Privacy Policy

Last Updated: April 27, 2025

1. Introduction

Conflict Clarity Coach ("we," "our," or "us") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our voice-first conflict resolution coaching service and web portal (the "Service").

We take your privacy seriously and have designed our systems with privacy and security as foundational principles. As a HIPAA-eligible service, we maintain strict compliance with healthcare privacy standards.

2. Information We Collect

2.1 Personal Information

We may collect the following personal information:

• Name, email address, and phone number during account creation
• Authentication information (password hashes, session tokens)
• Voice recordings and transcripts from coaching sessions
• User preferences and settings
• Device information and IP addresses

2.2 Sensitive Information

During coaching sessions, you may share sensitive personal information. We treat this information with the highest level of security and confidentiality, in accordance with HIPAA standards.

3. How We Use Your Information

We use your information for the following purposes:

• Providing and improving our coaching services
• Processing and facilitating voice-based coaching sessions
• Generating transcripts and session summaries
• Detecting potential crisis situations that may require intervention
• Authenticating your identity and maintaining your account
• Sending notifications and communications you've requested
• Analyzing usage patterns to improve our service
• Complying with legal obligations

4. Data Retention

By default, we retain your session data for 90 days, after which it is automatically deleted. You can adjust this retention period in your privacy settings, with options ranging from 30 to 365 days. You can also manually delete your session data at any time through the web portal.

5. Data Sharing and Disclosure

We may share your information with:

• Third-party service providers that help us operate our service (Twilio, Deepgram, OpenAI, ElevenLabs)
• Crisis response team members in the event of a detected crisis situation
• Legal authorities when required by law or to protect rights and safety

All third-party service providers that handle protected health information have signed Business Associate Agreements (BAAs) in compliance with HIPAA requirements.

6. Data Security

We implement robust security measures to protect your information, including:

• End-to-end encryption for all data in transit (TLS)
• AES-256 encryption for all data at rest
• Anonymization of personal identifiers in transcripts
• Role-based access controls for all system administrators
• Regular security audits and penetration testing
• Comprehensive audit logging of all data access

7. Your Rights

Depending on your location, you may have certain rights regarding your personal information, including:

• Right to access your personal information
• Right to correct inaccurate information
• Right to delete your information
• Right to restrict or object to processing
• Right to data portability
• Right to withdraw consent

To exercise these rights, please visit your account settings or contact our privacy team at privacy@conflictclarity.example.com.

8. HIPAA Compliance

As a HIPAA-eligible service, we comply with the Health Insurance Portability and Accountability Act. For more information about our HIPAA compliance, please visit our HIPAA Compliance page.

9. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

10. Contact Us

If you have any questions about this Privacy Policy, please contact us at:

privacy@conflictclarity.example.com
Conflict Clarity Coach
123 Resolution Street
Harmony City, HC 12345