Privacy Policy

Depending on how you use Coach Reflection Studio™, we may process:

• Audio recordings that you choose to upload.
• Transcript edits or corrections you make.
• Reflection notes or other information you voluntarily create within the service.
• Your name or email address where you choose to provide them.
• Technical information necessary to operate and secure the service, such as browser type, device information, IP address and service logs.

We process only the information reasonably necessary to deliver the service you request.

Your information is processed solely for the purposes of providing Coach Reflection Studio™, including:

• preparing transcripts;
• generating conversation assessments and reflective observations;
• producing downloadable transcript documents;
• supporting your reflective practice and professional development;
• maintaining the security, reliability and performance of the service.

We do not use your coaching conversations or transcripts for marketing purposes.

Coach Reflection Studio™ uses carefully selected artificial intelligence technologies to assist in preparing transcripts, identifying conversation patterns and generating reflective observations.

AI processing is performed only to provide the services you request.

Although AI supports transcript preparation and conversation assessment, professional judgement always remains with you.

We recognise that coaching conversations frequently contain confidential and sensitive personal information.

Coach Reflection Studio™ has been designed with a privacy-first approach to support responsible handling of coaching conversations.

You remain responsible for ensuring that:

• you have the appropriate legal authority to process the conversation;
• you have obtained any permissions or client consent required by law, professional standards or contractual agreements;
• your use of the service complies with your professional and ethical obligations.

We seek to minimise unnecessary retention of information.

Uploaded recordings, transcripts and related processing data are retained only for as long as reasonably necessary to provide the service you request, unless you explicitly choose to retain information where such functionality is made available.

Once transcripts or reports have been downloaded, responsibility for storing, protecting and managing those files rests with you.

Coach Reflection Studio™ relies on trusted third-party technology providers to deliver the service, including providers of secure cloud infrastructure and artificial intelligence technologies.

These providers process information only on our behalf and only for the purpose of delivering the services you request.

We may update or change providers from time to time to improve the quality, reliability, security or performance of the service.

We take the security of coaching conversations seriously.

We use appropriate technical and organisational measures to protect information processed through Coach Reflection Studio™, including encrypted data transmission, controlled access to systems and reputable technology providers.

Although no online service can guarantee absolute security, we continually work to minimise unnecessary collection and retention of personal information and to protect the information entrusted to us.

Where applicable under relevant privacy legislation, you may have the right to:

• request access to personal information relating to you;
• request correction of inaccurate information;
• request deletion of personal information;
• restrict or object to certain processing activities;
• withdraw consent where processing is based on consent.

To exercise these rights, please contact us using the details below.

We may update this Privacy Policy from time to time to reflect improvements to Coach Reflection Studio™, changes in applicable law or changes to the technologies used to provide the service.

The latest version will always be available through Coach Reflection Studio™.

If you have any questions about this Privacy Policy or the way Coach Reflection Studio™ processes information, please contact:

The Human Delta™
privacy@thehumandelta.com