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Privacy & Security for Coaches

Privacy Guide for Coaches

Comprehensive answers about how JourneyLoop protects your coaching practice, intellectual property, and client data with enterprise-grade security.

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Jump to your privacy questions

Is My Data Safe?

How we protect your coaching sessions with bank-level security

Who Can See It?

Only you and your client can access their session data

How Long Do You Keep It?

Data retention policies and AI processing explained simply

Can I Delete It?

Export your data or delete it completely anytime

Legal Requirements

GDPR, CCPA and privacy law compliance

The Most Important Thing to Know

Only you and your client can access their session data. No one else can see your coaching conversations.

This includes other coaches, JourneyLoop staff, and anyone outside your coaching relationship.

Session Data Security

Quick Answer: Your coaching data is stored like it's in a private safety deposit box with bank-level security and daily backups.

How are my coaching session recordings and transcripts stored?

Think of your coaching data like it's stored in a private safety deposit box at the most secure bank in town. Here's what protects it:

Independently Verified Security
Audited by third-party security experts
Healthcare-Grade Security
Same standards used by hospitals and doctors
Bank-Level Encryption
Your data is scrambled like a secret code only you can unlock
Daily Backups
Automatic safety copies of your data

Note: We never store raw audio files - only the transcripts you choose to upload or generate.

What security measures protect my sensitive coaching conversations?

We use multiple layers of security to keep your coaching conversations safe:

Regular security testing by experts
Each coach's data kept completely separate
Automatic blocking of suspicious activity

Who Can Access My Data

Quick Answer: Only you and your client can access their session data. Each coach has their own separate, locked room.

Can anyone else see my client's session data?

Imagine each coach has their own separate, locked room - no one can peek into anyone else's space:

You Control Access
You can only see data for your own clients
Clients Stay Private
Clients see only their own sessions
No Data Sharing
Zero data shared between relationships

What access do JourneyLoop administrators have?

JourneyLoop administrators have very limited access to your data, following industry best practices:

No Routine Content Access
Admins cannot read your session content without explicit permission
System Maintenance Only
Limited to infrastructure monitoring and technical support
Legal Compliance
Access only when required by law or with your written consent
All Access Logged
Any administrative access is automatically tracked and auditable

AI Processing & Data Retention

Quick Answer: AI analyzes your sessions like a private assistant who never gossips. You control what gets analyzed and can delete everything anytime.

How does AI process my session data and what is retained?

Think of our AI like a private assistant who analyzes your sessions but never gossips or remembers details afterward:

Secure Processing
AI analysis in isolated, encrypted environments
No Third-Party Storage
Session content never stored by AI providers
Pattern Analysis
Focus on insights, not verbatim content
Your Control
Delete AI-generated content anytime

Can I control what data the AI analyzes?

Yes, you have complete control over AI processing with granular privacy settings:

Session Selection
Choose sessions to analyze individually
Insight Preferences
Set what types of insights to generate
Complete Opt-Out
Turn off AI features entirely

How long do you keep my session data?

We follow a clear, coach-friendly data retention policy:

Active Account
Session data kept as long as your account is active
30-Day Deletion
Automatic deletion 30 days after account closure
Immediate Deletion
Request deletion of specific sessions or clients anytime
Your Control
Exported data remains under your control

Coach IP & Methodology Protection

How is my coaching methodology and intellectual property protected?

We understand that your coaching methodology is your valuable intellectual property. Here's how we protect it:

Your Content, Your Rights
You retain full ownership of all coaching content
Private by Design
Your methods are never shared or analyzed across accounts
AI Isolation
AI processes your data in isolation, no cross-learning
Clear Terms
Our terms explicitly protect your IP rights

Zero Training Policy: Your coaching content and methodologies are never used to train AI models or shared with other coaches. Each coach's data remains completely isolated.

Can I securely store and share my coaching materials with clients?

When we add secure material storage, here's how we'll protect your coaching materials:

Client-Specific Access
Materials shared only with intended clients
Time-Limited Access
Set expiration dates for sensitive materials
Download Controls
Control whether clients can download or view-only
Watermarking Options
Protect PDFs with client-specific watermarks

What about competitive intelligence and coach privacy?

Your coaching practice details remain completely confidential:

No Coach Directory
We don't list coaches or reveal who uses JourneyLoop
No Aggregate Analytics
We don't analyze or compare coaching methods across accounts
No Shared Insights
AI insights are never pooled or shared between coaches
No Marketplace Features
We're a private tool, not a coaching marketplace

Client Portal Security

How secure is the client portal?

Client portals use the same enterprise-grade security infrastructure as coach accounts:

Isolated Environment
Each client has a unique, isolated portal
Data Access Control
Clients access only their own data and progress
Encrypted & Logged
All portal access is encrypted and monitored
Session Management
Automatic logout after inactivity periods

What can my clients see in their portal?

Clients have controlled access to their coaching journey with complete privacy protection:

Session Summaries
Their own session data and progress tracking
Action Items & Goals
Items you've shared with them directly
Approved Insights
Content you've chosen to make available
Progress Charts
Achievement milestones and growth tracking

Note: Clients never see data from other clients or your private coach notes.

Can clients control their own data in the portal?

Yes, clients have significant control over their data and privacy settings:

Data Export
View and download their session history
Profile Management
Update profile and contact information
Notification Control
Manage communication preferences
Data Deletion
Request deletion or account closure

Data Control & Deletion

How can I request my data or have it deleted?

You have full control over your data. To request data export or deletion:

Email our support team at:

support@journeyloop.ai

We'll process your request within 72 hours

What data control options are available?

We personally handle all privacy requests to ensure they're done right:

Data Export
Request all your data in a readable format
Client Data Removal
Remove specific client relationships
Complete Account Deletion
Permanently delete all your data
72-Hour Processing
Quick response to all data requests

Important: Data deletion is permanent and cannot be undone. We'll confirm with you before processing any deletion requests.

Legal Compliance

How does JourneyLoop comply with GDPR and CCPA?

We are fully committed to privacy law compliance with comprehensive protections:

GDPR Compliance (European Union)

Right to Access
View all personal data we hold about you
Data Portability
Export your data in machine-readable format
Right to Correction
Update or correct inaccurate information
Right to Deletion
Request complete data removal

CCPA Compliance (California)

Know What's Collected
Transparency about data collection practices
Opt-Out Rights
Control over data sharing and processing
Non-Discrimination
No penalties for exercising privacy rights
Timely Responses
Responses within required timeframes

Additional Compliance Measures

Clear Consent
Transparent consent processes for all data use
Impact Assessments
Privacy reviews for all new features
Regular Audits
Ongoing compliance monitoring and reviews
Data Protection Officer
Dedicated privacy expert available for questions

Have privacy law questions? Contact our Data Protection Officer at privacy@journeyloop.ai

Privacy-First Platform

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Privacy Questions?

Contact our privacy team

privacy@journeyloop.ai

Need Support?

General support inquiries

support@journeyloop.ai

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