Terms of Service

Last updated:

1. Introduction

Welcome to JourneyLoop, an AI-powered coaching platform that transforms session transcripts into smart insights, helps clients track progress and stay accountable, and enables deeper coaching conversations. These Terms of Service ("Terms") govern your use of our website and services, whether you are a coach using the platform or a client accessing your coaching materials through the client portal.

By accessing or using JourneyLoop, you agree to be bound by these Terms. If you do not agree to these Terms, please do not access or use our services.

2. Description of Service

For Coaches

JourneyLoop provides an AI-powered coaching platform that enables coaches to:

  • Upload session transcripts from recordings or typed notes
  • Generate smart session insights and personalized prep briefs
  • Create action items and track progress for both coach and client
  • Provide clients with dedicated portals for accountability and progress tracking
  • Enable deeper coaching conversations through rich context and continuity

For Clients

The Client Portal provides clients with secure access to:

  • Session notes and transcripts
  • Key takeaways and action items
  • Progress tracking and coaching journey insights

3. User Accounts and Eligibility

For Coaches

You must create an account to use our coaching platform services. You are responsible for:

  • Maintaining the confidentiality of your account credentials
  • All activities that occur under your account
  • Notifying us immediately of any unauthorized use
  • Ensuring you have the legal capacity to enter into this binding agreement

For Clients

Client portal access is granted by invitation only from your coach. By using the portal, you:

  • Represent that you have been invited by your coach
  • Agree to maintain the confidentiality of your login credentials
  • Are responsible for all activities under your account
  • Must immediately notify your coach of any unauthorized access

We recommend changing any temporary password as soon as possible after your first login to enhance account security.

4. Client Data, Privacy, and AI Processing

As a coaching platform handling sensitive session data, we maintain strict data protection standards:

Coach Responsibilities and Client Consent

  • Coaches must obtain explicit client consent before uploading session transcripts or recordings. This consent should include:
    • Permission to record and transcribe sessions
    • Authorization for AI-powered analysis and insights
    • Consent for secure storage and processing
    • Understanding of how data will be used in the coaching relationship
  • All client session data remains your property and under your control as the coach
  • You must comply with applicable privacy laws and professional coaching ethics

Data Security and Encryption

  • We use bank-level encryption for data in transit and at rest to protect sensitive coaching conversations
  • All data is stored in secure, SOC 2 Type II compliant data centers with 24/7 monitoring
  • Client portals are isolated - clients access only their own data through secure, individual portals
  • We implement healthcare-grade security standards appropriate for sensitive personal information

Zero AI Training Policy

We never use your session data, coaching content, or methodologies to train our AI models or any third-party AI models.

AI processing occurs strictly and exclusively to generate the insights, prep briefs, and content you request for your specific coaching practice. Your data is never used for general model improvement, cross-account learning, or any purpose beyond serving your immediate coaching needs.

AI Processing Environment

  • AI processing occurs in secure, isolated, and monitored environments
  • Session content is never permanently stored by AI providers - it is processed in real-time and then discarded
  • All AI processing is logged and auditable for security purposes
  • We use enterprise-tier AI services with zero-retention data processing agreements

Data Isolation and Access

  • Each coach's data is kept completely separate with strict access controls
  • JourneyLoop administrators have no routine access to session content without explicit permission
  • Any administrative access is limited to technical support, logged, and auditable
  • We will only access content when required by law or with your written consent

5. Acceptable Use

You agree not to:

  • Upload content that violates laws or third-party rights
  • Share client data without proper consent
  • Share your login credentials with unauthorized individuals
  • Use the service for any unlawful purpose
  • Attempt to reverse engineer, decompile, or exploit our systems
  • Redistribute or publish platform content without permission (clients)
  • Use the platform or its content for commercial purposes without permission (clients)

6. Content and Intellectual Property

Your Ownership Rights

You retain full ownership of all session transcripts, client data, coaching content, and methodologies. The platform and its original features are owned by JourneyLoop and protected by intellectual property laws.

Limited License to JourneyLoop

By using JourneyLoop, you grant us a limited license to:

  • Process session transcripts to generate insights and prep briefs
  • Generate action items and progress tracking summaries
  • Provide AI-powered analysis solely for your coaching practice enhancement

This license is strictly limited to service provision and terminates when you delete content or close your account. We will never use your content for any other purpose, including marketing, research, or model training.

AI-Generated Content

Some content may be generated using artificial intelligence based on your coaching sessions. By using our services, you understand:

  • AI-generated content uses advanced technologies and may not perfectly reflect all session nuances
  • Coaches review all content before it's made available to clients
  • AI-generated insights complement, not replace, the guidance provided by coaches
  • You maintain ownership of all AI-generated content derived from your sessions

7. Payment and Billing (For Coaches)

Subscription fees are billed in advance on a recurring basis. By subscribing, you agree to:

  • Pay all fees associated with your chosen subscription plan
  • Provide accurate and complete billing information
  • Authorize automatic recurring charges

Cancellations take effect at the end of the current billing period. You will continue to have access to the platform until the end of your paid subscription period.

8. Data Retention and Deletion

Active Account Data

While your account is active, we retain your session data, insights, and coaching content to provide continuity and enable the full functionality of the platform.

Backup and Archive Policies

Backup Retention: For disaster recovery purposes, we maintain encrypted backups of all data. These backups are retained for 90 days, then permanently and irreversibly deleted.

When you request data deletion, we immediately remove data from active systems. Backup copies are marked for deletion and will be permanently purged within 90 days as backups age out of our retention window.

Account Termination and Data Deletion

Upon termination of your account (by you or us):

  • Your access to the platform will cease immediately
  • All session data, insights, and generated content will be immediately deleted from active, production systems
  • Backup copies will be permanently deleted within 90 days as they age out of our retention window
  • You may export your data before termination using our data export tools
  • Client portal access will be discontinued

Selective Deletion Rights

You can request immediate deletion of:

  • Specific client data or sessions
  • Entire client relationships
  • Your entire account

Clients can also request deletion of their data through their secure portals or by contacting their coach.

9. Third-Party Service Providers

We work with carefully selected third-party service providers to deliver our services. All service providers are bound by strict data processing agreements:

  • Database & Infrastructure: Supabase - secure database storage and backend infrastructure (SOC 2 Type II certified and HIPAA compliant)
  • Cloud Hosting: Heroku/AWS - application hosting services
  • AI Processing: OpenAI and Anthropic - content generation with zero-retention agreements
  • Session Recording: Recall AI - virtual meeting recording and transcription for Zoom, Google Meet, and Microsoft Teams sessions
  • Payment Processing: Stripe - billing and subscription management
  • Email Delivery: SendGrid - transactional emails and notifications

All service providers are prohibited from using your data for any purpose other than providing services to JourneyLoop. We will notify you of any material changes to our subprocessor list.

For a complete list of subprocessors and their purposes, please contact privacy@journeyloop.ai

10. Limitation of Liability

The platform is provided "as is" and "as available" without warranties of any kind, either express or implied. Our liability is limited to the maximum extent permitted by law. We are not liable for any indirect, incidental, special, consequential, or punitive damages resulting from your use of or inability to use the platform.

In jurisdictions that do not allow the exclusion of certain warranties or limitations of liability, our liability will be limited to the fullest extent permitted by applicable law.

11. Termination Rights

Termination by You

Either party may terminate this agreement at any time. Coaches may cancel subscriptions from their account settings. Clients should contact their coach to discuss portal access termination.

Termination by Us

We reserve the right to suspend or terminate your access if:

  • You violate these Terms of Service
  • Your account shows signs of unauthorized access or use
  • Your coaching engagement ends (for clients)
  • We are required to do so by law or legal process
  • Continued provision of service creates a security or legal risk

12. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify you of significant changes by email or by posting a notice in the platform. Your continued use of JourneyLoop after such modifications constitutes your acceptance of the revised Terms.

If you do not agree to the modified Terms, you should discontinue use of the platform and may request account termination and data deletion.

13. Governing Law and Disputes

These Terms shall be governed by and construed in accordance with the laws of the jurisdiction in which JourneyLoop operates, without regard to its conflict of law provisions.

14. Contact Information

If you have questions about these Terms, please contact us:

  • General inquiries: support@journeyloop.ai
  • Privacy questions: privacy@journeyloop.ai
  • Data Protection Officer: privacy@journeyloop.ai

Clients should contact their coach directly for questions about their specific coaching relationship or portal access.