How we handle your data.
Last updated 18 April 2026.
Who we are
Coaching Cloud is a product of Wisdom11 Ltd(in the process of being renamed LAB233 Ltd), registered in England & Wales under company number 7363602. Our registered office is 43 Berkeley Square, London W1J 5AP. Our UK VAT number is GB997026774.
For anything to do with your data or this policy, write to privacy@coachingcloud.com. We are the data controller for the information described below.
What we collect
Your email address (used as your login) and, if you share it during onboarding, the name you’d like to be called.
During onboarding you have a short conversation with Coaching Cloud about how you work — who you coach, what you believe coaching is for, phrases and moves you return to, edges you’d refer out. We save the output of that conversation so every prep brief and session extraction reads like you.
Client records you create; session notes or transcripts you paste or upload; the structured summaries we extract; the prep briefs we write; and the rolling client context that builds up across sessions. This content may include personal information about your clients, which you are responsible for handling in line with your own professional and legal obligations.
Payments are handled by Stripe. We store the Stripe customer and subscription IDs, plus non-sensitive metadata such as plan, renewal date and VAT country. We never see or store your card number — Stripe does.
Standard request logs and error traces so we can keep the product running and investigate problems. Nothing is sold, and nothing is shared for marketing.
How we use it
We use your information to run the service you’ve paid for: signing you in, saving your content, generating extractions and prep briefs, handling your subscription, and responding when you ask us something.
Our legal basis under UK GDPR is performance of the contract you enter into when you subscribe, and legitimate interestsin running a secure, working product (for error logging, fraud prevention, and billing reconciliation). Where we send you the occasional service email — a receipt, an account notice, a change to these policies — that’s covered by the same bases.
What we do not do with it
We do not use your notes, extractions, or prep briefs to train any AI model, ours or anyone else’s. We do not sell your data. We do not share it with advertisers or data brokers. Your clients are your clients.
Who processes it for us
A small number of carefully-chosen service providers act as our sub-processors. Each is bound by a data processing agreement.
Hosts your data — client records, session content, coach profile, auth sessions — in Supabase Postgres in the European Union (Frankfurt region). Supabase is a GDPR-compliant processor.
Receives the specific prompts we send to generate extractions and prep briefs — typically the session notes or transcript you just pasted, your coach profile, and the relevant client context. Anthropic processes the request and returns an output. Anthropic does not retain these requests for training. Requests may transit infrastructure in the United States; we rely on Anthropic’s Standard Contractual Clauses for the transfer.
Handles your subscription, card processing, VAT, and invoices. Stripe is the processor for your payment information.
Serves the Coaching Cloud application. Vercel does not have access to your database; it serves the website that talks to it.
How Coaching Cloud uses AI
Coaching is an ethical practice, and several professional bodies — including the ICF’s 2025 Code of Ethics — now require coaches to disclose AI use to their clients. This section is written so you can cite it or link to it directly from your own client agreements.
Coaching Cloud uses Claude, the AI assistant from Anthropic. Two models, for different jobs: Claude Sonnet 4.6 extracts the shape of a session from the notes or transcript you paste in, and keeps your rolling picture of each client current; Claude Opus 4.7 writes the prep briefs you read before the next session, where depth and cross-framework thinking matter most.
For each AI operation, we send only what’s needed for that operation: the session notes or transcript you’ve just provided, your coach profile (the short description of how you work, built during onboarding), the relevant client’s rolling context (past extracted summaries, themes, open loops), and a handful of orientation details like the session date and client name. Nothing more.
Your notes, your extractions, and your prep briefs are not used to train any AI model — ours, Anthropic’s, or anyone else’s. They are not shared with anyone for marketing or any other purpose.
AI requests transit Anthropic’s infrastructure, which may be in the United States; we rely on Anthropic’s Standard Contractual Clauses for that transfer. Your data at rest — client records, closed-out sessions, prep briefs, your coach profile — lives in the European Union (Frankfurt), in Supabase Postgres.
You, the coach, are the data controller for information about your clients. Coaching Cloud is a processor acting on your instructions. Anthropic is a sub-processor to Coaching Cloud, bound by their own data processing agreement and published privacy commitments.
Where your data lives
Your primary data — client records, closed-out sessions, prep briefs, coach profile — is stored in the European Union (Frankfurt). Individual requests to generate AI output may be processed by Anthropic in the United States, under Standard Contractual Clauses, and those requests are not retained.
How long we keep it
For as long as you have an account. You can delete your account at any time from Settings — doing so permanently removes your clients, their content, your coach profile, and your auth user.
If your subscription ends and you don’t reactivate, your account moves to read-only — nothing disappears. If it stays inactive for 90 days we’ll email you before archiving; nothing is deleted without notice.
Limited billing records (invoices, VAT receipts) are retained for six years to meet UK tax law.
Your rights
Under UK GDPR you have the right to access the personal data we hold about you, to have it corrected if it’s wrong, to ask us to delete it, to object to or restrict how we use it, and to receive it in a portable format. Coaching Cloud gives you most of these directly in the product:
- Access and portability — Settings → Export all data gives you a ZIP with a JSON dump plus per-client markdown dossiers.
- Correction — you can edit client records, coach profile, and extracted summaries directly.
- Deletion — Settings → Delete account removes everything.
For anything else — or if you want to exercise a right and something in the product isn’t doing what you expected — email privacy@coachingcloud.com and we’ll respond within one month.
You have the right to complain to the UK Information Commissioner’s Office (ico.org.uk) if you believe we’ve mishandled your data. We’d always rather hear from you first, but it is your right.
Cookies
Coaching Cloud sets only strictly-necessary cookies: a session cookie to keep you signed in, and Stripe’s own cookies during checkout so payment can complete. We do not currently use analytics, advertising, or tracking cookies, and we don’t share your activity with third parties for marketing. If that ever changes, this page will too, and we’ll ask for your consent where required.
Data Processing Agreements
If you need a Data Processing Agreement with us — for example because you work with corporate clients who require one — write to privacy@coachingcloud.com and we’ll issue one. The same applies to Standard Contractual Clauses for any specific transfer.
Children
Coaching Cloud is a professional tool for coaches and is not intended for use by anyone under 18. We don’t knowingly collect data from children.
Changes to this policy
If we change this policy in a way that materially affects how we handle your data, we’ll email you before the change takes effect. Smaller edits — a typo, a clearer sentence — we may make without notice; the “last updated” date at the top always reflects the most recent change.
How to reach us
Wisdom11 Ltd (trading as Coaching Cloud)
43 Berkeley Square, London W1J 5AP
Company number 7363602 · VAT GB997026774
privacy@coachingcloud.com
See also: Terms of Service.