Privacy Policy

1. Introduction

CoachKeeper ("we", "us", "our") is a personal knowledge management application. This Privacy Policy explains how we collect, use, store, and protect your personal data when you use our service, in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. We act as the data controller for your personal data.

2. Data We Collect

Account Data

Email address (used for authentication and account recovery) and a securely hashed password (bcrypt). We never store your password in plain text.

User-Created Content

Notes (rich text documents), Todos (structured tasks with checklists), Events (calendar items), and Sources (uploaded files). This content is stored on our servers to provide the service.

AI Chat Messages

Messages you send through the AI assistant are processed in real-time to generate responses. Chat history is maintained per session for context continuity. If you enable the optional memory feature, selected AI memories persist between sessions and can be viewed and deleted in Settings.

Browser Storage (localStorage)

With your consent, we store UI preferences locally in your browser: theme settings, layout dimensions, editor font, tab state, agent configuration, and onboarding state. These are never transmitted to our servers. You can reject or withdraw this consent at any time.

3. Legal Basis for Processing

Contract Performance (Art. 6(1)(b) GDPR)

Processing your account data and user-created content is necessary to provide the CoachKeeper service you signed up for.

Consent (Art. 6(1)(a) GDPR)

Browser localStorage preferences are only stored with your explicit consent, which you can withdraw at any time via Settings or the consent banner.

Legitimate Interest (Art. 6(1)(f) GDPR)

Security measures (rate limiting, HTTPS enforcement, security headers) and request logging for service reliability and abuse prevention.

4. Sub-Processors & Third-Party Services

We share data with the following third-party processors, solely for the purposes described:

5. Google Calendar Integration (Optional)

If you choose to connect Google Calendar, CoachKeeper requests access to Google user data through Google's OAuth consent screen. This integration is entirely optional — CoachKeeper works fully without it — and you can disconnect at any time from Settings > Calendar.

Scopes We Request

• See, create, change, and delete events on calendars this application creates (.../auth/calendar.app.created): CoachKeeper creates a single dedicated calendar named "CoachKeeper" in your Google account and writes your CoachKeeper events there. This scope does not permit us to modify any of your other calendars or the events on them.
• See the list of Google calendars you're subscribed to (.../auth/calendar.calendarlist.readonly): returns the names and identifiers of your calendars, not their contents. It exists so the availability check below can cover every calendar you keep, rather than only your primary one.
• View your availability in your calendars (.../auth/calendar.freebusy): returns busy and free time blocks only — start and end times, with no titles, descriptions, guests, or locations. It is used solely so that suggested time blocks do not overlap with commitments you already have. CoachKeeper cannot read the contents of your events with this permission.

We Deliberately Ask for Less

Google offers broader calendar permissions that would let an application read every event on every calendar you own. CoachKeeper does not request them. The two permissions above are the narrowest pair that still deliver the feature, which is why connecting CoachKeeper does not show the "unverified app" warning Google displays for applications requesting sensitive calendar access.

How We Use This Data

Google Calendar data is used exclusively to provide the calendar-sync features you enabled: writing your CoachKeeper events to the dedicated CoachKeeper calendar in your Google account, reflecting changes you make to those events in Google back into CoachKeeper, and checking your availability when scheduling. We do not use Google user data for advertising, we do not sell or transfer it to third parties, and we do not use it to develop, improve, or train any generalized machine-learning or AI model.

Google Data and the AI Assistant

When you ask the AI assistant to schedule something, the busy and free time blocks needed to answer that request may be sent to our AI processor (see Section 4) to generate the response. Because CoachKeeper only requests availability, no titles, descriptions, guests, or locations from your other calendars are ever available to the assistant. This happens only for actions you initiate, and the AI processor is contractually prohibited from training on the data.

Limited Use Disclosure

CoachKeeper's use and transfer of information received from Google APIs to any other app adheres to the Google API Services User Data Policy, including the Limited Use requirements.

What We Store

We store an encrypted Google refresh token (so sync continues without repeated sign-ins), the identifier of the CoachKeeper calendar we created, and sync bookkeeping for that calendar such as per-event Google identifiers and incremental change tokens. Availability results from your other calendars are used at the moment you schedule something and are not stored.

Revoking Access

Disconnect at any time from Settings > Calendar, which deletes the stored refresh token and all Google event identifiers from our database. You may also revoke access directly at myaccount.google.com/permissions. Disconnecting does not delete the CoachKeeper calendar already created in your Google account — you can remove that from Google Calendar yourself.

6. Data Retention

• Active Account: Your data is retained for as long as your account is active.
• Soft-Deleted Items: Notes, todos, and events you delete are moved to trash. They are permanently purged after your configured retention period (7, 14, 30, or 90 days — configurable in Settings).
• AI Chat: Conversation history is session-based and not permanently stored. Optional AI memories can be individually deleted or bulk-cleared in Settings.
• Account Deletion: When you delete your account, all associated data is permanently and irreversibly removed, including notes, todos, events, sources, uploaded files, AI memories, embeddings, and action logs.

7. Your Rights

Under the GDPR, you have the following rights, all exercisable through the Settings page:

• Right of Access (Art. 15): Export all your data as a ZIP archive (notes as Markdown, todos and events as JSON, AI memories).
• Right to Rectification (Art. 16): Edit any of your content directly within the application.
• Right to Erasure (Art. 17): Delete your entire account and all associated data with password verification. This action is permanent and irreversible.
• Right to Data Portability (Art. 20): Download your data in structured, machine-readable formats (JSON, Markdown).
• Right to Restriction (Art. 18): Contact us to request restriction of processing.
• Right to Object (Art. 21): Contact us to object to processing based on legitimate interest.
• Right to Withdraw Consent (Art. 7(3)): Withdraw your localStorage consent at any time via Settings > Privacy & Data > Manage Cookie Preferences.

8. International Data Transfers

Currently, AI-related data is processed by OpenAI in the United States. We are migrating to Azure OpenAI Service hosted in the EU (Sweden/Netherlands) to eliminate international data transfers for AI processing. Until migration is complete, we rely on OpenAI's published Data Processing Addendum for transfer safeguards. This section will be updated upon completion of the EU migration.

9. Security Measures

We implement the following technical and organizational measures to protect your data:

• HTTPS with HSTS (HTTP Strict Transport Security) enforced in production
• Authentication via httpOnly, Secure, SameSite cookies — tokens are never accessible to JavaScript
• Content Security Policy (CSP) headers preventing cross-site scripting attacks
• Password hashing with bcrypt (industry-standard adaptive hashing)
• Rate limiting on authentication endpoints to prevent brute-force attacks
• Security headers: X-Frame-Options, X-Content-Type-Options, Referrer-Policy, Permissions-Policy

10. Contact

For any questions about this privacy policy or to exercise your rights, contact the data controller at:

privacy@coachkeeper.app

11. Changes to This Policy

We may update this privacy policy from time to time. Material changes will be communicated through the application. Continued use of the service after changes constitutes acceptance of the updated policy.