# AI and Your Data

Last updated: 19 May 2026

We built Impactean's AI coach because behavioural change is hard and a great coach is rare. We're aware that "AI coach" raises legitimate concerns about privacy, accuracy, and dependency. Here's exactly how we handle them.

## Where the AI runs

OpenAI's API in the United States. Models in use: gpt-5.1 (primary coaching), gpt-4o (file extraction), gpt-4o-mini (commitment generation, summaries), gpt-4o-mini-realtime-preview (voice), gpt-4o-mini-transcribe (speech-to-text), tts-1 (text-to-speech).

Transfers out of the EEA are governed by EU Standard Contractual Clauses.

## What is sent

When you chat with the coach, we send:
- the message you just wrote,
- prior messages in the same session and short summaries of recent prior sessions,
- a structured summary of your assessment results and coaching goals,
- (optional) any image you attach,
- a system prompt describing the coaching style for your tier.

We do not send your password, payment information, or other users' data.

## What is not done with it

- Your inputs and outputs are not used to train OpenAI's models, by contract.
- We do not use your coaching content to train any other model.
- We do not share coaching chat transcripts with your employer. Business plans may receive programme-level analytics under the DPA — not your messages.
- We do not sell or rent your data.

## Retention at OpenAI

Today we use OpenAI's standard API. OpenAI may retain inputs and outputs for up to 30 days for abuse monitoring, after which they are deleted. We are upgrading to OpenAI Enterprise with Zero Data Retention; this page will update on the day the upgrade is live.

## Our own retention

Coaching conversations are stored in Supabase (Frankfurt, EU). They are visible only to you, accessible to a small subset of Impactean engineers under audit only when necessary for support or security. You can delete individual sessions in the app; full account closure is requested via privacy@impactean.com (see Privacy Policy retention).

## Decision-making

Our AI does not make legally significant or similarly significant automated decisions about you. The AI Coach is a development tool. It will not score you for a promotion, deny you a job, set your insurance premium, or unlock or restrict any feature on its own.

## Quality, bias, and safety

- Our prompts and behaviour are reviewed by humans against ICF coaching ethics.
- We test for bias on protected categories before shipping prompt changes.
- The coach is instructed not to provide medical, mental-health, legal, or financial advice and to encourage qualified professionals when those topics arise.
- **Not a crisis service.** We do not monitor chats in real time, operate a hotline, or take responsibility for actions you take outside the app. If you are in immediate danger, contact local emergency services (e.g. **112** in the EU). OpenAI's API may apply its own automated safety filters to prompts and responses.
- **Limits on confidentiality** match our Privacy Policy: we may disclose where required by law or where we reasonably believe there is a serious risk of harm to you or others, subject to applicable law.

## Your controls

- Delete individual coaching sessions from the coaching sessions list in the app.
- Download your Impact Capacity Report as a PDF from the report viewer.
- Email **privacy@impactean.com** for full account closure, data export, or other privacy requests.