Docu-Coach (“we,” “us,” or “our”) respects your privacy. This Privacy Policy explains how we collect, use, disclose, and protect information when you visit docu-coach.com, use our web application, or communicate with us (collectively, the “Service”).
This Policy applies to information we process as a service provider to restaurants and hospitality organizations (“Customers”). Customers are generally responsible for their own workforce privacy notices and lawful bases for processing employee-related data. If you are an employee whose manager uses Docu-Coach, contact your employer first; we assist Customers with their data requests as described below.
1. Information we collect
Account and contact information
When you register or contact us, we may collect name, email address, organization name, role, and messages you send to support.
Customer Content (workforce documentation)
Customers may submit information about their teams, including:
- Employee names, roles, locations, hire or start dates, and internal identifiers;
- Incident descriptions, coaching notes, performance summaries, and related metadata (dates, categories, witnesses);
- Voice recordings and derived transcripts when managers use voice capture;
- Files or exports generated from the Service.
This data may relate to identifiable individuals in your workplace. Customers choose what to enter and who may access it within their account.
Usage and technical information
We automatically collect information such as IP address, browser type, device information, pages viewed, timestamps, and diagnostic logs needed to operate and secure the Service.
Cookies and similar technologies
We use cookies and local storage for authentication, session management, preferences, and security. You can control cookies through browser settings; disabling certain cookies may limit login or app functionality.
Payment information
If you purchase a paid plan, payment details may be collected by us or a payment processor acting on our behalf. We do not store full payment card numbers on our application servers when processing is handled by a third-party processor.
2. How we use information
We use information to:
- Provide, maintain, and improve the Service;
- Authenticate users and enforce security;
- Process voice and text content when AI features are enabled (for example, transcription or polishing);
- Communicate about the Service, billing, and support;
- Comply with law and protect rights, safety, and integrity of the Service;
- Analyze aggregated or de-identified usage to improve product design.
We do not sell personal information for money. We do not use Customer Content to train public AI models for unrelated products without a clear, lawful basis and appropriate configuration.
3. AI and optional integrations
When a Customer enables AI features, relevant content (such as audio or text) may be sent to third-party AI providers (for example, OpenAI) under that Customer’s or our configured API credentials, subject to those providers’ terms. Customers who use “bring your own key” control which provider account receives that data. AI outputs should be reviewed by humans before employment decisions.
4. How we share information
We may share information with:
- Service providers who help us host, store, email, analyze, or support the Service (for example, cloud hosting, database, and authentication providers), under contractual confidentiality and security obligations;
- AI providers when features are enabled, as described above;
- Professional advisors (lawyers, accountants) under confidentiality;
- Authorities when required by law or to protect rights and safety;
- Business transfers in connection with a merger, acquisition, or asset sale, with notice where required.
We may share information among users within the same Customer account according to roles and permissions the Customer configures.
5. Data retention
We retain information for as long as the Customer’s account is active and as needed to provide the Service, resolve disputes, enforce agreements, and meet legal obligations. Customers may request deletion of account data subject to backup cycles and legal holds. Retention of voice recordings and incident records may be longer where Customers rely on them for HR documentation.
6. Security
We use reasonable administrative, technical, and organizational safeguards, including access controls and encryption in transit where supported by our infrastructure. No method of transmission or storage is 100% secure. Customers should use strong passwords, limit admin access, and secure devices used on the restaurant floor.
7. International users
We are based in the United States. If you access the Service from other regions, your information may be processed in the U.S. or other countries where our providers operate. We take steps designed to support lawful cross-border transfers where applicable.
8. Your rights and choices
Depending on your location, you may have rights to:
- Access, correct, or delete personal information we hold about you as an account holder;
- Object to or restrict certain processing;
- Port data you provided in a structured format where technically feasible;
- Withdraw consent where processing is consent-based;
- Lodge a complaint with a supervisory authority.
California residents may have additional rights under the CCPA/CPRA (know, delete, correct, opt out of certain sharing). We do not sell personal information as defined by the CPRA for monetary consideration.
To exercise rights, email hello@docu-coach.com. We may verify your identity and coordinate with your employer if you are not the account administrator. We will respond within timeframes required by applicable law.
9. Children
The Service is not directed to individuals under 18. We do not knowingly collect personal information from children.
10. Changes to this Policy
We may update this Privacy Policy from time to time. We will post the revised version on this page and update the effective date. Material changes may be communicated by email or in-app notice where appropriate.
11. Contact
Privacy questions and requests: hello@docu-coach.com
Docu-Coach · https://docu-coach.com
See also our Terms and Conditions and Refund Policy.