Your sessions build one thing. Your AI.
Every session builds one thing: your own AI, private to you. Inside it, each client has a space of their own, fully separate from your other clients. Here is how that works.
Every edit you make to what it drafts teaches it, so it sounds more like you the longer you work with it.
Preparing for Linda draws on everything you and Linda have built. Her goals, her sessions, her commitments, whole and in one place. Ava and Tom each have the same, in a space of their own. These are layers of context, not training: what a client says is used to work with that client, and never to build a model.
The answer you can say out loud.
When a client asks what happens with the recording of a session, this whole page comes down to an answer you can give in person: “The recording is not kept. My notes come from the transcript, and the transcript is stored in Frankfurt, in Germany. Only I and my own AI use it, it never trains anyone else’s, and you can say no at any time, to a single session or to all of it.” That answer is what lets you offer the notes, the messages and the AI without hedging.
Confidentiality stays at the centre.
So it holds in every coaching engagement.
The material stays yours
- You already held all of this. Your clients' notes and confidences were yours before CoachNova existed. You still decide what happens to every part of it, and we only ever process it for you. In law that makes you the controller and us your processor, which is what the data processing agreement (opens in a new tab) writes down. The obligation is not new. Only the name for it is.
- What you bring in stays yours too. Your methodologies, worksheets, accreditations and your book upload as PDF, Word or text. They teach your AI and nobody else's, they are never pooled, and they come back out with everything else if you go.
- The audio is never kept. A session is transcribed and the recording is discarded. There is no library of your clients speaking.
- Nothing is deleted by us while the work is live. Transcripts and notes are kept for as long as you work with that client. After you cancel, the export window stays open for 90 days.
- Your records stay portable. Notes, transcripts and history export whenever you want them, so the record-keeping your body expects is never trapped in here.
The client agreement still governs
- Consent is asked inside the product, before the first recorded session, and can be withdrawn at any point without asking you.
- Any single session can stay off the record. Some conversations should not be captured. Switch recording off for that session and nothing is.
- Supervision is yours to bring. What you may take to supervision is set by your agreement with your client, as it always was. Nothing here narrows it, and what you need exports.
- Whoever funds the coaching learns that sessions happened, and nothing else. No employer, sponsor or programme sees a word of what was said.
When someone asks you about the AI
- Your client always knows. The AI is named after you, your client is told plainly that they are talking to it, and a coach is behind it. That is the transparency the EU AI Act is built around.
- The AI knows its limits. It knows the boundaries of a coaching tool, and when a conversation needs you, you get a notification and step back in.
- Built with the EU AI Act in view. We follow how the Act is being applied to tools like this one and build CoachNova around it.
- Procurement gets documents, not assurances. The DPA (opens in a new tab), the sub-processor list (opens in a new tab), and where every transfer sits.
Confidentiality is what this profession runs on, so anything joining your practice has to earn its place in the room. That is why Laura, an AI governance and privacy lawyer, has advised CoachNova from day one. Built in from the start, not a policy written afterwards.
Advisor to CoachNova from day oneLinkedIn
Say it with confidence. In your own words, or in these.
I use CoachNova, an AI that works from my methodology to support my practice. Your session records are stored in Europe. The AI that drafts my notes and talks with you is provided by a named company outside the EU, under the transfer safeguards the EU requires, and it is never permitted to train on our sessions. We control what gets recorded, and I review what CoachNova produces before it reaches you, on session notes and messaging. You can ask me at any time to access, export or delete your data. No audio recordings are stored.
CoachNova means our work does not stop when the session ends. You get me in three ways: our sessions, my messages in between, and a private AI that works from my coaching and is supervised by me, for reflection whenever you need it. You will also see the themes that come up across our engagement, so the reflection goes deeper than any single session. And in the room you get all of my attention, because the notes take care of themselves.
CoachNova stores session data in Frankfurt, Germany, with EU residency by default and no upgrade required. It is built to meet GDPR, meets SOC 2 Type II standards though it is not certified, and data is encrypted at rest and in transit. Some processing happens outside the EU, by named sub processors. Each is covered by Standard Contractual Clauses and, where applicable, the EU-US Data Privacy Framework, and none is permitted to train on session data. Every sub processor is listed with its legal entity, country, processing region and transfer mechanism. Any personal data breach is notified to the coach, as controller, without undue delay under the Data Processing Agreement. No audio is stored, and erasure is available under GDPR Article 17, requested through the coach. The Data Processing Agreement and sub processor list are at coachnova.ai/legal/dpa and coachnova.ai/legal/subprocessors.
Or let them read it for themselves: send them the client page → (opens in a new tab)
Still have a question this page does not answer? Ask Nick, our CTO.
Three documents to hand over.
One for your client, one for you, one for whoever is paying. Send them, print them, or put them in your contracting pack.
Where the data lives, what is stored, who can see it and the rights they have, in their language rather than ours. One page, theirs to keep.
Download the PDFFor youTalking points and a contracting checklistThe three scripts above in a form you can keep beside you, plus a checklist so nothing is missed in the conversation.
Download the PDFFor a sponsor or procurementData protection overviewResidency, the processor chain, transfer mechanisms and the controls, written to a reviewer rather than to you. Send it when someone asks who is paying for what.
Download the PDFWhat we don't do.
With your data
- We don't build a CoachNova coach from your transcripts. Your sessions personalise your AI and nobody else's.
- We don't let anything your client says train a model. The AI that drafts your notes is named on the sub processor list (opens in a new tab) and is contractually barred from training on your sessions.
- We don't share your sessions beyond what it takes to run CoachNova. Some data goes to our sub processors, under the safeguards the DPA requires, and every one of them is listed here (opens in a new tab).
- We don't store audio. Transcripts only.
With your clients
- We don't coach your clients, and we don't sell to them.
- We don't send notes or messages in your name without your approval.
- We don't hide your client's AI conversations from you. They are yours to read, your client is told so from the start, and anything urgent reaches you immediately.
- We don't report to whoever pays for the coaching. No progress updates to an employer or a sponsor.
With your business
- We don't lock you in. Pause or cancel any month, export everything.
- We don't take a cut of what you charge. You set the price, you keep the relationship.
- We don't run a marketplace. We do not put your client in front of another coach.
- We don't earn unless coaches keep choosing us. Growing your practice and growing CoachNova are the same thing.
The questions coaches ask most.
Where is my coaching data stored, and where is it processed?
Stored in Frankfurt, Germany, on every plan with no upgrade required. Processed in two places, which is the part procurement checks. Your sessions, transcripts and records stay in the EU. The AI that drafts your notes and talks with your client is Anthropic's Claude, which runs in the US under Standard Contractual Clauses and the EU-US Data Privacy Framework, and is contractually barred from training on your sessions. Every provider is named on the sub-processor list with its country, its processing region and its transfer mechanism. CoachNova is registered in Ireland and built to meet GDPR.
Is my client's data used to train AI?
No. Your sessions are not used to train the AI models we run on. We do not do it, and we do not authorise anyone we work with to do it. That is written into the data processing agreement, and every provider that touches your data is named on the sub-processor list.
Can I erase a client's data?
A client asks you, and you erase their data in a few clicks. The request goes through you, not through CoachNova or the client app, because you are the controller and the coaching record, chats with your AI included, is yours to decide on. That is different from the default: while an engagement is live nothing is removed unless you ask for it. GDPR Article 17: out of the live system straight away, and out of backups within 30 days.
What happens to my data if I leave?
You download everything first. Notes, transcripts, client history and your own coaching material all export, and nothing is deleted unless you ask for it. After you cancel the export window stays open for 90 days, then deletion is permanent. Your practice does not become harder to run because you stopped paying us.
What does supervised actually mean?
Four concrete things, not a posture. You set what your AI works from, your style and your frameworks. You can read every conversation your client has with it. Notes and messages that go out in your name are yours to approve first. And when a conversation needs a person, it hands back to you and you are notified. Supervision of your practice by your own supervisor is separate and unchanged, and what you need for it exports.
Who can see my coaching sessions?
Sessions are encrypted at rest and in transit, and no one here opens them to look around. The only time a person at CoachNova sees your session is when you ask us for help with it, and then access is limited to what that request needs, for as long as the fix takes, and every access is logged. Ask us for that log whenever you want it and we will show you who opened what, and when. If something goes wrong, you are notified without delay, which is written into the data processing agreement. One thing to know rather than discover: session notes are also delivered by email through a named processor, so that is the one route where content leaves our platform, the way any email does.
See it working in your own practice.
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