Draft for review by a lawyer or privacy specialist before launch. Words in square brackets need filling in.
Who we are.
Coach AI is run by [legal entity name], NZBN [number], based in Wellington, New Zealand. Ryan Marston is our privacy officer. You can contact him about anything in this policy at ryan@coachai.nz or 027 235 5924.
What we collect.
- Contact details: your name, business name, email address and phone number, when you book a call, send a message, download a template or sign up to our newsletter
- Booking details: the time you choose, your team size, your main AI goal and anything you tell us in the booking form
- Quiz answers: your answers to the AI readiness quiz and your score. If you ask for your report by email, we link these to your name and email
- Client work information: details about your business, systems and staff that you share with us during coaching, workshops, setup or management
- Website usage: pages visited, device and browser type, and how you arrived at the site, collected through cookies and analytics tools
We only collect what we need. We don't ask for bank details, health information or government identifiers, and we ask you not to send them to us.
How we use it.
- To reply to your enquiries and run your free call
- To deliver the services you've asked for, including preparing reports, plans and training material
- To send your quiz report, templates or downloads you've requested
- To send our monthly newsletter, if you've signed up. You can unsubscribe at any time using the link in every email
- To invoice you and keep business records
- To understand how people use our website so we can improve it
We won't use your information for anything unrelated to these purposes without asking you first. We never sell or rent your personal information.
AI tools and your information.
We use AI tools in our own work, as described on our How we use AI page. We only put client personal information into an AI tool when it's needed for the work, you've agreed to it, and the tool is a business-grade service with settings that stop your data being used to train its models. A person reviews everything we produce before it reaches you.
Who we share it with.
We share personal information only with service providers who help us run the business, and only what they need to do their job. These include our website host, email and calendar providers, booking tool, newsletter platform, accounting software and analytics tools. [List the providers you use, for example Amazon Web Services, Google Workspace or Microsoft 365, your booking tool, your newsletter platform and Xero.]
We may also disclose information if the law requires it.
Storing information overseas.
Some of our service providers store data outside New Zealand, including in Australia and the United States. When we use overseas providers, we choose ones that protect personal information to standards comparable to the Privacy Act 2020, as required by Information Privacy Principle 12.
How we protect it.
We keep personal information secure using business-grade accounts with strong passwords, two-factor authentication and access limited to the people who need it. If a privacy breach is likely to cause serious harm, we'll tell you and the Office of the Privacy Commissioner as the law requires.
How long we keep it.
We keep enquiry and booking information for up to two years after our last contact, and client records for seven years to meet tax and business record requirements. Newsletter details are kept until you unsubscribe. After that, we securely delete or anonymise the information. [Confirm these periods.]
Cookies and analytics.
Our website uses cookies to understand how visitors use it, through tools such as Google Analytics. These cookies don't identify you by name. You can block or delete cookies in your browser settings, and the site will still work.
Your rights.
You can ask to see the personal information we hold about you and ask us to correct it. Email ryan@coachai.nz and we'll respond within 20 working days, as the Privacy Act requires. We may need to confirm who you are first.
If you're not happy with how we've handled your information, please talk to us first. You can also complain to the Office of the Privacy Commissioner at privacy.org.nz.
Changes to this policy.
We may update this policy from time to time. The latest version will always be on this page. Last updated [date of launch].