Privacy

Privacy Policy

KPT Coach ("we," "us," or "our") is a sales coaching platform operated by KPT Industries, LLC. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use kptcoach.com and our related services (the "Service").

By using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.

1. Information We Collect

We collect information in three ways: information you provide, information collected automatically, and information from third-party services.

1.1 Information You Provide

• Account information: name, email address, password (stored hashed), company name, role
• Billing information: payment details are collected and processed by our payment processor; we receive billing status and partial card information from them but do not store full card numbers
• Profile information: voice preference (for coach playback), persona library selections, notification preferences
• Practice content: scenarios, products, goals, and rubric customizations you create
• Communications: messages sent to us through support or contact forms

1.2 Information Collected Automatically

• Practice call data: audio of your practice calls is processed in real time by our voice provider but is not stored as audio files. We retain transcripts and AI-generated scoring of those calls.
• Usage data: which features you use, when, and for how long
• Device and browser data: IP address, browser type, operating system, device identifiers
• Log data: error logs, deployment information, performance metrics
• Cookies and similar technologies: see Section 7 below

1.3 Information From Third Parties

• Authentication providers: if you sign in through a third-party service, we receive your name and email
• Payment processor: subscription status, payment history, billing zip code, country
• Voice provider: session metadata including call duration and conversation IDs

2. How We Use Your Information

We use your information to:

• Provide, operate, and maintain the Service
• Generate AI-powered scoring, debriefs, and feedback on your practice calls
• Process subscriptions and payments
• Send transactional emails (account confirmations, debrief notifications, billing receipts)
• Improve the Service, develop new features, and conduct internal analytics
• Detect, prevent, and respond to fraud, abuse, or security issues
• Comply with legal obligations
• Communicate with you about updates, support, and (where permitted) product news

We do not sell your personal information. We do not use your practice call content to train third-party AI models.

3. How We Share Your Information

We share your information only as described below.

3.1 Service Providers (Subprocessors)

We use trusted third-party service providers to help us deliver the Service, including providers for:

• AI scoring and analysis of practice transcripts
• Real-time voice conversation with AI personas
• Payment processing
• Cloud hosting and database storage
• Transactional email delivery
• Authentication and account security

Each service provider is bound by confidentiality and data protection obligations and is only permitted to use your information to perform the services we have contracted them to provide.

A current list of our service providers is available upon request by emailing privacy@kptcoach.com. Enterprise customers may also receive this information through a Data Processing Addendum.

3.2 Within Your Organization

If you are part of a team or company account, your manager or administrator may have access to your practice activity, scores, transcripts, and usage data within that account.

3.3 Legal Disclosures

We may disclose information if required by law, subpoena, or other legal process, or if we believe disclosure is necessary to protect our rights, the safety of users, or to investigate fraud.

3.4 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you before your information is transferred and becomes subject to a different privacy policy.

4. Your Privacy Rights

4.1 Access, Correction, and Portability

You can review and update most of your account information directly in your account settings. To request a copy of your data in a portable format, email privacy@kptcoach.com.

4.2 Account Deletion

You have the right to delete your account and associated personal information at any time.

To delete your account, click here: Delete My Account

If you are unable to access your account or prefer to request deletion by email, send a request to privacy@kptcoach.com with the subject line "Account Deletion Request" from the email address associated with your account.

What happens when you delete your account:

• Your account, profile information, practice transcripts, and rubric scores will be permanently deleted within 30 days of your request
• Backup copies will be purged within an additional 60 days
• Aggregated, anonymized usage statistics may be retained for analytics purposes
• We may retain certain information as required by law (for example, transaction records for tax purposes) or for fraud prevention

If you are part of a team or company account, deleting your individual account removes your personal data but may not delete shared content (such as scenarios created for the team). Contact your account administrator for organization-level deletion.

4.3 California Residents (CCPA/CPRA Rights)

If you are a California resident, you have the following rights:

• Right to know what personal information we collect, use, and share
• Right to delete your personal information (see Account Deletion above)
• Right to correct inaccurate personal information
• Right to opt out of the sale or sharing of personal information (we do not sell or share your personal information for cross-context behavioral advertising)
• Right to limit use of sensitive personal information
• Right to non-discrimination for exercising your privacy rights

To exercise any of these rights, email privacy@kptcoach.com. We will verify your identity before processing your request and respond within 45 days.

4.4 Other US State Rights

Residents of states with comprehensive privacy laws (including Virginia, Colorado, Connecticut, Utah, Texas, and others) have similar rights. To exercise them, contact us at privacy@kptcoach.com.

5. Data Retention

We retain your information for as long as your account is active or as needed to provide the Service. Specific retention rules:

• Account and profile data: retained while your account is active; deleted within 30 days of account deletion request
• Practice transcripts and scores: retained while your account is active; deleted with your account
• Practice audio: not stored as audio files — audio is processed in real time by our voice provider and discarded
• Billing records: retained for 7 years to comply with tax and accounting requirements
• Log data: retained for 90 days
• Backup copies: purged within 60 days of primary deletion

6. Data Security

We implement industry-standard administrative, technical, and physical safeguards designed to protect your personal information:

• Encryption in transit (TLS) for all data
• Encryption at rest for database storage
• Access controls limiting employee access to personal data
• Regular security review and monitoring

No method of transmission or storage is 100% secure. While we work to protect your information, we cannot guarantee absolute security.

7. Cookies and Tracking

We use cookies and similar technologies for:

• Essential functions: authentication, session management, security
• Preferences: remembering your settings and preferences
• Analytics: understanding how the Service is used (in aggregate)
• Payment processing: our payment processor sets cookies necessary for fraud detection and payment

You can control cookies through your browser settings. Disabling essential cookies may prevent the Service from functioning correctly.

We do not use third-party advertising cookies or behavioral advertising trackers.

8. Children's Privacy

The Service is not intended for users under 18. We do not knowingly collect personal information from anyone under 18. If you believe we have collected information from a child, please contact us at privacy@kptcoach.com and we will delete it.

9. International Users

The Service is operated from the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States. By using the Service, you consent to this transfer.

We currently do not target users in the European Economic Area, United Kingdom, or other jurisdictions with comprehensive data protection regimes outside the United States.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service at least 30 days before the changes take effect. The "Last Updated" date at the top of this policy reflects when it was most recently revised.

Continued use of the Service after changes take effect constitutes acceptance of the updated policy.

11. Contact Us

For questions, concerns, or requests about this Privacy Policy or your personal information:

KPT Industries, LLC
4700 S. Mill Avenue
Tempe, AZ 85282
Email: privacy@kptcoach.com

For account deletion: Delete My Account or email privacy@kptcoach.com with the subject "Account Deletion Request."