Privacy Policy

We collect the following types of information when you use our platform:

Account Information

Name, email address, payment details, login credentials, and profile information.

Course Content & Training Data

Files, transcripts, videos, documents, and other materials you upload for AI agent training and automation.

Communications

Emails, chat messages, surveys, and other content processed by our AI agents on your behalf.

Lead & Client Data

Contact details, form responses, and interaction data gathered through forms, chatbots, or CRM integrations.

Social Media Integrations

When you choose to connect a social media account to your coach dashboard, we receive data from that platform’s official API. We only request the minimum permissions needed for the feature to work, and access is read-only. Specifically:

• Instagram (Instagram Business Login): We request instagram_business_basic and instagram_business_manage_insights. We fetch your Instagram Business or Creator account’s ID, username, account type, follower count, media count, and per-post view and total-interaction metrics.
• TikTok (Login Kit): We request user.info.basic, user.info.stats, and video.list. We fetch your TikTok username, display name, avatar, follower/following/likes/video counts, and metadata for your published videos (title, description, thumbnail, view/like/comment/share counts).
• YouTube, Facebook, and LinkedIn: When connected, we fetch profile identifiers and public content metadata necessary to display performance metrics and generate content suggestions.

We do not post, comment, message, publish, or take any other action on your behalf on any connected platform. You can disconnect any social media account at any time from the Social Media Accounts page in your dashboard. Disconnecting revokes our access token with the platform and immediately deletes the cached integration data (including synced posts, videos, follower counts, and per-post insights) associated with that account.

Usage & Analytics Data

Activity logs, feature usage, performance statistics, device information, IP addresses, and browser details to improve services and user experience.

We use your information to:

• Provide, operate, maintain, and improve the AI agents and platform
• Train and optimize AI models to automate email responses, client check-ins, follow-ups, and content generation
• Manage lead capture, qualification, scheduling, and CRM integrations
• Send account notifications, service updates, and important communications
• Monitor platform performance, troubleshoot issues, and enhance security
• Analyze usage patterns to develop new features and improve existing functionality
• Process payments and prevent fraud
• Comply with legal obligations and enforce our Terms of Service

We do not sell or rent your personal information to third parties.

We may share information with:

Service Providers and Sub-processors

Third-party vendors who process data on our behalf under appropriate contractual safeguards. Our current sub-processors include:

• Cloud hosting and infrastructure: Railway Corp. (API and worker services), Vercel Inc. (web frontend).
• Error monitoring: Functional Software, Inc. (Sentry).
• AI processing: Google LLC (Gemini API), Anthropic, PBC (Claude API), and OpenAI, L.L.C. (Assistants and content-suggestion APIs). We send text, captions, and analysis of your synced social-media content and uploaded materials to these providers to generate content ideas, analyze video performance, and retrieve relevant context from your knowledge base. We do not share access tokens or login credentials with these providers, and under their standard API terms they do not use this data to train their general-purpose models.
• Payment processing: Stripe, Inc.
• Transactional email: Resend, Inc.

Data received from Meta Platforms (Instagram, Facebook) and from TikTok is shared with these sub-processors only to the extent necessary to deliver the features you use. We do not use such data for advertising and never sell it to any party.

Legal & Regulatory Authorities

When required by law, subpoena, court order, or government request, or to protect our rights and safety.

Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred to the acquiring entity.

With Your Consent

When you explicitly authorize us to share your information with specific third parties or integrations.

We implement industry-standard security measures to protect your information, including:

• Encryption in transit using TLS 1.3
• Encryption at rest using AES-256
• Role-based access controls limiting employee access to sensitive data
• Regular security audits and vulnerability assessments
• Monitoring and logging of system activity for suspicious behavior
• Secure authentication mechanisms including multi-factor authentication (MFA)

However, no system is 100% secure. While we strive to protect your information, we cannot guarantee absolute security against all threats.

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal data we hold about you
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your personal data (subject to legal retention requirements)
• Portability: Receive your data in a portable format
• Opt-Out: Unsubscribe from marketing communications
• Restriction: Request limitation of processing in certain circumstances
• Objection: Object to processing based on legitimate interests

These rights may be subject to GDPR (EU), CCPA (California), or other applicable privacy laws.

To exercise these rights, contact us at support@nextlevelcoach.ai.

We retain personal data only as long as necessary to:

• Provide our Services
• Comply with legal obligations
• Resolve disputes
• Enforce agreements

When you close your account, we will delete or anonymize your personal data within 90 days, except where we are required to retain it by law (e.g., tax records, legal compliance).

Backup copies may persist for a limited time but will not be accessible for operational use.

We use cookies and similar technologies to:

• Maintain your login session
• Remember your preferences
• Analyze platform usage and performance
• Provide personalized experiences

You can control cookies through your browser settings. Note that disabling cookies may affect platform functionality.

We may also use analytics tools like Google Analytics to understand user behavior and improve our Services.

Our Services are not directed to individuals under the age of 13 (or 16 in certain jurisdictions). We do not knowingly collect information from children. If we learn we have collected such information, we will delete it promptly. Parents or guardians who believe we may have collected information from a child should contact us immediately.

Your information may be transferred to and processed in countries other than your own, including the United States.

We ensure appropriate safeguards are in place, such as Standard Contractual Clauses (SCCs) approved by the European Commission, to protect your data in accordance with applicable laws.

By using our Services, you consent to the transfer of your information to these locations.

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements.

If we make material changes, we will notify you by email or through a prominent notice on the platform at least 30 days before they take effect.

Continued use of the Services after changes means you accept the updated Privacy Policy.

If you have questions about this Privacy Policy, please contact us at:

support@nextlevelcoach.ai