Privacy Policy

1. Introduction

Scale Architects, LLC, a Georgia limited liability company (“Scale Architects,” “we,” “our,” or “us”) operates a business coaching platform (the “Platform”). This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use the Platform. By using the Platform, you consent to the practices described in this policy.

This Privacy Policy is incorporated into and subject to our Terms of Use.

2. Information We Collect

2.1 Account Information

When you create an account or are invited to the Platform, we collect:

• Name and email address
• Job title and organizational affiliation
• Timezone preference
• Account credentials (managed through our authentication provider)

2.2 Coaching and Assessment Data

As part of the coaching engagement, we collect and store:

• Leadership assessment profiles, including VOPS (Visionary, Operator, Processor, Synergist) scores
• Developmental stage assessments (Torus levels and Founder’s Evolution stages)
• Organizational lifecycle stage information
• Pre-session preparation responses and feedback
• Coaching session transcripts and AI-generated session summaries
• Action items and progress tracking data
• Program goals and coaching objectives

2.3 AI Interaction Data

When you interact with the AI coaching assistant, we collect:

• Your messages and questions to the AI assistant
• AI-generated responses
• Conversation history within coaching sessions

2.4 Coach-Uploaded Content

Coaches may upload documents, frameworks, and other materials to the Platform’s knowledge base. This content is stored and processed to power the AI coaching assistant and is accessible to Participants within the relevant coaching programs.

2.5 Usage and Technical Data

We automatically collect:

• Login activity and last sign-in timestamps
• Browser type and device information
• Email notification preferences and delivery records

3. How We Use Your Information

We use your information to:

• Provide, operate, and maintain the Platform and its coaching services
• Power the AI coaching assistant with relevant context about your coaching engagement, including your assessment profiles, session history, and program goals
• Generate session summaries, insights, and action items from coaching transcripts
• Send notifications related to your coaching sessions (e.g., pre-session reminders, post-session summaries)
• Enable coaches to track participant progress and manage coaching programs
• Improve the Platform’s functionality and user experience

4. How We Share Your Information

4.1 With Your Coach

Your coaching data, including assessment profiles, session preparation responses, AI chat interactions within sessions, and progress information, is accessible to the coach(es) assigned to your program. This is essential for the coaching engagement.

4.2 With Other Participants

If you are enrolled in a multi-participant coaching program (e.g., 2-on-1 coaching), other participants in the same program may see your name and certain profile information. Session-related data may be shared among program participants as part of the coaching process.

4.3 Third-Party Service Providers

We use third-party service providers to operate the Platform. These providers process your data only as necessary to perform services on our behalf and are contractually obligated to protect your information. The categories of service providers we use include:

• AI processing providers that process session transcripts and chat messages to generate summaries, insights, and AI assistant responses
• Cloud infrastructure and database providers for data storage and user authentication
• Email delivery providers for sending session notifications and communications
• Application hosting and scheduling providers for running the Platform and automated processes

4.4 User-Connected Integrations

Coaches may optionally connect third-party services to their Platform account in order to schedule coaching sessions, create video meetings, and sync calendar availability. The Platform currently supports connecting:

• Zoom— for creating Zoom meetings for scheduled coaching sessions. The Platform acts as a User-managed Zoom OAuth application.
• Google(Google Calendar and Google Meet) — for calendar availability and creating video meetings.
• Microsoft(Outlook Calendar and Microsoft Teams) — for calendar availability and creating video meetings.

When you authorize one of these integrations, you grant the Platform a limited-scope OAuth access token and refresh token, which we store in our database in encrypted form. We use these tokens only to perform actions you have requested through the Platform, including:

• Creating meetings on your behalf for coaching sessions you schedule in the Platform
• Reading your calendar availability, if you have enabled calendar sync
• Reading basic profile information (your name, email address, and provider account ID) so the Platform can show which account is connected

We do not access, request, store, or process any of the following from these integrations:

• Meeting recordings, transcripts, captions, or in-meeting chat
• Meeting participant lists, attendance data, or attendee personal information beyond what is required to create the meeting
• Calendar events outside the scopes you have authorized
• Any data outside the OAuth scopes you approved at the time of connection

OAuth access and refresh tokens are encrypted at rest using AES-256-GCM with a server-managed encryption key, and are decrypted only in server memory at the moment they are needed to fulfill an action you have initiated. Tokens are never exposed to your browser, to other Platform users, or to any third party other than the originating provider (e.g., Zoom).

You may disconnect any integration at any time from Settings → Integrationsin the Platform; disconnecting removes the stored tokens from our database. You may additionally revoke the Platform’s access from the relevant provider’s account security settings (for example, in the Zoom App Marketplace under Manage → Added Apps).

4.5 Legal Requirements

We may disclose your information if required by law, regulation, legal process, or governmental request.

5. AI-Specific Data Practices

The Platform’s AI coaching assistant processes your data in specific ways you should understand:

• Contextual use. When you interact with the AI assistant, it may access your assessment profiles, session transcripts, program history, and coach-uploaded content to provide contextually relevant responses.
• No model training.The Platform accesses AI services through a commercial API. Under the terms of our AI provider’s commercial API agreement, your data is not used to train or improve AI models. API inputs and outputs are retained by our AI provider only for a short period (currently seven days) for abuse and safety monitoring, after which they are automatically deleted.
• Session isolation. AI interactions are scoped to your coaching program. The AI assistant does not share information across unrelated programs or organizations.

6. Analytics and Product Improvement

What we collect. With your consent, we use Microsoft Clarity, a third-party analytics service provided by Microsoft Corporation, to understand how the Platform is used and to identify usability issues. Clarity records:

• Pages you visit and the order you visit them in
• Mouse movements, clicks, scrolls, and tap interactions
• Approximate geographic location (country/region level), browser, device type, and operating system
• A randomly generated identifier so your interactions can be grouped into a session

What we do not collect. Clarity is configured in Strict masking mode, which means the following are never recorded or transmitted:

• Names, email addresses, or other personal identifiers of you, your clients, or your coaches
• Coaching session notes, transcripts, or summaries
• Knowledge base content, assessment results, or chat messages
• Form input values, including any text you type
• Calendar event titles or meeting details

Recordings show only the structure and layout of the page, with all text content masked. We tag your session with your role (coach or client) so we can analyze coach and client experiences separately, but we do not transmit any human-readable identifier to Microsoft.

Legal basis. We process this data on the basis of your consent, which you provide through the consent banner shown when you first visit the site, and which you can withdraw at any time from your profile page. Withdrawing consent does not affect the lawfulness of processing carried out before withdrawal.

Data sharing and retention.Recordings and analytics data are stored by Microsoft on Clarity’s infrastructure and are subject to Microsoft’s Privacy Statement and the Clarity Terms of Use. Microsoft retains Clarity data for up to one year. We do not sell or share this data with any other third party.

International transfers. Clarity may transfer and process data in the United States and other countries where Microsoft operates. Microsoft maintains appropriate safeguards for international data transfers, including Standard Contractual Clauses where applicable.

Your choices. You can:

• Decline analytics during sign-up or first visit
• Withdraw consent at any time from Profile → Privacy
• Request information about, or deletion of, any data associated with you by contacting info@scalearchitects.com

If you decline or withdraw consent, the Platform will continue to function normally; only the analytics tracking is disabled.

7. Data Retention

We retain your data for as long as your account is active and indefinitely thereafter unless you request deletion. Coaching session data, transcripts, AI-generated summaries, assessment profiles, and related records are retained as part of the coaching program record to support long-term coaching continuity and historical reference.

If you wish to have your personal data deleted, you may submit a request to info@scalearchitects.com. We will process deletion requests in accordance with applicable law, subject to any legal retention obligations. Please note that deletion of your data may affect your coach’s ability to access historical coaching records associated with your program.

8. Data Security

We implement reasonable technical and organizational measures to protect your personal information, including role-based access controls that restrict data access based on user roles, encrypted data transmission, and secure authentication. OAuth tokens for user-connected integrations (see Section 4.4) are encrypted at rest using AES-256-GCM. However, no method of electronic storage or transmission is completely secure, and we cannot guarantee absolute security.

9. Your Rights

Depending on your jurisdiction, you may have certain rights regarding your personal information, as described below.

9.1 General Rights

All users of the Platform may:

• Access the personal information we hold about you
• Request correction of inaccurate information
• Request deletion of your personal information, subject to Section 7

9.2 Rights for Users in the European Economic Area (GDPR)

If you are located in the European Economic Area (EEA), United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR), including:

• Right to access. You may request a copy of the personal data we process about you.
• Right to rectification. You may request correction of inaccurate or incomplete data.
• Right to erasure. You may request deletion of your personal data, subject to legitimate retention needs.
• Right to restriction of processing. You may request that we limit how we use your data.
• Right to data portability. You may request a portable copy of your data in a structured, commonly used format.
• Right to object. You may object to processing of your data based on legitimate interests.
• Right to lodge a complaint. You have the right to lodge a complaint with a supervisory authority in your jurisdiction.

Our legal basis for processing your personal data includes: performance of a contract (providing the coaching platform services), legitimate interests (improving the Platform and ensuring security), and consent (where applicable). To exercise your GDPR rights, contact us at info@scalearchitects.com.

9.3 Rights for California Residents (CCPA/CPRA)

If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), provides you with additional rights, including:

• Right to know. You may request that we disclose the categories and specific pieces of personal information we have collected about you, the categories of sources, the business purpose for collecting it, and the categories of third parties with whom we share it.
• Right to delete. You may request deletion of your personal information, subject to certain exceptions.
• Right to correct. You may request correction of inaccurate personal information.
• Right to opt out of sale or sharing. We do not sell your personal information. We do not share your personal information for cross-context behavioral advertising purposes.
• Right to non-discrimination. We will not discriminate against you for exercising any of your CCPA rights.

To exercise your CCPA rights, contact us at info@scalearchitects.com. We will verify your identity before processing your request.

10. Children’s Privacy

The Platform is not intended for use by individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected personal information from a child, we will take steps to delete it promptly.

11. International Data Transfers

Your data may be transferred to and processed in the United States and other countries where our service providers operate. If you are located outside the United States, you acknowledge that your data will be transferred to the United States, where data protection laws may differ from those in your jurisdiction. We take appropriate safeguards to ensure your data is protected in accordance with this Privacy Policy.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of material changes through the Platform or by email. Your continued use of the Platform after notification constitutes acceptance of the updated policy.

13. Contact Information

If you have questions about this Privacy Policy or our data practices, or if you wish to exercise any of your rights described above, please contact us at info@scalearchitects.com.