This Privacy Policy explains how TalkCoach LLC (“TalkCoach,” “we,” “us,” or “our”) collects, uses, discloses, and protects information when you access 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. Scope and Eligibility

This Privacy Policy applies to individuals located in the United States who use our Service, including:
• Website visitors
• Individual subscribers
• Users invited under a business or team subscription (“Authorized Users”)

The Service is intended for individuals 18 years of age or older. We do not knowingly collect personal information from individuals under 18. If we become aware that we have collected personal information from someone under 18, we will take prompt, reasonable steps to delete it. Users must affirmatively confirm they meet this age requirement during account creation.

2. Information We Collect

We collect information in three primary ways: (a) information you provide, (b) information collected automatically, and (c) information from service providers.

A. Information You Provide

Depending on how you use the Service, you may provide:
• Account information (e.g., name, email address, login credentials)
• Subscription and billing information (plan selection and billing details). Payment card data is processed directly by our payment provider (e.g., Stripe). We generally receive payment confirmations and limited billing-related information.
• Contact form submissions (name, email, and message content)
• Chat and coaching content (messages and information you choose to enter into the platform)

You control what you submit. Please do not submit sensitive information such as Social Security numbers, full payment card data, protected health information, or other highly sensitive personal data.
When using scenario, roleplay, or scripting features, please avoid including unnecessary identifying details about other individuals, such as the names, titles, or personal circumstances of colleagues or third parties. TalkCoach does not independently verify the content of such entries and is not responsible for how information about third parties is submitted by users.

B. Information Collected Automatically

When you use the Service, we may automatically collect:
• Device and usage data (IP address, browser type, device identifiers, pages viewed, referring URLs)
• Log and diagnostic data (timestamps, crash logs, error reports)
• Cookie and similar technology data (see Section 6)

C. Information from Service Providers

We use third-party service providers to help us operate TalkCoach, including:
• Payment processors (e.g., Stripe)
• Analytics providers (e.g., Google Analytics)
• Hosting and infrastructure providers
• AI and language model infrastructure providers, which process user input as needed to generate AI coaching responses

These providers process information on our behalf and are expected to use it only to provide services to us and for permitted business purposes. Where we have confirmed it contractually, AI infrastructure providers are not permitted to use conversation content for their own model training purposes.

3. How We Use Information

We use information to:
• Provide, operate, and maintain the Service
• Deliver AI-generated coaching responses and related features
• Process subscriptions and payments
• Respond to support inquiries
• Send service-related communications (account, billing, policy updates)
• Send marketing communications (you may opt out at any time — see Section 9)
• Improve the Service, including improving prompts, workflows, and knowledge resources
• Analyze usage to improve functionality and performance
• Prevent fraud, abuse, and unauthorized access
• Comply with legal obligations and enforce our agreements

4. Business and Team Accounts

If your employer or organization provides your access to TalkCoach, the following applies:
• The organization’s administrator may view limited account-level information (such as seat assignments and billing status) necessary to manage the subscription.
• Administrators are not provided access to the content of individual users’ coaching sessions through the administrator dashboard. TalkCoach does not share individual session content with administrators except as required by law.
• Individual users’ coaching session content is stored and managed through our third-party platform infrastructure. Upon cancellation, we will take commercially reasonable steps to ensure that session content is deleted or rendered inaccessible in accordance with our data retention practices and those of our service providers. We do not independently archive or transfer individual session content to the subscribing organization.

If your organization has entered into a separate data processing or subscription agreement with TalkCoach, the terms of that agreement will govern in the event of any conflict with this Policy.

5. Chat Content and Service Improvement

Chat content is used to:
• Deliver AI coaching responses
• Maintain and troubleshoot the Service
• Improve prompts, workflows, and knowledge resources

This may include limited internal review of de-identified or aggregated content by TalkCoach personnel. Where feasible, we minimize access to individual session content and apply security controls to reduce privacy risk. Chat content is not sold to third parties or shared for purposes unrelated to delivering and improving the Service.

6. Automated Processing

TalkCoach uses automated processing, including AI language models, to generate coaching responses and communication insights. These outputs are produced for informational and practice purposes only.
AI-generated outputs are not designed or validated for use in employment decisions, performance evaluations, hiring processes, or any other consequential assessments of individuals. Users are solely responsible for evaluating and determining how to apply any content generated through the Service.

7. Cookies and Analytics

We use cookies and similar technologies for:
• Essential functionality (security, session management)
• Analytics and performance measurement

You may manage cookie preferences through your browser settings. Disabling certain cookies may affect Service functionality.

8. Data Retention

We retain personal information only as long as reasonably necessary for the purposes described in this Policy. Retention periods by data type:

• Account information: retained while your account is active and for a reasonable period afterward for security, operational, and recordkeeping purposes.
• Billing records: retained as required for accounting, tax, and legal compliance obligations.
• Contact form submissions are retained for as long as reasonably necessary to maintain support history, respond to ongoing inquires, and fulfill our operational and legal obligations.
• Chat content is generally retained for a limited period following the end of a session and then deleted or de-identified in the ordinary course of our data management practices. We may retain chat content for longer periods as needed for security, legal compliance, service improvement, dispute resolution, or other legitimate operational purposes. We retain only the minimum information reasonably necessary for the applicable purpose.

You may submit a request to delete you personal information as described in Section 10. We will make reasonable efforts to respond to verified deletion requests in a timely manner, subject to our legal obligations and legitimate operational needs.

9. Data Security

We implement reasonable administrative, technical, and organizational safeguards designed to protect personal information. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security. If you believe your information has been compromised, please contact us promptly.

10. Your Choices

You may:
• Opt out of marketing emails at any time using the unsubscribe link in any marketing message
• Manage cookie preferences through your browser settings
• Submit privacy requests (including deletion) through our contact form at talkcoach.io/support

Service-related communications (such as billing notices, security alerts, or policy updates) may still be sent regardless of marketing preferences.

11. U.S. Privacy Rights

Depending on your state of residence and applicable law, you may have the right to:
• Access — confirm and obtain a copy of the personal information we hold about you
• Correction — request that inaccurate personal information be corrected
• Deletion — request that your personal information be deleted
• Portability — obtain a portable copy of your data
• Opt-out of certain processing, such as targeted advertising or the sale of personal data, where applicable

To submit a request: talkcoach.io/support. We may verify your identity before fulfilling a request. We will respond within 45 days of receiving a verifiable request, or notify you if an extension is needed.

California Residents (CCPA/CPRA)

California residents have rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA), including the right to know what personal information we collect and how it is used; request deletion; request correction of inaccurate information; obtain a portable copy; and opt out of the sale or sharing of personal information for cross-context behavioral advertising.
We do not sell or share personal information as defined under California law.
Categories of personal information we collect include: identifiers (name, email, IP address); commercial information (subscription and billing data); internet or other electronic network activity (usage data, log data); and inferences drawn to provide coaching features.
To submit a California privacy request: talkcoach.io/support. We will respond within the timeframe required by applicable law.

Colorado Residents (CPA)

Colorado residents may have rights including access, correction, deletion, portability, and opt-out rights under the Colorado Privacy Act. You also have the right to appeal a decision regarding a privacy request.
To appeal a denied request, submit a new message through talkcoach.io/support and include the word “Appeal” in your message.

12. Do Not Sell or 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.

13. Nature of the Service and AI Limitations

TalkCoach is a workplace communication support and coaching tool. It is not a licensed professional service and does not provide legal, HR, employment, medical, psychological, or other professional advice. Nothing generated by the Service constitutes professional guidance and should not be treated as such.
AI-generated responses are provided for informational and practice purposes only. They may not always be accurate, complete, or appropriate for your specific situation. You are responsible for evaluating any information generated through the Service before acting on it.
TalkCoach does not evaluate users on behalf of employers, make or inform employment decisions, or voluntarily disclose individual coaching session content to employers or managers. We may be required to disclose information in response to valid legal process as described in Section 4.

14. Governing Law

This Privacy Policy is governed by the laws of the State of Colorado, without regard to conflict of law principles. Any disputes arising under this Policy shall be subject to the exclusive jurisdiction of the courts located in Denver, Colorado.

15. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will update the “Last Updated” date at the top of this Policy and provide at least 30 days’ advance notice via email or prominent notice within the Service before the changes take effect.

16. Contact Us

For privacy questions, requests, or concerns:
talkcoach.io/support
TalkCoach LLC — Denver, Colorado