Privacy Policy

Introduction

Atlas, a service of Kookaburra Collective LLC ("Atlas," "we," "us," or "our"), operates the Atlas mobile application, the website at ignitecoaching.app, and the coach dashboard on that website (collectively, the "Service"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our Service.

By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with the terms of this policy, please do not access the Service.

Information We Collect

Account Information

When you create an account, we collect your email address, display name, and profile photo. You may sign in using Apple Sign-In, Google Sign-In, or email and password. If you use Apple Sign-In with email relay, we respect your choice to hide your email address.

Coaching Content

We store the content you create and share within coaching relationships, including:

Tasks (titles, descriptions, due dates, and status)
Messages between coaches and clients
File attachments (photos and documents uploaded to tasks)
Coach-client relationship data

Coach Dashboard

If you are a coach using the dashboard, we also store:

Your conversations with the dashboard assistant
Contracts you upload: the original file, the text we extract from it, and the contract versions you save
Information about your clients that you enter, or that your clients provide during onboarding, such as names, email addresses, intake answers, signed contracts, and payment status
Your record of each client's consent to having sessions processed
Session transcripts you upload or paste, and the session insights created from them (see Session Transcripts)

Limited staff review of your conversations with the assistant is described under How We Use Your Information.

Session Transcripts

Coaches can upload a session transcript (a .vtt, .srt, .txt, or Word file) or paste its text, and link it to one of their clients. Before insights are extracted, the coach must confirm which client the transcript belongs to and that the client consents to their sessions being processed. The coach can confirm this by answering directly, or by confirming that a section of the contract the client signed covers it. We record that confirmation and use it for the client's later transcripts until the coach withdraws it.

We never store the original file. We extract its text when it is uploaded.
Insights are extracted in the background after the coach confirms. The extracted text is deleted as soon as the insights are created or the coach discards the upload, and automatically within 24 hours of upload if neither happens.
Before the text is sent for insight extraction, we replace the names of the people speaking with role labels (coach, client, participant) and automatically remove email addresses, phone numbers, street addresses, and similar identifiers. We then use an automated check to find and replace any other names. This removal is automated and may not catch everything.
Session insights (a summary, themes, commitments the client made, short quotes from key moments, and measures such as talk time and number of questions) are kept with that client's record until the coach deletes them, deletes the client, or deletes their account. If the coach asks the assistant about an insight, the assistant's reply stays in that conversation until the conversation is deleted.
Like all deleted data, deleted transcript text and insights can remain in our database backups for a limited time (see Data Retention and Deletion).

Zoom Integration (Optional)

If you choose to connect your Zoom account, we access meeting recordings and transcripts to create session insights using AI (and, in the mobile app, to suggest coaching tasks). In the mobile app, linked meetings are processed when their transcript becomes available. In the coach dashboard, a session is processed only when the coach asks for it and confirms the client's consent. The transcript text is not permanently stored. The session insights (and, in the mobile app, suggested tasks) created from them are stored. We store OAuth tokens to maintain your Zoom connection and meeting metadata to map meetings to clients.

Payments

If a coach sets up payments, Stripe collects the information needed to verify the coach and pay them, and clients enter their card details on Stripe's pages. We store the status of the coach's Stripe account and of clients' subscriptions and payments. We do not store card or bank account numbers.

Text Messages (SMS)

Coaches can use the Service to text their own clients. If a client opts in to texts from their coach's practice, we store their mobile phone number, how and when they opted in (the onboarding or check-in screen, the exact wording they agreed to, and the IP address and browser used), the texts sent to them, and any STOP, START, or HELP replies. We process this on behalf of the coach, only to send the coaching texts the client agreed to and to honor their choices. See the Text Messages section of our Terms of Service.

Mobile phone numbers and text message opt-in data and consent are never sold, rented, or shared with third parties or affiliates for marketing or promotional purposes. Mobile information is shared only with the service providers that deliver texts (see Service Providers below).

Technical and Usage Data

Push notification tokens: We store device tokens to deliver notifications about tasks and messages. If a client turns on notifications in their Client Dashboard, we store that browser's push address and keys, the browser type, and when the device was last used, to send them notifications from their coach; notification text appears on their device, including the lock screen.
Error and crash data: We use Sentry to collect crash reports and performance data to improve app stability. This may include device information and anonymized session data.
Feedback data: If you submit a bug report through the in-app feedback tool, we collect the report content, an optional screenshot of the app, and diagnostic logs (recent console and network activity) to help us reproduce the issue. Feedback is sent to Sentry and is covered by the Sentry section below.

How We Use Your Information

We use the information we collect to:

Provide and maintain the Service
Facilitate coaching relationships (sharing tasks, messages, and progress between coaches and clients)
Create session insights from session transcripts using AI, with the client's consent (and, in the mobile app, suggest coaching tasks)
Run the coach dashboard assistant, which answers your questions and carries out the tasks you ask it to
Extract the text of contracts that coaches upload, and, when a coach links a transcript, find the section of a client's signed contract that may cover consent to recording, for the coach to confirm
Process payments between coaches and their clients through Stripe
Send push notifications about tasks, messages, and account activity
Diagnose and fix technical issues
Communicate with you about the Service
Comply with legal obligations

To fix problems and improve the coach dashboard, a small number of Atlas staff may review coaches' conversations with the dashboard assistant. Before we look, we automatically replace client names and contact details with labels. This automated removal may not catch everything. Each review is logged, and we never use these conversations for marketing.

We do not sell your personal information. We do not use your data for advertising.

AI Processing

We use Anthropic's Claude API to provide these features:

Dashboard assistant: your messages, and the information about your practice the assistant looks up to answer them (such as client names, email addresses, onboarding status, and session insights you ask about), are sent to Anthropic.
Contracts: contracts you upload are sent to Anthropic to extract their text, and a client's signed contract is sent to find a section that may cover recording consent.
Session insights: transcripts from Zoom or uploaded by a coach are sent to Anthropic, after the name and identifier removal described above, to create insights (and, in the mobile app, task suggestions).
Pre-session check-ins: a client's check-in answers, including transcripts of voice answers, are sent to Anthropic to write a short summary for their coach.

Data sent to Anthropic is subject to Anthropic's Privacy Policy. We do not permanently store raw session transcript text.

Pre-Session Check-Ins

If your coach uses pre-session check-ins, we email you a private link before each session. Your typed answers, any voice recordings you choose to make, and their transcripts are stored and shown only to your coach.

Voice recordings are transcribed by Google Cloud Speech-to-Text. We generate a short summary of your answers for your coach using Claude; your answers are not used to train any model.

Check-in answers are deleted when your coach removes you as a client or deletes their account. If you give us a mobile number on the check-in page, we store it with the consent you gave and use it only for the texts described in Text Messages above. Reply STOP to any text to stop them.

Data Security

We implement appropriate technical and organizational measures to protect your data, including:

Encryption of data in transit using TLS
Firebase security rules restricting data access to authorized users
Access controls ensuring coaches can only see their own clients' data
Secure storage of OAuth tokens

While we strive to protect your information, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

Data Retention and Deletion

We retain your data for as long as your account is active. When you delete your account, we delete all associated data, including:

Your profile and account information
All tasks and their attachments
All messages and conversations
Conversations with the dashboard assistant
Uploaded contracts, their extracted text, and saved contract versions
Your clients' records, including signed contracts, consent records, session insights, and pre-session check-ins with their voice recordings
Any transcript uploads not yet processed
Zoom integration data and meeting mappings
Files stored in cloud storage
Your Firebase authentication record

Some data is deleted sooner. Transcript text that has not been processed is deleted within 24 hours of upload. A session insight is deleted when the coach deletes it. A client's records, including their session insights and pre-session check-ins, are deleted when the coach deletes that client, and a coach's insights about a client are deleted when that client leaves the coach or deletes their account. A conversation with the assistant is deleted when the coach deletes it.

Account deletion is permanent and cannot be undone. Deleted data is removed from our live database as described above. Copies can remain in our database backups for up to 30 days, and in point-in-time recovery for up to 7 days, after which they are removed.

Your Rights

Depending on your location, you may have the right to:

Access the personal data we hold about you
Request correction of inaccurate data
Request deletion of your data
Request a portable copy of your data
Object to or restrict certain processing
Withdraw consent for optional features (e.g., Zoom integration or session transcript processing)

To exercise any of these rights, contact us at support@ignitecoaching.app.

California Residents (CCPA)

If you are a California resident, you have the right to know what personal information we collect, request deletion of your data, and opt out of the sale of personal information. We do not sell personal information.

European Economic Area Residents (GDPR)

If you are in the EEA, our legal bases for processing your data are: performance of a contract (providing the Service), legitimate interests (improving and securing the Service), and consent (for optional features like Zoom integration and session transcript processing). You may contact your local data protection authority if you have concerns about our processing of your data.

Children's Privacy

The Service is not intended for users under 16 years of age. We do not knowingly collect personal information from children. If you believe we have collected data from a child, please contact us and we will promptly delete it.

International Data Transfers

Your data may be processed in the United States and other countries where our service providers operate. By using the Service, you consent to the transfer of your data to these locations. We ensure appropriate safeguards are in place for international transfers.

Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy with a new "Last updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

support@ignitecoaching.app