Legal

1. About this policy

This Privacy Policy explains how Coach X2 collects, uses and protects personal information when you:

• hold a Coach X2 account;
• create or manage an AI coach;
• visit or interact with a public Coach X2 page;
• contact Coach X2 for support;
• receive an invitation or service email.

In this policy, Coach X2, we, us and our refer to Gareth Lamb trading as Coach X2.

2. Our role and the coach owner’s role

Coach X2 controls personal information used to administer accounts, provide the platform, maintain security, send service communications and understand general platform usage.

Each AI coach is configured by an account owner. The owner determines its instructions, uploaded materials, public profile, commercial purpose and suggested next steps.

When you interact with an owner’s public coach, that owner may also be responsible for how the coach is configured and how information collected through the interaction is used. Owners should provide any additional privacy information relevant to their own business.

3. Information we collect

Account and invitation information

This may include:

• name;
• email address;
• account and workspace identifiers;
• invitation status;
• authentication and session information;
• account status;
• support communications.

We do not receive or store your account password in readable form.

Coach configuration and uploaded content

An account owner may provide:

• coach instructions;
• business and audience information;
• uploaded documents and knowledge files;
• profile names and descriptions;
• profile images or logos;
• links and calls to action;
• category and configuration information.

Profile information that the owner chooses to publish may be visible on their public coach page. Other uploaded files and configuration information are not intentionally made public.

Visitor chat content

When a visitor communicates with a public AI coach, the conversation text is processed to generate a response.

Coach X2 does not intentionally retain complete visitor chat transcripts in its own application database. Conversation content exists during the active interaction and is transmitted to third-party AI infrastructure to generate a response.

Third-party infrastructure providers may process or temporarily retain technical or conversation data under their own contractual security and retention arrangements.

Visitors should not enter highly sensitive, confidential or unnecessary personal information into a coach conversation.

Usage and technical information

We may record limited usage, operational and security information, including:

• conversations started;
• number of messages;
• approximate session duration;
• CTA displays and clicks;
• broad outcome or category information;
• response success and error events;
• browser, device, IP address or request metadata contained in technical logs;
• security and abuse-prevention events.

Usage reporting is intended to be anonymous or aggregated where reasonably possible. Technical and security records may still contain online identifiers.

Communications

If you contact us, we may retain your message, contact details and our response so that we can resolve the request and maintain an appropriate support record.

4. How we use information

We use personal information to:

• create and administer accounts;
• provide invitations and authentication;
• operate and publish AI coaches;
• process chat messages and generate AI responses;
• store owner instructions, files and settings;
• provide password resets and other service emails;
• protect Coach X2 against misuse and security threats;
• investigate errors and provide support;
• measure service performance and general usage;
• enforce our terms;
• comply with legal obligations;
• improve the reliability and functionality of Coach X2.

5. Lawful bases

Depending on the situation, we rely on:

• Contract: where processing is necessary to provide the requested service.
• Legitimate interests: to maintain, secure and improve Coach X2, prevent misuse and support users.
• Legal obligations: where information must be processed or retained to comply with law.
• Consent: where consent is legally required for a particular activity.

We do not currently use Coach X2 account or visitor information for third-party advertising.

6. Who receives information

We may provide information to service providers that help us operate Coach X2, including:

• cloud hosting, database and authentication providers;
• AI model and AI infrastructure providers;
• transactional email providers;
• security, monitoring and technical-support providers;
• professional advisers;
• regulators, courts or public authorities where legally required.

These organisations receive only the information reasonably required for their role.

We may also disclose information in connection with a genuine sale, restructuring or transfer of the service, subject to appropriate confidentiality and data-protection safeguards.

7. International processing

Some service providers may process information outside the United Kingdom.

Where data-protection law requires it, we will seek to use recognised safeguards for international transfers, such as adequacy regulations, approved contractual protections or equivalent lawful mechanisms.

8. Retention

We retain information only for as long as reasonably necessary for the purpose for which it was collected.

In general:

• account information is retained while an account remains active;
• owner files, images and configuration remain until removed, the account is deleted, or they are no longer needed to operate the service;
• public profile information remains available while the coach is published and active;
• support and security records may be retained for a reasonable period after an issue is resolved;
• technical logs are retained for limited operational and security purposes;
• complete visitor chat transcripts are not intentionally retained in the Coach X2 application database;
• limited information may remain temporarily in backups or provider systems before being overwritten or deleted.

We may retain information for longer where reasonably necessary to comply with law, investigate misuse, resolve disputes or protect legal rights.

9. Security

We use reasonable technical and organisational measures designed to protect information from unauthorised access, alteration, loss or disclosure.

No online service can guarantee absolute security. Account owners are responsible for protecting their login details and notifying us promptly if they suspect unauthorised access.

10. Your rights

Depending on the applicable law and circumstances, you may have the right to:

• request access to personal information;
• ask us to correct inaccurate information;
• request deletion;
• request restriction of processing;
• object to certain processing;
• request data portability;
• withdraw consent where processing relies on consent;
• complain to a data-protection regulator.

These rights are not absolute and may be subject to legal exceptions.

Requests can be sent to support@garethlamb.com.

You may also complain to the UK Information Commissioner’s Office.

11. Age requirement

Coach X2 is intended only for people aged 18 or over.

It is not designed or directed toward children, and children must not create accounts or intentionally submit personal information through the service.

12. Changes to this policy

We may update this policy as Coach X2 develops or legal requirements change.

The current version and its update date will remain available through the Coach X2 legal page.