AI and Model Use Disclosure

CoachSmartly uses AI to support transcript generation, rubric-aligned analysis, and coaching report drafting. AI is used to assist educators and does not replace professional judgment.

We may use third-party providers in these categories:

• Speech-to-text and transcription services.
• Large language model (LLM) inference services.
• Supporting cloud infrastructure for AI processing.

Provider identities and categories may change over time as we evaluate quality, security, reliability, and contractual safeguards.

Depending on requested workflow, we may send the minimum required subset of:

• Transcript text extracted from uploaded classroom recordings.
• Rubric criteria, focus areas, and user-provided report context.
• Short content snippets needed to generate or improve report sections.

We do not intentionally send full account histories or unrelated customer data to model providers when it is not needed for the requested output.

CoachSmartly does not intentionally use customer content to train our own foundation models, and we configure provider relationships to limit training on customer content where contractually available.

Any future training or product-improvement program using customer content would require explicit customer opt-in through a separate control and agreement: [AI Training Opt-In Placeholder].

• We design prompts and processing steps to send only content needed for the requested report.
• Users should avoid including unnecessary student personal information in uploads or free-text fields.
• If student data is included, users are responsible for ensuring they have lawful authority and any required notices/consents.

AI outputs can be inaccurate, incomplete, or contextually wrong. Educators and administrators must review outputs before using them for coaching decisions, evaluations, or personnel actions.

AI-generated content from CoachSmartly is advisory only and not legal, medical, or other regulated professional advice.

AI outputs and related artifacts are stored as part of your service records and follow the retention and deletion rules in our Privacy Policy.

By default, raw uploads are retained until user deletion or account deletion, subject to a maximum retention target of [18 months]. Backups may persist for up to [60 days].

Deletion requests may be submitted to privacy@coachsmartly.com, and we target standard deletion completion within [30 days].

Questions about AI handling: privacy@coachsmartly.com

Support inquiries: support@coachsmartly.com

Mailing address: 10400 Trailwood rd., Plymouth, MI 48170