Privacy Policy

1. Data Collection

Coheara collects the following types of data to provide and improve our services:

• Account Data: Name, email address, organization name, and authentication credentials
• Operational Data: Sites, procedures, runs, photos, readings, notes, and proof pages you create
• Usage Data: Login times, feature usage, page views, and interaction patterns
• Payment Data: Billing information processed securely through Stripe (we do not store full credit card numbers)
• Technical Data: IP addresses, browser type, device information, and error logs

2. Data Usage

We use your data to:

• Provide core platform functionality (sites, procedures, runs, proof pages)
• Generate AI-powered insights and coaching recommendations
• Send operational communications (proof-page emails, run notifications)
• Improve service quality, fix bugs, and develop new features
• Analyze usage patterns and platform performance
• Prevent fraud, abuse, and security threats

We do not sell your data to third parties or use it for advertising purposes.

3. Third-Party Services

Coheara integrates with the following third-party services to deliver our platform:

• Stripe: Payment processing and subscription management
• Clerk: User authentication and session management
• Supabase: Database hosting and data storage
• OpenAI: AI model inference for coaching insights and email summaries

Each service has its own privacy policy. We share only the minimum data necessary for these services to function.

4. Data Retention Policy

Data retention varies by plan tier:

• Free Plan: Proof pages, photos, and run data are retained for 30 days
• Paid Plans (Pro, Growth, Scale): Proof pages, photos, and run data are retained for 12 months
• Account Data: Retained for the duration of your account plus 90 days after deletion
• Backup Data: May persist in backups for up to 90 days after deletion

5. AI Output Data Retention

Coheara may temporarily store AI-generated outputs (coaching insights, email summaries, procedure descriptions) for debugging, model improvement, and abuse monitoring. AI outputs are retained for up to 90 days and are not shared with third parties except as required for service operation (e.g., OpenAI API calls). We do not use your data to train third-party AI models.

6. Security Measures

We implement industry-standard security practices to protect your data:

• Encryption: Data is encrypted in transit (TLS/SSL) and at rest
• Role-Based Access: Team members can only access data within their organization
• Limited Employee Access: Coheara staff access user data only for support, debugging, or security purposes
• Regular Audits: We monitor for suspicious activity and conduct security reviews

While we take security seriously, no system is completely secure. You are responsible for maintaining the confidentiality of your account credentials.

7. User Rights

You have the following rights regarding your data:

• Access: Request a copy of your data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your account and associated data
• Export: Download your data in a portable format
• Opt-Out: Unsubscribe from marketing emails (you will still receive transactional emails)

To exercise these rights, contact us at support@coheara.com.

8. Cookies and Tracking

Coheara uses cookies and similar technologies to:

• Authentication: Maintain your login session
• Analytics: Understand how users interact with the platform
• Preferences: Remember your settings and preferences

You can disable cookies in your browser settings, but this may limit platform functionality.

9. Compliance

Coheara is committed to transparency and user privacy. While we are not required to comply with GDPR or CCPA, we align with common privacy principles including data minimization, purpose limitation, and user control. We will update this policy as regulations evolve and notify users of material changes.