Version 3 · Effective 2026-08-15

This document is a draft and has not yet been reviewed by legal counsel. It is not yet in effect.

AI Transparency Notice

Version: 3 · Last revised: August 15, 2026 · not yet in effect — see the notice above

Coachstra uses artificial intelligence to help coaches transcribe and summarize their own coaching sessions. This notice explains what the AI does, its limitations, and what it is not.

What the AI does

• Transcription — converts session audio into text, using a speech-to-text model provided by OpenAI (currently Whisper).
• Note and summary generation — drafts session notes, summaries, and (where enabled) suggested action items from the transcript, using a language model provided by OpenAI. The specific model changes over time as OpenAI's offerings improve; see our Sub-processors list for the model currently in use.
• Intake briefings — prepares a short briefing for the coach from the written answers a client gives in an intake form, using the same language model. This is the one AI feature that does not involve a session: it reads what the client typed, not any recording. It runs only if the client ticks the box that allows it on the form; otherwise their answers are never sent for AI processing. A client can withdraw that choice later, from Your AI choices.

What the AI does not do

• It does not make automated decisions about you or your clients that produce legal or similarly significant effects — see Privacy Policy, Section 3.
• It is not trained on your session content, your clients' data, or any other customer's data.
• It does not provide legal, medical, clinical, or financial advice, and coaching notes it generates must not be treated as such.

Limitations and human review

AI-generated transcripts and notes may contain errors, omissions, or mischaracterizations ("hallucinations") — they are a drafting aid, not a verified record. AI-generated content is labeled as AI-generated in the coach's workspace, and carries machine-readable marking identifying it as artificially generated wherever it is shared. A coach must review notes before relying on them or sending them to a client; once the coach has reviewed and adopted them, they are presented to the client as the coach's own record of the session rather than as machine output.

Consent

AI processing of a session only occurs where the applicable consent gate has been satisfied — see our Data Processing Agreement and Client Terms for how consent is captured.

Intake briefings are gated differently, because there is no session to attach a consent decision to: the client makes the choice on the intake form itself, and a coach can switch the feature off for their whole practice.

Withdrawing. A client can withdraw either consent (AI notes for sessions, or the intake briefing) at any time, from Your AI choices in their Client Portal or from a personal link in their emails. AI stops at once, including a recording in progress. The AI-made material is deleted seven days later, within a day of the date shown; switching back on within those seven days cancels the deletion. See our Privacy Policy, Section 7.

Changes to the models we use

We may update the specific AI models we use over time. This notice describes the current provider and general capability; our Sub-processors list is the authoritative record of the current specific vendor and model.

This document is a draft. It supports our EU AI Act Article 50 transparency obligations but has not yet been reviewed by legal counsel.