Privacy Policy

The short version

AI Coach Anna is a voice-first AI coaching service built by Leaderwired Institute. This policy explains what we collect, why we collect it, and what you control. The essentials:

• We collect what we need to run your account, coach you and bill you: your name and email, what you say in sessions, the coaching memory the coach keeps about your goals and commitments, your coaching-hour balance, and basic device and usage information. Payments are handled by Stripe. We never see your full card number.
• Your session content is processed by our AI model provider and our speech provider under contract, so the coach can listen, think and speak. It is never used to train external AI models.
• We do not sell your personal information, and we do not share it for advertising.
• You can delete your coaching history at any time from inside the app, and you can delete your whole account in the app or by asking us on the support page.
• AI Coach Anna is for adults. It is not for anyone under 18.
• Questions or requests: support@leaderwiredinstitute.ai.

The rest of this page is the full policy. It is written to be read.

Who we are

AI Coach Anna is built and operated by LeaderWired Institute Inc. ("Leaderwired Institute", "we", "us"). We are the controller of the personal data described here, which means we decide how and why it is processed. If your organization provides your access, the written agreement between Leaderwired Institute and your organization may also set out responsibilities for your account and usage data; this policy still describes how we handle your data and the rights you can exercise with us.

This policy covers the AI Coach Anna website at aicoachanna.com, the AI Coach Anna web app (currently at ai-coach-anna.web.app), and any AI Coach Anna mobile app we publish. If you reach AI Coach Anna through a Leaderwired Institute membership, this policy covers your coaching sessions, and the terms of your Leaderwired Institute membership cover the rest of your membership.

Our privacy contact is support@leaderwiredinstitute.ai.

What we collect

We collect information in a few groups. Where each one comes from is described with it.

Account information. Your name, email address and sign-in credentials when you create an account, plus your plan, your coaching-hour balance and your account settings. If your organization provides your access, we also hold your organization's name and the fact that a seat has been assigned to you.

Session content. AI Coach Anna is voice-first, so when you speak in a session we capture your voice so the coach can hear you. We also hold the transcript of each session (what you said and what the coach said). This is the most personal information we hold, and the rest of this policy treats it that way.

Coaching memory. To coach you across sessions, the coach keeps a working memory: your goals, the commitments you made, the patterns that keep showing up, and short summaries of past sessions. This memory is what lets her hold you to the commitment you made three weeks ago. You can delete it at any time, together with your session history.

Usage and hours. When sessions start and end, how long they run, when the timer pauses (thirty seconds of silence pauses it, and so does the pause button), the practice area a session relates to, where the app records one, and how your coaching hours are credited and used.

Payment information. When you subscribe to an AI Coach Anna plan, payment is handled by Stripe. Stripe collects your card details directly and tells us whether a payment succeeded, which plan you are on, and the billing details needed for your receipt. We never receive or store your full card number.

Device and technical information. Your IP address, browser and device type, operating system, language settings, approximate location derived from your IP address, and standard server logs (pages requested, timestamps, errors). We use cookies and similar browser storage to keep you signed in and to remember your settings. If we use an analytics tool, it is listed in the sharing table below, and we use it only to understand how the service is used, never to advertise to you.

Support requests. If you write to us through the support page or by email, we keep your name, email address and message so we can reply and keep a record of what was agreed.

How we use it

• To coach you. Session content and coaching memory are used to run your sessions and to let the coach remember you from one session to the next.
• To run your account. Account information and usage data let you sign in, keep your coaching hours, get the 7-minute warning before a session runs out, and see your balance.
• To bill you. Payment information is used to charge your subscription, issue receipts and handle billing questions.
• To keep the service safe. Device and usage information helps us detect abuse, protect accounts and keep the service running.
• To support you. Support requests are used to answer you and to act on what you ask for, including deletion requests.
• To improve AI Coach Anna. We use aggregated or de-identified information about how the service is used (for example, how often the timer pauses or how long sessions run) to improve it. We do not use your session content to train external AI models.
• To communicate with you. We send service messages about your account, your sessions and changes to this policy or our terms. If we send product news, you can opt out at any time from the message itself.
• To meet our legal obligations, such as tax and accounting rules, and to respond to lawful requests.

AI processing

AI Coach Anna runs on frontier reasoning AI, calibrated by Anna Barnhill for coaching. To coach you in real time, three kinds of processing happen during a session:

1. Your speech is converted to text by our speech provider.
2. The text of the conversation, together with the relevant coaching memory, is sent to our AI model provider, which generates the coach's next question or response.
3. The coach's response is converted to a premium professional coaching voice by our speech provider and played back to you.

These providers process your session content only to deliver the service to you, under written contracts that require them to keep it confidential, to protect it, and not to use it to train their models. Your session content is never used to train external AI models. The providers we use are listed in the sharing table below.

AI Coach Anna is an AI system. Her responses are generated, not scripted, and they can be wrong or incomplete. She is not a licensed professional, and the Terms of Service explain what that means for how you use her.

Legal bases and your regional rights

If you are in the European Economic Area, the United Kingdom or Switzerland. We process your personal data on these legal bases:

• Performance of a contract: to provide the service you signed up for, including running sessions, keeping coaching memory, and managing hours and billing.
• Legitimate interests: to keep the service secure, to prevent abuse, to answer support requests and to improve the service using aggregated or de-identified information. We balance these interests against your rights, and you can object at any time.
• Consent: for optional cookies or analytics where consent is required, and for product news. You can withdraw consent at any time.
• Legal obligation: to keep tax and accounting records and to respond to lawful requests.

Session content may include things you choose to share about your health, beliefs or personal life. We process such content only to coach you, on the basis of the explicit consent you give when you share it in a session, and you can delete it at any time. We do not use your voice to identify you biometrically.

You have the right to lodge a complaint with your local data protection authority. We would welcome the chance to resolve your concern first.

If you are a California resident. The California Consumer Privacy Act, as amended by the CPRA, gives you the right to know what personal information we collect, use and disclose; to delete it; to correct it; to opt out of its sale or sharing; to limit the use of sensitive personal information; and not to be discriminated against for exercising these rights. We do not sell personal information and we do not share it for cross-context behavioral advertising, so there is nothing to opt out of. We use sensitive personal information (for example, your sign-in credentials and anything sensitive you say in a session) only to provide the service you asked for. To exercise any right, use the support page or email support@leaderwiredinstitute.ai. You may use an authorized agent; we will ask the agent for proof of authority and may ask you to confirm the request directly. We respond within the time the law allows.

Other US states and other countries. Many places give you similar rights of access, correction, deletion and portability. We extend the rights described under "Your rights, and how to delete your account or data" below to everyone who uses AI Coach Anna, wherever you live.

Who we share it with

We share personal information with the service providers below (our sub-processors), who act on our instructions and under contracts that protect your data at least as well as this policy does.

We keep this table current. If we add or replace a provider that handles session content, we update this page before the change takes effect.

Beyond these providers, we share personal information only:

• With your organization, if it provides your access, and only as set out in the written confidentiality agreement between Leaderwired Institute and your organization. That agreement is designed to mirror what a human ICF Master Certified Coach engagement would require. Ask your program sponsor, or us, what it covers.
• With professional advisers (lawyers, accountants, auditors), under confidentiality.
• When the law requires it, for example to comply with a subpoena or court order, or to protect the rights, safety or property of our users, the public or Leaderwired Institute.
• In a business transfer, if Leaderwired Institute is involved in a merger, acquisition or sale of assets. This policy continues to apply to your data, and we will tell you before your data becomes subject to a different policy.
• At your direction, when you ask us to share something.

We never sell your personal information.

How long we keep it

We keep personal information only as long as we need it for the purposes above. Then we delete it or de-identify it.

• Session content and coaching memory are kept while your account is open, so the coach can remember you. You can delete your history at any time from inside the app, and it leaves the coach's memory when you do.
• Account information and usage data are kept while your account is open and for a short period after it closes, to handle any final billing or support matters.
• Payment and billing records are kept for as long as tax and accounting law requires, even after your account closes.
• Support requests are kept for as long as needed to resolve them and to keep a record of what was agreed.
• Backups. Copies of deleted data may remain in encrypted backups until those backups are retired on our regular cycle. Backups are used only to restore the service, never to bring deleted data back into your account.

Where the law requires us to keep something for longer (for example, a record that you asked us to delete your account), we keep only what the law requires, and we will tell you what that is if you ask.

Your rights, and how to delete your account or data

Wherever you live, you can:

• Access the personal information we hold about you, and receive a copy in a portable format.
• Correct information that is wrong or incomplete.
• Delete your coaching history, your coaching memory, or your whole account.
• Object to or restrict certain processing, and withdraw any consent you gave.
• Complain to a data protection authority, if you are in a place that has one.

We will not treat you differently for exercising any of these rights.

Delete your history. You can delete your session history and coaching memory at any time from inside the app. Your account, your plan and your coaching hours stay in place; the coach simply starts fresh.

Delete your account. There are two ways, and both do the same thing:

1. In the app: open Settings, then Account, then Delete account, and confirm.
2. On the web: use the account deletion form on our support page. You do not need to be signed in.

Deleting your account removes your account record, your session content, your coaching memory and your usage data from our systems, and any coaching hours in the account go with it. If you have an active subscription, cancel it first so you are not charged again, or tell us in your request and we will confirm the cancellation with you. We act on deletion requests without undue delay and in any case within one month, and we confirm by email when deletion is complete. Payment and billing records that tax and accounting law require us to keep are the one exception. We hold them separately from your coaching data and delete them once the law no longer requires them; Stripe keeps its own transaction records under its own privacy policy.

If your organization provides your access, you can still delete your history and request deletion of your account in the same ways.

Any other request: write to support@leaderwiredinstitute.ai from the email address on your account, or use the support page. We may ask you to verify your identity before we act, so that we never hand your data to someone else.

Children

AI Coach Anna is for adults. It is not directed at anyone under 18, and we do not knowingly collect personal information from anyone under 18. If you believe someone under 18 has created an account, email support@leaderwiredinstitute.ai and we will delete the account and its data.

Security

We protect your information with technical and organizational measures that match how sensitive it is. Data moves between your device and our systems over encrypted connections (HTTPS), and it is encrypted at rest by our hosting provider. Access inside Leaderwired Institute is limited to the people who need it to run the service and support you. Card details go directly to Stripe, which is certified to the payment industry's security standard, and never touch our servers. No system is perfectly secure, so if you believe your account has been compromised, tell us at once at support@leaderwiredinstitute.ai.

International transfers

Leaderwired Institute is based in the United States, and your information is processed there and wherever our service providers operate. If you use AI Coach Anna from the European Economic Area, the United Kingdom or Switzerland, we transfer your data using safeguards recognized under those laws, such as the European Commission's Standard Contractual Clauses (with the UK addendum where it applies) or a provider's certification under the EU-US Data Privacy Framework. You can ask us for more detail about the safeguards that apply to your data.

Changes to this policy

We will update this policy as the service and the law change. The date at the top shows the latest version. For changes that matter to you (for example, a new provider that handles session content, or a new purpose for your data), we will tell you by email or in the app before the change takes effect. Continuing to use AI Coach Anna after that date means the updated policy applies.

Contact

Privacy questions, requests and complaints: support@leaderwiredinstitute.ai, or the support page. We reply by email.