Privacy Policy

Last updated on November 7, 2024

We care about your privacy during coaching sessions and we strive to have processes and safeguards in place to protect your personal information under our control. Whether you are a user of our platform, a company offering our coaching to its employees, or a visitor to our website, we want you to know how we collect, use, and share your data.

Definitions

This Privacy Policy ("Policy") sets out the standards, responsibilities, and obligations of Infinia Science Company (here forth known as "Coachutopia", "we" or "our") in respect of any personal information collected, accessed, or processed by Coachutopia when people ("Users", "User", "you", "your") use our services ("Service" or "Services"), such as when they:

• visit our website at https://coachutopia.com, or any website of ours that links to this privacy policy,
• use our mobile application,
• and/or engage with us in other related ways, including any emails, social media, meetings, sales, marketing, or events.

What information do we collect?

Personal information you disclose to us

We collect personal information that you voluntarily provide to us when you register on the Services, express an interest in obtaining information about us or our products and Services, when you participate in activities on the Services, or otherwise when you contact us. The personal information that we collect depends on the context of your interactions with us and the Services, the choices you make, and the products and features you use:

When you register an account, we may collect your name, email address, and company information.

When you provide us with your contact information, whether through use of the Service, a form on our website, or any other interaction with us, we collect your contact information. This information may include your name, email address, phone number, and company or organization name.

Our payment processor, Stripe, may collect information such as the cardholder's name, billing address, email address, credit card number, expiry date and credit card security code. You may find Stripe's privacy notice at: https://stripe.com/privacy. We do not store any of this billing information.

Information automatically collected

We automatically collect certain information when you visit, use, or navigate the Services. This information does not reveal your specific identity (like your name or contact information) but may include device and usage information, such as your IP address, browser and device characteristics, operating system, language preferences, referring URLs, location, information about how and when you use our Services, and other technical information. This information is primarily needed to maintain the security and operation of our Services, and for our internal analytics and reporting purposes.

When you use the Service, we may store one or more "cookies" — a small data file — or other forms of storing information in the browser on your device. These allow us to keep you signed in, store your settings, understand how you used the Service to improve the Service, perform analytics, debug errors and maintain security. We also allow third parties, such as Google Analytics, to use cookies, including to assist in our marketing and advertising campaigns. Some cookies disappear after you close your browser, while others are persistent and usually remain stored on your device by the browser until they expire, or you delete them. You can delete cookies anytime in your browser. You can configure your web browser to refuse all cookies. However, some features of the Service may not function properly if the ability to accept cookies is disabled.

Log and usage data is service-related, diagnostic, usage, and performance information our servers and and our service providers (which are third-party services that we use to enhance the Service) may automatically collect when you access or use our Services. These logs may include information such as your IP address, device information, browser type, and settings and information about your activity in the Services (such as the date/time stamps associated with your usage, pages and files viewed, and other actions you take such as which features you use), device event information (such as system activity and error reports). We do this to improve our Service, for system analytics, or to monitor or improve functionality.

How do we use the information we collect?

When providing our Service, we only process personal information in accordance with this Policy, our Terms of Service, and applicable laws. Coachutopia generally uses personal information from or about our Users for the following purposes:

• To create, establish, and administer a User's account, to authenticate a User, to respond to a User's inquiries related to its account, and to contact a User about the Service or account-related matters.
• To deliver and facilitate delivery of services to the User. We may process your information to provide you with the requested service.
• To personalize or customize the experience when using the Service.
• To respond to user inquiries and provide customer support. We may process your information to respond to your inquiries and solve any potential issues you might have with the requested service.
• To send administrative information to you. We may process your information to send you details about our products and services, changes to our terms and policies, and other similar information.
• To request feedback. We may process your information when necessary to request feedback and to contact you about your use of our Services.
• To send you marketing and promotional communications. We may process the personal information you send to us for our marketing purposes, if this is in accordance with your marketing preferences. You can opt out of our marketing emails at any time.
• To protect our Services. We may process your information as part of our efforts to keep our Services safe and secure, including fraud monitoring and prevention.
• To identify usage trends. We may process information about how you use our Services to better understand how they are being used so we can improve them.
• To determine the effectiveness of our marketing and promotional campaigns. We may process your information to better understand how to provide marketing and promotional campaigns that are most relevant to you.
• To save or protect an individual's vital interest. We may process your information when necessary to save or protect an individual's vital interest, such as to prevent harm.

Coachutopia may also use information provided by Users to create aggregated de-identified data that cannot be used to identify individual users for improving our Services.

Unless required or authorized by law, Coachutopia will not use User's personal information for any other or new purpose without obtaining prior consent.

Artificial intelligence

Our AI-powered coaching tool uses artificial intelligence to provide coaching recommendations that are based on information given explicitly from the User, as well as information inferred from the conversation, and past conversations, if applicable.

The information processed by our models includes name, seniority and other information provided by users, and we process data using AI to provide, maintain, develop, and improve our products and services and to fulfill our agreements. We do not use your data to train our AI model or any third-party AI models. We share the information with our service providers that support the service, but they do not use it to train their AI models. Information shared with our service providers may be transferred internationally as described below.

Please note that the output of our AI-powered services may not always be 100% accurate, and it must be reviewed for accuracy and appropriateness for your use case, including using human review where appropriate.

Social login

Our Services offer you the ability to register and log in using your third-party social media account details (like your Google or Microsoft logins). Where you choose to do this, we will receive certain profile information about you from your social media provider. The profile information we receive may vary depending on the social media provider concerned, but will often include your name and email address. We cannot access your emails or password.

We will use the information we receive only for the purposes that are described in this privacy notice or that are otherwise made clear to you on the relevant Services. Please note that we do not control, and are not responsible for, other uses of your personal information by your third-party social media provider. We recommend that you review their privacy notice to understand how they collect, use, and share your personal information, and how you can set your privacy preferences on their sites and apps.

Who has access to your personal information?

Your personal information will never be sold.

To assist us in meeting business operations needs and to perform certain services and functions, we may provide your personal information to vendors and service providers, including providers of hosting services, cloud services, and other information technology services providers, email communication software, and web analytics services, among others. Pursuant to our instructions, these parties will access, process, or store personal information only in the course of performing their duties to us or to comply with applicable law. Any data shared with our third party vendors remains encrypted in transit.

We may share or transfer your information in connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business to another company.

We may share your personal information, including information about your interaction with our Services, with government authorities, industry peers, or other third parties (i) if required to do so by law or in the good faith belief that such action is necessary to comply with a legal obligation, (ii) to protect and defend our rights or property, (iii) if we determine, in our sole discretion, that there is a violation of our terms, policies, or the law; (iv) to detect or prevent fraud or other illegal activity; (v) to protect the safety, security, and integrity of our products, employees, or users, or the public, or (vi) to protect against legal liability.

We may share aggregated de-identified data that cannot be used to identify individual users for any purpose. For example, we may share a list of the most frequently improved skills across all Users with academic researchers.

What information do we share with employers and other Sponsoring Organizations?

"Sponsoring Organizations" are the entities who contract with us to provide Services to their employees or others. In the event you receive our Services as a result of your employer or other Sponsoring Organization, please be aware of the data which may be shared back to your Sponsoring Organization as a result of using our Services:

• Individually identifiable data regarding your date of registration, number of coaching sessions completed, the total duration of sessions, and similar engagement level metrics.
• Aggregated and de-identified insights for topics and themes discussed by all Users associated with your Sponsoring Organization. The shared data cannot be used to identify individual users.

Coachutopia will never provide your Sponsoring Organization details about the content of your specific coaching session or individual topics you have discussed.

Your Sponsoring Organization may provide us with certain employment data or demographic data about you.

Is your information transferred internationally?

Our servers are located in the United States. If you are accessing our Services from outside the United States, please be aware that your information may be transferred to, stored, and processed by us in our facilities and by those third parties with whom we may share your personal information, in and other countries.

If you are a resident in the European Economic Area (EEA), United Kingdom (UK), or Switzerland, then these countries may not necessarily have data protection laws or other similar laws as comprehensive as those in your country. However, we will take all necessary measures to protect your personal information in accordance with this privacy notice and applicable law.

How do we secure the information we collect?

No method of electronic transmission or storage is 100% secure, and we cannot ensure or warrant the absolute security of any information you transmit or store in the Service. But the security of your information is of paramount important to us. Coachutopia uses commercially reasonable physical, managerial, and technical safeguards to preserve the integrity and security of your personal information, once we receive it. We regularly back up your data to help prevent data loss and aid in data recovery. We strive to protect your data by encrypting it in transmission using industry standard protocols, and implementing access restrictions on our services to secure our network and servers.

In the event that personally identifiable information is compromised as a result of a breach of security, Coachutopia will promptly notify those persons whose personally identifiable information has been compromised or as otherwise required by applicable law.

How long do we retain your information?

We will retain your personal information for as long as is necessary to provide the Service to you, to fulfill other purposes outlined in this privacy notice, or to comply with our legal obligations.

Do we collect information from minors?

We do not knowingly solicit data from or market to children under 18 years of age. By using the Services, you represent that you are at least 18. If we learn that personal information from users less than 18 years of age has been collected, we will deactivate the account and take reasonable measures to promptly delete such data from our records. If you become aware of any data we may have collected from children under age 18, please contact us at hello@coachutopia.com.

Do we collect health information?

Coachutopia does not collect any Protected Health Information as that is defined under the Health Insurance Portability and Accountability Act ("HIPAA") and the use of our Services does not require HIPAA compliance. Additionally, Coachutopia is not considered a Covered Entity under HIPAA.

What are your privacy rights?

In some regions (like California, the EEA, UK, Switzerland, and Canada), you have certain rights under applicable data protection laws. These may include the right (i) to request access and obtain a copy of your personal information, (ii) to request rectification or erasure; (iii) to restrict the processing of your personal information; (vi) if applicable, to data portability; and (vii) not to be subject to automated decision-making. In certain circumstances, you may also have the right to object to the processing of your personal information. You can make such a request by contacting us at hello@coachutopia.com. Upon receiving your request, we will need to verify your identity to determine you are the same person about whom we have the information in our system. Upon your request to terminate your account, we will deactivate or delete your account and information from our active databases. However, we may retain some information in our files to prevent fraud, troubleshoot problems, assist with any investigations, enforce our legal terms and/or comply with applicable legal requirements.

You can unsubscribe from our marketing and promotional communications at any time by clicking on the unsubscribe link in the emails that we send. You will then be removed from the marketing lists. However, we may still communicate with you — for example, to send you service-related messages that are necessary for the administration and use of your account, to respond to service requests, or for other non-marketing purposes.

Most web browsers are set to accept cookies by default. If you prefer, you can usually choose to set your browser to remove cookies and to reject cookies. If you choose to remove cookies or reject cookies, this could affect certain features or services of our Services.

Changes to the Policy

We reserve the right, in our sole discretion, to make changes or modifications to this Policy from time to time. The most current version will always be posted on our website. We will alert you about any changes by updating the "Last updated" date of the Policy. We encourage you to review this privacy notice frequently to be informed of how we are protecting your information.

Legal basis for processing (EEA and Switzerland only)

We may rely on the following legal bases to process your personal information:

• Consent. We may process your information if you have given us permission (i.e., consent) to use your personal information for a specific purpose. You can withdraw your consent at any time.
• Performance of a Contract. We may process your personal information when we believe it is necessary to fulfill our contractual obligations to you, including providing our Services or at your request prior to entering into a contract with you.
• Legitimate Interests. We may process your information when we believe it is reasonably necessary to achieve our legitimate business interests and those interests do not outweigh your interests and fundamental rights and freedoms. For example, we may process your personal information for some of the purposes described in order to:
• Send users information about special offers and discounts on our products and services
• Analyze how our Services are used so we can improve them to engage and retain users
• Support our marketing activities
• Diagnose problems and/or prevent fraudulent activities
• Understand how our users use our products and services so we can improve user experience
• Legal Obligations. We may process your information where we believe it is necessary for compliance with our legal obligations, such as to cooperate with a law enforcement body or regulatory agency, exercise or defend our legal rights, or disclose your information as evidence in litigation in which we are involved.
• Vital Interests. We may process your information where we believe it is necessary to protect your vital interests or the vital interests of a third party, such as situations involving potential threats to the safety of any person.