Privacy Policy

Version 2 · 1 October 2026

1. Who we are

Deep Practice Ltd (company number 17462492, registered in England & Wales) operates Coach's Room at coachsroom.com. We are the controller of your personal data. Contact us at info@coachsroom.com or at our registered office: 167-169 Great Portland Street, 5th Floor, London W1W 5PF.

2. What we collect

Account data — your name, email address, password (stored only as a hash), and account settings including your target credential.

Practice session data — the full text of your conversations with personas, and (where voice modes are available) the transcription of what you say. Voice input is converted to text by your own browser's speech-recognition feature (a service of your browser's vendor, not us) — the text reaches us and is saved with your session. We do not store recordings of your voice.

Feedback data — your Mentor reports, bar reads, qualifier rationales, and Development Path items.

Mentoring data — booking details handled via Calendly, the signed mentoring agreement you return by email, mentoring reports, and your consent flag if you choose to share a report with the mentor.

Payment data — handled by Stripe; we receive your name, email and what you bought, but never your card details.

Technical data — standard server logs and basic device/browser information.

3. Why we use it

To provide the service — accounts, sessions, reports, mentoring. Legal basis: performing our contract with you.
To generate feedback — processing your session content with AI to produce your reports. Legal basis: contract (this is the service you signed up for).
To handle payments and bookings. Legal basis: contract.
To keep the service safe and prevent abuse. Legal basis: legitimate interests.
To send you service emails (session complete, reports ready, account changes). Legal basis: contract or legitimate interests.
To send you marketing/offers — only if you opt in. Legal basis: consent. You can withdraw at any time.

4. AI processing, in plain terms

Your practice sessions are between you and an AI persona, not a human. Session content is processed automatically (transcription and analysis) to generate your feedback. No human reads your session content unless you explicitly choose to share a report — sharing is a deliberate, consent-gated action using a share code; you decide each time. (The mentoring-queue consent flag is off by default.)

AI model training, stated plainly. Our application platform, Base44, operates under a licence that permits it to use customer data — including session content stored in the app — to develop and improve its own internal AI models. Your data is never used to train third-party AI models, is never exposed to other Base44 customers, and is never sold. Because Base44's internal models learn from customer data, we can't promise that a particular phrase or pattern from your session could never resemble something that appears in an AI-generated output elsewhere — the models learn general patterns rather than keeping retrievable copies of your sessions, but a theoretical possibility of overlap exists. If you want to see the governing wording, it's in Base44's Terms of Service and Data Processing Agreement (base44.com/terms-of-service, base44.com/dpa).

5. Who we share it with

Processors acting on our instructions: our hosting/application platform (Base44), Stripe (payments), Calendly (bookings), and email delivery. They handle data only to deliver their function. Base44 additionally holds a licence to use customer data to train its own internal AI models, as described in section 4.
Your chosen mentor — only for reports you share, via the consent-gated share code.
Authorities — only where legally required or to prevent harm.

We never sell your data, and we never share your session content with third parties for AI training.

6. Where it lives

Your practice data — session content, reports, and in-app account data — is stored in the United Kingdom. Coach's Room's app data region is set to UK (independently of the platform's workspace default).

Data residency sets where your data is stored, not where every request is handled: some requests and AI processing may be handled by services outside the UK before the result is saved. We use providers that offer appropriate safeguards and keep transfers to the minimum needed to run the service.

A few things still involve other countries, and we state them plainly:

Payments (Stripe) and bookings (Calendly) — these providers process the data needed for their function, which can involve transfer outside the UK. We use providers that offer appropriate safeguards (UK IDTA/addendum or adequacy where applicable) and keep transfers to the minimum needed to run the service.
Platform account and billing records — the account-level data our platform holds about the app itself (rather than your session content) is stored in the US by Base44 at the account level.
Generated persona speech — the audio you hear from personas is generated media and stored in the US. If you upload any media files to the app (for example, in future voice features), those files are also stored in the US.
Speech-to-text of your voice — happens in your browser (a service of your browser's vendor); only the text reaches us.

Where personal data is transferred outside the UK, we use providers that offer appropriate safeguards and keep transfers to the minimum needed to run the service.

7. How long we keep it

Practice session content and reports: while your account is active, plus 12 months so you can return to your material. Delete sooner any time on request.
Mentoring records: 7 years, so mentoring hours can be evidenced across a credential cycle.
Account data: while your account is active; a short period after closure for record-keeping, then deleted.

8. Your rights

UK GDPR gives you the right to: access your data; correct it; delete it; restrict or object to processing; get a copy (portability); and withdraw consent where we rely on it. You also have the right to complain to the Information Commissioner's Office (ico.org.uk). To exercise any right, email info@coachsroom.com — we'll respond within one month.

Closing your account does not delete reports you have shared with a mentor; ask the mentor to delete those separately.

9. Cookies

We use only essential cookies (keeping you logged in). We do not use analytics or advertising trackers.

10. Changes

If we materially change this policy, we'll notify account holders by email.

11. Contact

Deep Practice Ltd, 167-169 Great Portland Street, 5th Floor, London W1W 5PF — info@coachsroom.com.