Privacy Policy

Effective Date: 07/20/2026

This Privacy Policy explains how Coordinator, LLC ("COORDINATOR," "we," "us," or "our") collects, uses, shares, and protects information in connection with the COORDINATOR platform, website, and related services (the "Service"). By using the Service, you agree to the practices described here.

Information We Collect

We collect the following categories of information:

• Account information — name, email address, organization and team details, role, phone number, and authentication data (such as two-factor settings).
• Customer Content — the tasks, comments, workspace artifacts, chat messages, uploads, and other materials you submit to the Service.
• Voice, video & audio — when you use voice or video sessions, we process and may record the audio and video of the session and generate written transcripts, which are stored as part of your Customer Content.
• Health & fitness data — if you connect a wearable or fitness provider (such as Strava, Oura, WHOOP, Withings, Suunto, Google Health, Apple Health, Samsung Health, Hevy, or MyFitnessPal), we receive the data you authorize, which may include workouts, sleep, heart rate and heart-rate variability, recovery and readiness metrics, steps, body measurements, and nutrition. This is sensitive information, collected only after you connect the provider.
• Motion & performance data — when you upload or record athletic activity (such as a golf swing) for analysis, we process the media to produce motion and pose data (for example, skeletal keypoints) and related performance feedback. This is sensitive information.
• Integration data — data we access from third-party systems you connect, such as Notion, Google Drive, Slack, Discord, and SharePoint, limited to the scopes you authorize.
• Usage and device information — log data, IP address, browser and device characteristics, and information about how you interact with the Service. To meter usage and prevent abuse (particularly for guest sessions), we generate a device identifier from your browser and device characteristics.
• Marketing and inquiry information — information you provide through our website forms, early-access requests, or communications, such as your name, email, company, and message.
• Billing information — subscription and transaction details. Payment card data is handled by our payment processor and is not stored by us.

Sensitive Information

Health, fitness, and motion/performance data are sensitive categories of personal information. We collect them only when you choose to connect a provider or submit media for analysis, and we use them to provide the analysis, coaching, and coordination features you request. Your health and fitness data is strictly account-scoped by default: it is not visible to other members of your organization, team, or group unless you give explicit, revocable consent to share it. You can withdraw that consent, or disconnect a provider, at any time in your settings.

How We Use Information

We use information to:

• provide, maintain, secure, and improve the Service;
• power the AI layer that reads across your connected data to generate summaries, suggestions, and proposed actions;
• authenticate users and enforce roles and permissions;
• process payments and manage subscriptions;
• communicate with you about the Service, including security and administrative notices;
• send marketing communications where you have opted in; you can opt out at any time using the unsubscribe link in our emails; and
• comply with legal obligations and enforce our terms.

AI Processing

COORDINATOR runs a proprietary agentic AI framework. When you use AI features, relevant Customer Content and integration data are processed to generate Output. We do not use your Customer Content to train models for other customers without your permission. AI-proposed actions that write to your systems require human approval before they are executed.

To provide continuity across conversations, the AI layer may retain a long-term memory derived from your Customer Content, including embeddings and summaries used to recall relevant context. Content you mark as private or use in an incognito conversation is excluded from this shared memory. Messages screened for safety may be briefly retained in excerpt form to enforce our terms.

Third-Party Integrations

When you connect a third-party system, you authorize COORDINATOR to access data within the scopes you grant. We access this data to provide the Service and handle it in accordance with this Policy. The third-party provider's own privacy practices govern data on their side; review their policies before connecting.

How We Share Information

We do not sell your personal information. We share information only:

• Within your organization — Customer Content is visible to members of your organization and teams according to their roles and permissions.
• With service providers — vendors who process data on our behalf (for example, hosting, payment processing, email, and logging) under contractual confidentiality obligations.
• For legal reasons — when required by law or to protect the rights, safety, and security of COORDINATOR, our users, or others.
• Business transfers — in connection with a merger, acquisition, or sale of assets, subject to this Policy.

Deployment & Data Location

COORDINATOR may be deployed on infrastructure operated for or by your organization. Where the Service is deployed on your own infrastructure, your Customer Content resides on that infrastructure and is subject to your organization's controls. The location and handling of your data depend on your deployment configuration.

Data Retention

We retain information for as long as your account is active or as needed to provide the Service, and thereafter as required to comply with legal obligations, resolve disputes, and enforce our agreements. Some records are retained in a deactivated or historical form after you delete them or disconnect a provider — for example, we may keep a record that a wearable connection existed, and previously received health data, to preserve the integrity of your activity history. You may request deletion of your data as described below.

Data Security

We use technical and organizational measures designed to protect information against unauthorized access, loss, or misuse, including encryption in transit, access controls, and authentication safeguards. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Your Rights & Choices

Depending on your location, you may have rights to access, correct, delete, or port your personal information, or to object to or restrict certain processing. You can exercise many of these directly in your account settings — including updating your profile, disconnecting integrations and wearables, deleting content, and deleting your account.

To request a copy of your personal information (data export) or the deletion or erasure of your data beyond what account settings allow, email us at [email protected] from the email address associated with your account. We will verify your identity and respond within the timeframe required by applicable law (generally within 30 days, or 45 days where permitted). Some information may be retained after a deletion request where we are required or permitted to keep it — for example, to comply with legal obligations, resolve disputes, prevent abuse, or enforce our agreements. If you are part of an organization, certain requests may need to be directed to your organization administrator, who controls that organization's data.

Cookies

We use cookies and similar technologies to operate and improve the Service. For details, see our Cookie Policy.

International Transfers

Where information is transferred across borders, we take steps to ensure appropriate safeguards are in place consistent with applicable data protection laws.

Children's Privacy

The Service is intended for users who are at least 18 years old, or the age of majority in their jurisdiction. It is not directed to minors, and we do not knowingly collect personal information from anyone under 18. If you believe someone under 18 has provided us information, contact us at [email protected] so we can remove it.

Changes to This Policy

We may update this Policy from time to time. If we make material changes, we will provide notice through the Service or by other reasonable means. The effective date above reflects the most recent revision.

Contact Us

Questions or requests regarding your privacy? Contact us at [email protected].