Our position
Coaching is a human practice. AI does not replace the coach’s presence, judgment, contracting, or ethical responsibility. Inside CoachBusinessOS, AI is a quiet assistant — drafting, summarising, surfacing patterns — always with the coach in the loop and always under the coach’s name. Nothing AI produces is published, sent, or acted on without explicit coach review.
Where we use AI today
AI appears in a small number of places, each clearly labeled and each designed to be edited or discarded:
Session analysis
When a coach uploads audio or pastes a transcript, AI generates a summary, surfaces possible breakthroughs, and proposes follow-up questions and action items. Output is shown as a draft for the coach to edit, approve, or discard.
Live coaching prompts
During a session, the workspace can surface short prompts mapped to coaching competencies. These are suggestions to support presence — not instructions, scripts, or recommended next moves.
Adaptive goal plans
When a coach drafts a goal with a client, AI can propose a multi-phase plan and habit scaffolding as a starting point. Plans are marked Awaiting coach review until the coach edits and activates them.
Marketing content generation
AI can draft social posts, captions, and email copy from a coach’s brief. Output is shown as a draft for the coach to edit and personalise before sharing publicly.
Assessments
After a lead or client completes an assessment, AI can produce a short informational summary. These summaries are not diagnostic and are not a substitute for professional assessment by a licensed practitioner.
What our AI does not do
- It does not coach clients or replace the coach in any conversation.
- It does not auto-send messages, posts, agreements, or recommendations.
- It does not make clinical, medical, legal, or financial recommendations.
- It does not score or rank clients for the coach.
- It does not surveil clients, track keystrokes, or analyse tone for judgment.
- It does not learn from your client data to improve third-party models.
How we handle data
Coach-owned data
Client records, session content, notes, and assessments belong to the coach. You can export your data and request deletion at any time from Settings.
Data minimization
We send the smallest amount of context required for a feature to work, and we strip identifiers from prompts where the feature does not require them.
Encryption
All data is encrypted in transit (TLS) and at rest. Authentication uses industry standards; sensitive credentials are stored as secrets, never in client code.
Audio and transcripts
Session audio uploaded for analysis is processed to produce a transcript and an AI draft, then retained in your account so you can revisit it. You can delete the audio, the transcript, or both at any time.
Training of AI models
We do not use client conversations or coach content to train third-party AI models. Our model providers are contractually prohibited from using your data to train their models when accessed through our gateway.
Third-party model providers
We use established AI model providers behind a managed gateway. Providers may change over time as quality and safety improve; we maintain the same data-handling posture regardless of provider.
Retention
Coach-owned data is retained for as long as your account is active. On account deletion, data is removed in line with our retention policy and applicable law.
How coaches stay in control
- Every AI output is labeled as AI-generated, AI suggestion, AI draft, or AI summary.
- Coaches can toggle each AI feature on or off in Settings → AI & Privacy.
- Coaches can pause AI for a specific client from that client’s profile.
- Adaptive goal plans require explicit coach approval before activation.
- Marketing drafts require explicit Copy & Edit or Publish before sharing.
- Coaches can request a full data export or an AI usage audit summary at any time.
How clients are protected
- Clients are never enrolled into AI features without the coach’s decision and the client’s informed acknowledgment.
- Our Legal templates include an AI Use Addendum coaches can send to clients.
- Clients can ask their coach to disable AI features for their sessions at any time.
- Client portal surfaces do not auto-generate AI responses to clients on a coach’s behalf.
Alignment with the ICF Code of Ethics
Our defaults are designed to support the ICF Code of Ethics — particularly around confidentiality, conflict of interest, accurate representation, and the coach’s responsibility for the conduct of the engagement. AI features are framed as drafts and suggestions for the coach, not as outputs to the client. Coaches are responsible for disclosing AI use to clients where appropriate.
Errors, hallucinations, and sensitive content
AI models can produce inaccurate, incomplete, or fabricated information. CoachBusinessOS treats every AI output as a draft. We do not present AI output as fact, and we ask coaches not to forward AI output to clients without review. If you encounter sensitive content, safeguarding concerns, or output that is harmful or biased, please pause the feature and contact us.
Changes to this statement
When this statement changes in a material way, we update the version number and the date, and we ask coaches to re-acknowledge in-product. Previous versions remain available on request.
Contact
Questions, concerns, or feedback on how we use AI? Write to hello@coachbusinessos.com. We read every message.