Privacy

Privacy Policy

Version 2.0 (replaces the version effective June 25, 2026)

KPT Coach is a sales coaching platform operated by KPT Industries, LLC ("KPT," "we," "us," or "our"), 4700 S. Mill Avenue, Tempe, AZ 85282. This Privacy Policy explains how we collect, use, share, and protect your personal information when you use kptcoach.com and our related services (the "Service").

This policy at a glance (summary only -- the full policy below controls):

• Your practice-call audio is never stored as an audio file. It is processed in real time to power the conversation, then discarded. We keep the transcript and scoring.

• We do not create voiceprints or use your voice to identify you, and we collect no biometric identifiers.

• We do not sell your personal information and do not share it for advertising. No ad trackers, ever.

• We do not use your content to train third-party AI models, and our AI providers are not permitted to train on it either.

• On a team account, your admins and managers can see your practice activity, scores, and transcripts in that workspace. A personal account is never visible to an employer.

• You can delete your account at any time; personal data is deleted within 30 days (backups within a further 60).

1. Who We Are and Scope

This policy applies to personal information we handle as the operator of the Service -- for visitors to our website, individual subscribers, and users on team or company accounts.

If you use the Service through a workspace administered by your company or another organization (an "Organization"), note that your Organization controls its workspace: it decides who is invited, what practice is assigned, and how long its training records are kept. Where we process workspace data on an Organization's behalf, we act as its service provider/processor, and the Organization is responsible for its own workplace notices and policies. Requests concerning employer-required training records may need to be directed to your Organization; we will help route them (see Section 7).

2. Information We Collect

We collect information in three ways: information you provide, information collected automatically, and information from third-party services.

2.1 Information You Provide

• Account information: name, email address, password (stored hashed), company name, role

• Billing information: payment details are collected and processed by our payment processor; we receive billing status and partial card information from them but never store full card numbers

• Profile information: voice preference (for coach playback), persona library selections, notification preferences

• Practice content: scenarios, products, goals, and rubric customizations you create

• Employer-required training records: the assigned standard, final score, pass status, completion/evaluation timestamps, and identifiers for any triggered authored rules

• Legal acceptance records: the versions of the Terms and Privacy Policy you accepted, the organization associated with the account, the acceptance source, and the date and time of acceptance

• Communications: messages you send us through support or contact forms

2.2 Information Collected Automatically

• Practice call data: transcripts and AI-generated scoring of your practice calls. Audio is processed in real time and is not stored as an audio file -- see Section 3

• Usage data: which features you use, when, and for how long

• Device and browser data: IP address, browser type, operating system, device identifiers

• Log data: error logs, deployment information, performance metrics

• Beta feature diagnostics: if you enable a feature labeled beta or experimental, additional diagnostic data about how that feature performs

• Cookies and similar technologies: see Section 11 (Cookies and Tracking)

2.3 Information From Third Parties

• Authentication providers: if you sign in through a third-party service, we receive your name and email

• Payment processor: subscription status, payment history, billing zip code, country

• Voice provider: session metadata, including call duration and conversation IDs

We do not collect Social Security numbers, driver's license numbers, precise geolocation, health information, or information about protected characteristics, and we ask that you not include such information in practice scenarios.

3. Voice and Practice-Call Data

Because KPT Coach is a voice product, we want to be precise about what happens to your voice:

• Real-time processing only. Audio of your practice calls streams to our voice provider to power the live conversation and is discarded after processing. It is not stored as an audio file by us, and our agreements require our voice provider to handle it only to provide the service to us.

• No voiceprints. No biometrics. We do not create voiceprints, do not use your voice to identify or authenticate you, and do not extract biometric identifiers from your audio.

• What we do keep. Text transcripts of your practice calls, and the AI-generated scoring and feedback derived from them, are retained so you and (on Organization accounts) your managers can review practice history. Retention and deletion follow Section 9.

• Consent. By starting a practice call, you consent to this real-time processing of your voice audio and to the creation of a transcript.

4. How We Use Your Information

We use your information to:

• Provide, operate, and maintain the Service

• Generate AI-powered scoring, debriefs, and feedback on your practice calls

• Provide score-review, support, accessibility, and accommodation assistance

• Process subscriptions and payments

• Send transactional emails (account confirmations, debrief notifications, billing receipts)

• Improve the Service, develop new features, and conduct internal analytics

• Detect, prevent, and respond to fraud, abuse, or security issues

• Comply with legal obligations

• Communicate with you about updates, support, and (where permitted, with opt-out) product news

We do not sell your personal information, and we do not share it for cross-context behavioral advertising. We do not use your practice content to train third-party AI models, and our agreements with the AI providers that process it do not permit them to train their models on it.

Where we create aggregated or de-identified data from your information (for example, feature-usage statistics), we maintain it in de-identified form and commit not to attempt to re-identify it, except as necessary to test that de-identification is effective.

5. Automated Scoring, Review, and Accommodations

KPT Coach uses automated systems to evaluate practice transcripts against authored rubrics and generate scores, feedback, pass results, and recommendations. These systems can make mistakes, miss context, or produce inconsistent results. KPT Coach scores are intended for training and coaching; they are not validated employment-selection tests, should not be treated as objective facts, and must not be used as the sole basis for a material employment decision. We instruct Organizations accordingly (see our Terms of Service, Section 5.5).

You may ask us to review an apparent scoring or data error by contacting support@kptcoach.com. If a disability, assistive technology, language access need, temporary impairment, or technical condition affects your ability to complete voice practice, contact support@kptcoach.com to request available assistance or an alternative format. Your employer or Organization remains responsible for its own accommodation process and employment decisions.

We do not ourselves use your personal information to make automated decisions that produce legal or similarly significant effects concerning you. Scores and pass results are delivered to you and, on Organization accounts, to your Organization; your Organization -- with the human review described above -- is responsible for any decisions it makes.

6. How We Share Your Information

We share your information only as described below. We have not sold or shared personal information (as those terms are defined in California law) in the preceding 12 months, and we have no plans to.

6.1 Service Providers (Subprocessors)

We use trusted third-party service providers to help us deliver the Service, including providers for:

• AI scoring and analysis of practice transcripts

• Real-time voice conversation with AI personas

• Payment processing

• Cloud hosting and database storage

• Transactional email delivery

• Authentication and account security

• Product analytics (aggregate usage measurement only -- no advertising use)

Each service provider is bound by confidentiality and data-protection obligations and may use your information only to perform the services we have contracted them to provide -- never to train their AI models on your content or for their own marketing.

A current list of our service providers is available on request by emailing privacy@kptcoach.com. Enterprise customers may also receive this information through a Data Processing Addendum.

6.2 Within Your Organization

If you are part of a team or company account, your Organization's administrators and authorized managers can see, within that workspace:

• Your practice activity and usage (sessions completed, when, and completion rates)

• Your scores, skill labels, and AI-generated feedback

• Transcripts of practice calls conducted in that workspace

• For employer-required assignments: the assigned standard, attempt status, pass status, final score, completion and evaluation timestamps, and identifiers for triggered authored rules

What Organizations do not get from us: your practice audio (it doesn't exist as a file), your password or login credentials, your billing details, activity from any personal account outside the Organization's workspace, or content you deleted under Section 7.2 (except the minimal employer audit record described there).

We instruct Organizations that automated scores are training indicators requiring human review and must not be the sole basis for a material employment decision.

6.3 Legal Disclosures

We may disclose information if required by law, subpoena, or other legal process, or if we believe in good faith that disclosure is necessary to protect our rights, the safety of users or the public, or to detect and investigate fraud or security incidents. Unless prohibited by law or the request, we will use reasonable efforts to notify you of legal demands for your personal information.

6.4 Business Transfers

If we are involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction, subject to this policy's commitments. We will notify you before your information is transferred and becomes subject to a different privacy policy.

7. Your Rights and Choices

We extend the rights in this Section to all users, regardless of where you live.

7.1 Access, Correction, and Portability

You can review and update most of your account information directly in your account settings. To request a copy of your data in a portable, machine-readable format, or to correct information you cannot edit yourself, email privacy@kptcoach.com.

7.2 Account Deletion

You can delete your account and associated personal information at any time.

To delete your account, click here: Delete My Account

If you cannot access your account or prefer email, send a request to privacy@kptcoach.com with the subject line "Account Deletion Request" from the email address associated with your account.

What happens when you delete your account:

• Your access is disabled immediately, and profile identifiers, practice transcripts, free-form coaching evidence, and rubric feedback are permanently deleted within 30 days of your request

• If your employer required a practice assignment, a minimal organization audit result may be retained for your Organization: the assigned standard, final score, pass status, completion/evaluation timestamps, and identifiers for any triggered authored rules. This record does not include your transcript, private persona prompt, evidence quotes, or free-form feedback

• We request deletion of your identity-provider account. If the provider cannot confirm deletion, its opaque identifier may be retained only as a security tombstone so the deleted login cannot be recreated as a new account

• Backup copies are purged within an additional 60 days

• Aggregated, de-identified usage statistics may be retained (they no longer identify you)

• We may retain certain information as required by law (for example, transaction records for tax purposes) or for fraud prevention, as described in Section 9

If you are part of an Organization account, deleting your individual account removes the private content described above but may not delete shared content (such as scenarios created for the team) or the minimal employer-required audit result, which your Organization controls. Contact privacy@kptcoach.com for an organization-level deletion request.

7.3 Marketing Choices

Transactional emails (receipts, debrief notifications, security notices) are part of the Service. Product-news and marketing emails always include an unsubscribe link, and you can also opt out at any time by emailing privacy@kptcoach.com.

7.4 Cookies

See Section 11 for your cookie choices.

8. US State Privacy Rights

8.1 Scope

Residents of California and of other states with comprehensive consumer privacy laws -- including Virginia, Colorado, Connecticut, Utah, Texas, Oregon, Montana, Florida, Delaware, Iowa, Nebraska, New Hampshire, New Jersey, Tennessee, Minnesota, Maryland, Indiana, Kentucky, and Rhode Island -- have specific statutory privacy rights. Some of these laws apply only to businesses above certain size thresholds; we honor the rights below for all US residents regardless of whether a particular statute technically applies to us.

8.2 Your Rights

• Right to know / access: confirm whether we process your personal information and obtain a copy of it

• Right to correct inaccurate personal information

• Right to delete your personal information (Section 7.2)

• Right to portability: receive your data in a portable, readily usable format

• Right to opt out of (a) the sale of personal information, (b) sharing/processing for targeted advertising, and (c) profiling in furtherance of decisions with legal or similarly significant effects -- we do not sell personal information, do not process it for targeted advertising, and do not ourselves make profiling-based decisions of that kind (Organizations are responsible for their own decisions, per Section 5), so there is nothing to opt out of; if that ever changes we will provide a clear opt-out first

• Right to limit use of sensitive personal information: we use sensitive personal information (account login credentials) only to provide the Service, which does not require a limitation option

• Right to non-discrimination: we will not deny service, charge different prices, or degrade quality because you exercised a privacy right

8.3 How to Exercise Your Rights

Submit requests by emailing privacy@kptcoach.com, using the in-product deletion link, or writing to the address in Section 15. We will verify your request by confirming control of the email address associated with your account and, where necessary, asking for additional confirming information; we use requested information only for verification. An authorized agent may submit a request on your behalf with your signed permission; we may still verify your identity directly.

We will respond within 45 days, extendable once by another 45 days where reasonably necessary (we will tell you if we need the extension). We do not charge for requests unless they are manifestly unfounded or excessive.

8.4 Appeals

If we decline a request, we will explain why. You may appeal by replying to our decision or emailing privacy@kptcoach.com with the subject line "Privacy Appeal." We will respond within the period required by your state's law (generally 45-60 days) with a written explanation. If your appeal is denied, you may contact your state Attorney General; California residents may contact the California Privacy Protection Agency.

8.5 California Disclosures (CCPA/CPRA)

Categories of personal information. In the preceding 12 months, we have collected the following categories of personal information (as defined in Cal. Civ. Code Section 1798.140):

We do not collect: characteristics of protected classifications, biometric information (including voiceprints), precise geolocation, health or genetic data, or the contents of mail/email/text messages not directed to us.

Sale/sharing: We have not sold or shared personal information in the preceding 12 months, including of minors, and do not do so.

Global Privacy Control and Do Not Track: Because we do not sell or share personal information, there is no sale/sharing to opt out of; we nonetheless treat a browser's Global Privacy Control (GPC) signal as a valid opt-out preference signal to the extent applicable law requires. Our Service does not respond to legacy "Do Not Track" browser signals, for which no uniform standard exists (this disclosure is made under CalOPPA).

Shine the Light: We do not disclose personal information to third parties for their own direct-marketing purposes (Cal. Civ. Code Section 1798.83).

9. Data Retention

We retain personal information only as long as needed for the purposes above, then delete or de-identify it:

10. Data Security

We implement administrative, technical, and physical safeguards designed to protect your personal information, including:

• Encryption in transit (TLS) for all data

• Encryption at rest for database storage

• Access controls limiting employee access to personal data to those who need it

• Vendor security review for the service providers that handle your data

• Logging, monitoring, and a documented incident-response process

No method of transmission or storage is 100% secure, and we cannot guarantee absolute security. If a security incident affects your personal information, we will notify you and the relevant regulators as required by applicable law, without undue delay. Enterprise customers may contract for additional notification commitments in a signed agreement.

11. Cookies and Tracking

We use cookies and similar technologies for:

• Essential functions: authentication, session management, security

• Preferences: remembering your settings

• Analytics: understanding how the Service is used, in aggregate

• Payment processing: our payment processor sets cookies necessary for fraud detection and payment

We do not use third-party advertising cookies or behavioral advertising trackers. You can control cookies through your browser settings; disabling essential cookies may prevent the Service from functioning correctly. For our treatment of Global Privacy Control and Do Not Track signals, see Section 8.5.

12. Children's Privacy

The Service is not intended for anyone under 18, and we do not knowingly collect personal information from anyone under 18. If you believe we have collected information from a child, contact privacy@kptcoach.com and we will delete it.

13. International Users

The Service is operated from the United States and is directed to users in the United States. If you access the Service from outside the United States, your information will be transferred to, processed, and stored in the United States, which may have different data-protection rules than your jurisdiction. We do not currently target or offer the Service to users in the European Economic Area or the United Kingdom.

14. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service at least 30 days before the changes take effect, and we will update the "Last Updated" date and version number above. We will not apply material changes retroactively to previously collected information without your consent where consent is required by law. Prior versions are available on request.

15. Contact Us

For questions, concerns, or requests about this Privacy Policy or your personal information:

KPT Industries, LLC\

4700 S. Mill Avenue\

Tempe, AZ 85282\

Email: privacy@kptcoach.com

For account deletion: Delete My Account or email privacy@kptcoach.com with the subject "Account Deletion Request."