Service as an Authorized User under a business subscription, the organization’s administrator may be able to see account-level information needed to manage seats and billing.

Admins do not have access to private chat content or conversation history.

C) Legal and safety

We may disclose information if we believe it is reasonably necessary to comply with law, respond to lawful requests, protect rights and safety, investigate fraud or abuse, or enforce our agreements.

D) Business transfers

If we’re involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction.

5) Chat Content and How We Use It to Improve TalkCoach
What you should (and shouldn’t) share

TalkCoach is designed to support workplace communication coaching. You control what you submit. Please do not submit sensitive information (e.g., SSNs, full card data, PHI).

Using chat content to improve TalkCoach

We use chat content to provide, maintain, troubleshoot, and improve the Service, including improving prompts, flows, and the knowledge base. This may include internal review of chat content and related metadata (like timestamps and feature usage) by TalkCoach.

Where feasible, we take steps to reduce privacy risk, such as limiting access, applying security controls, and using aggregated or de-identified insights when appropriate.

6) Cookies, Analytics, and Consent Controls

We use cookies and similar technologies for:

  • Essential functionality (e.g., security, session management)

  • Analytics (e.g., understanding how our site is used)

We use a cookie banner/consent tool that allows you to manage cookie preferences. You can also control cookies through your browser settings, though disabling certain cookies may affect site functionality.

7) Data Retention

We retain personal information only as long as reasonably necessary for the purposes described in this policy, including providing the Service, complying with legal obligations, resolving disputes, and enforcing agreements.

Retention highlights (TalkCoach):

  • Account information: retained while your account is active and for a reasonable period afterward for operational, security, and recordkeeping purposes.

  • Billing records: retained as required for accounting, tax, and compliance.

  • Contact form submissions: retained indefinitely for now so we can maintain support history and context.

  • Chat content: stored for up to 90 days and then deleted (or sooner), unless we need to retain limited information longer for security, legal compliance, or dispute resolution.

8) Data Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information. However, no method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

9) Your Choices (Including Email Preferences)
Marketing emails

If you receive newsletters or product updates from us, you can unsubscribe at any time using the link in the email. Even if you opt out of marketing emails, we may still send transactional/service communications (e.g., billing notices, security messages, policy updates).

Cookies

You can manage cookie preferences through our cookie banner/consent tool and through your browser settings.

10) Your Privacy Rights (United States)

Depending on your state of residence and applicable law, you may have rights such as:

  • Access (confirm and access personal data we process)

  • Correction (fix inaccuracies)

  • Deletion

  • Portability (obtain a portable copy)

  • Opt-out of certain processing (for example, targeted advertising, sale of personal data, or certain profiling), where applicable

Colorado residents

Colorado residents may have rights including access, correction, deletion, portability, and opt-out rights, and a process to appeal certain rights-request decisions.

How to submit a request: Use our contact form at https://talkcoach.io/contact.
We may need to verify your identity before completing a request.

Appeals: If we deny your request, you may appeal by submitting a new message through the same contact form and including “Appeal” in your message.

11) Do Not Sell / Do Not Share

We do not sell personal information. If we ever engage in activities that require additional opt-out mechanisms under applicable law (for example, certain forms of targeted advertising), we will update this policy and provide required choices.

12) Changes to This Privacy Policy

We may update this Privacy Policy from time to time. If we make material changes, we will post an updated version and revise the “Last Updated” date. For significant changes, we may provide additional notice within the Service.

13) Contact Us

For privacy questions or requests, contact us via our form: https://talkcoach.io/contact
TalkCoach LLC — Denver, CO