Privacy Policy

CoachSmartly is an educator-facing service that helps teachers and instructional leaders upload classroom videos, generate transcripts, and receive AI-assisted coaching reports and growth metrics. Depending on your use case, Coach Smartly, LLC may act as a service provider/processor to a school or district, or as a direct provider to an individual educator.

• Account data: name, email, organization/school information, login details, and account settings.
• Billing and transaction data: purchase history, credits/subscription records, and payment-related metadata from payment providers.
• User uploads: classroom video/audio files and related files you choose to upload.
• Derived data: transcripts, rubric selections, report outputs, notes, and growth metrics generated in the platform.
• Communications: support requests, feedback submissions, and operational communications.
• Technical logs and analytics: device/browser information, request logs, diagnostics, and product usage analytics.

• Provide, operate, and maintain the service and requested features.
• Process uploads for transcription, analysis, reporting, and growth tracking.
• Provide user support and communicate about service-related updates.
• Protect platform security, prevent abuse, and investigate incidents.
• Improve service performance and quality using aggregated or de-identified usage insights.

CoachSmartly uses AI systems to help generate transcripts, summaries, rubric-aligned observations, and coaching recommendations. AI outputs may be incomplete or inaccurate and should be reviewed by a qualified educator before use in decision-making.

Our AI and provider-handling details are described in the AI and Model Use Disclosure.

We may use subprocessors and vendors in the following categories to deliver the service:

• Cloud hosting and storage infrastructure.
• Audio/video transcription and speech processing providers.
• LLM and AI inference providers.
• Analytics and error-monitoring services.
• Payment processors and invoicing services.
• Email and support communication tools.

Retention defaults (unless your school/district contract sets different terms):

• Raw uploaded videos/audio: retained until user deletion or account deletion, with a default maximum retention target of [18 months] from upload.
• Transcripts and coaching reports: retained while the account is active; removed on valid deletion request.
• Backups and disaster-recovery copies: retained for up to [60 days] before overwrite/deletion.
• Billing, audit, and compliance records: retained as required by law or contract.
• District/organization admins may request contract-level retention overrides where available.

How to Request Deletion

Send a request to privacy@coachsmartly.com from your account email (or from an authorized district admin contact), including account and organization identifiers. We target acknowledgment within [10 business days] and completion of standard deletion requests within [30 days], with backup expiration up to [60 days].

Deletion removes active account content and associated uploads/reports, except information we must retain for legal, security, billing, fraud prevention, or contractual obligations.

• Encryption in transit for service communications.
• Access controls, authentication checks, and role-based or least-privilege access principles.
• Operational logging and monitoring to detect abuse or misuse.
• Reasonable administrative and technical safeguards appropriate to a SaaS platform.

No system is completely secure, and we cannot guarantee absolute security.

Depending on your location, you may have rights to access, correct, delete, or export personal information.

We do not sell personal information. We do not share personal information for cross-context behavioral advertising. Users in jurisdictions such as California (CCPA/CPRA) or the EEA/UK (GDPR) may contact privacy@coachsmartly.com to submit rights requests.

For school or district deployments, the educational institution is responsible for determining lawful disclosure of student records. Coach Smartly, LLC operates as a service provider/school official processing data only under documented school or district instructions and for legitimate educational purposes.

This service is intended for adult educators and school personnel, not children. We do not knowingly collect personal information directly from children under 13. Users should avoid uploading student PII when not needed. If student data is uploaded, the user represents they have all required notices, consent, and authority under applicable law (including COPPA where relevant).

We use essential cookies and similar technologies for login/session security and core functionality. We may use analytics tools to understand product usage and improve service quality.

If personal information is transferred across borders, we apply commercially reasonable measures and contractual protections appropriate for the transfer context. Additional transfer terms may be included in customer agreements.

For support: support@coachsmartly.com

For privacy requests: privacy@coachsmartly.com

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