Privacy Policy

1. Overview

Intellicoach ("we," "us") respects your privacy and protects personal data collected through our AI-powered assistant for fitness coaches.

2. Data We Collect

User Information: Name, email, calendar link, business info, Meta account connection data.

Usage and website data: Conversation metrics, automation settings, analytics events, device/browser information, IP address, pages viewed, cookie and similar-technology identifiers, session-replay information, and referral or campaign identifiers.

Payment Data: Processed by Stripe; we do not store card details.

3. How We Use Data

We use collected information to:

• Deliver and maintain the Service.
• Route and automate messages through Meta's API when users enable automation.
• Qualify leads, schedule calls, and provide analytics.
• Improve the security, reliability, and usability of the Service, including through aggregated or deidentified information where appropriate.
• Communicate with you regarding account or updates.
• Comply with legal obligations.

4. AI and Automation Data

When automation is enabled, Intellicoach processes message content to generate context-aware responses.

• We process Customer Content only as needed to provide, secure, and support the Service, or as otherwise permitted by the applicable agreement, Customer instructions, and law.
• We do not sell or share message data with third parties for marketing.
• Users control when automation is active and what data is synced.

5. Data Sharing

We may share limited data with:

• Stripe (payment processing)
• Meta Platforms (DM integration)
• Google (website analytics and font delivery) and Microsoft Clarity (session-replay services)
• Tolt (affiliate and referral attribution)
• OpenAI Ads Measurement and Hyros (advertising measurement)
• Calendly and other scheduling providers you choose to connect or use
• AI and infrastructure service providers that help us provide the Service
• Legal Authorities if required by law
• Business Transfers in case of merger or acquisition

6. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect personal data, including access controls and encryption where appropriate. No system is 100% secure.

Data Breach Notification: If a personal-data incident occurs, we will investigate and provide notifications as required by applicable law and any applicable agreement with the Customer.

7. Data Retention

We retain personal data only for as long as reasonably necessary for the purposes described in this Policy, taking into account the nature of the data, our relationship with the Customer, and applicable legal obligations.

Active Customer Content: We retain account and Customer Content while a Customer's subscription is active so that we can provide the Service, including conversation continuity, reporting, and requested exports.

Following termination, Intellicoach retains and deletes Customer Personal Data in accordance with its documented retention schedule and applicable law. Customers may request export or deletion, subject to limited legal exceptions.

Separate records: Billing, contract, security, fraud-prevention, suppression, and tax records may be retained for longer periods where reasonably necessary and proportionate for those purposes or required by law. We may retain genuinely deidentified aggregate information indefinitely. We do not retain identifiable conversation content indefinitely just in case it may be useful later.

Where Intellicoach processes prospect conversations and other Customer Content on behalf of a Customer, the Customer generally acts as the controller and Intellicoach acts as the processor. Subject to applicable law and our agreement with the Customer, the Customer may instruct us to return or delete that content.

8. User Rights

Depending on jurisdiction (GDPR, CCPA, etc.), you may:

• Access, correct, delete, or export your personal data.
• Object to certain processing or withdraw consent.

To exercise rights, email support@intellicoach.ai.

9. International Transfers

Your information may be stored or processed in the U.S. or other countries where we or our service providers operate. Where required by applicable law, we will use an appropriate transfer mechanism or safeguard for cross-border transfers.

10. Cookies, Pixels & Tracking

We use cookies and similar technologies for site functionality, analytics, and advertising measurement.

Meta Pixel & Conversions API: We use the Meta Pixel and Meta's Conversions API to measure how our ads perform and to reach relevant audiences. This may involve sharing event data with Meta Platforms, including hashed identifiers (such as a hashed email address), your IP address, browser/user-agent information, and Meta cookie identifiers (such as _fbp and _fbc). We use this data for ad attribution and optimization, not to exchange your information for money.

Regional consent:

• If you are in the EU/EEA, the UK, or Switzerland, non-essential cookies and the Meta Pixel do not load until you opt in through our cookie banner. You can choose "Necessary Only" to decline, or withdraw consent at any time.
• If you are in the United States or another region that follows an opt-out model, these technologies operate by default, and you can opt out at any time as described in "Your Privacy Choices" below.

11. Your Privacy Choices

Do Not Sell or Share My Personal Information: Some U.S. state privacy laws, including the California Consumer Privacy Act as amended by the CPRA, treat the use of advertising cookies and pixels (such as sharing data with Meta for cross-context behavioral advertising) as a "sale" or "sharing" of personal information. We do not exchange your personal information for money. To opt out of this sharing, use the "Do Not Sell or Share My Personal Information" link in our website footer. Your choice is saved on your device, so you may need to opt out again if you clear cookies or use another browser or device.

Global Privacy Control (GPC): We honor the Global Privacy Control signal. If your browser or a browser extension sends a GPC signal, we treat it as a valid request to opt out of the sale or sharing of your personal information for that browser.

Depending on your jurisdiction, you may also have rights to access, delete, correct, or opt out of targeted advertising. See "User Rights" above, or email support@intellicoach.ai.

12. Children's Privacy

Our Service is not intended for users under 18. We delete any data inadvertently collected from minors.

13. Policy Updates

We may revise this Privacy Policy periodically. The updated version supersedes prior versions upon posting.

14. Contact Us

For questions or data-rights requests: support@intellicoach.ai.