PRIVACY POLICY
Proximity Coaching Platform — All AI Coaches
Effective Date: May 20, 2026 | Last Updated: May 20, 2026 (data lifecycle update)
1. Introduction and Scope
This Privacy Policy ("Policy") describes how Evolved Caveman AI, LLC, a California limited liability company ("Company," "we," "us," or "our"), collects, uses, stores, shares, and protects personal information when you use the Proximity Coaching platform and its AI coaching products: Proxi He (Men's Inner Leadership Coach), Proxi She (Inner Journey Coach for Women), Proxi We (Elite Couples Coach), and any bundle subscription (collectively, the "AI Coaches" or "Products").
This Policy applies to all users of the AI Coaches and to visitors to our website at proximitycoaching.com.
By using any AI Coach, you consent to the data practices described in this Policy. If you do not agree to this Policy, do not use the AI Coaches.
2. Data Controller and Contact
The data controller responsible for your personal information is:
Evolved Caveman AI, LLC
Email: hello@proximitycoaching.com
Website: proximitycoaching.com
3. Information We Collect
3.1 Information You Provide Directly
- Account information: Email address, first name, and last name provided at purchase or sign-up.
- Payment information: Processed securely through Stripe. We do not store credit card numbers or full payment card data.
- Consent acknowledgment: A record that you accepted the Terms of Service, Privacy Policy, and AI Disclosure, including a timestamp.
- Conversation content: All messages you send to the AI Coaches during sessions, and all responses generated by the AI Coaches, are stored in our database. See Section 4 for details on how this data is used and Section 9 for retention periods.
- Emotional state check-ins: If you use the Daily Pulse feature, your self-reported emotional state ratings (numerical scale 1–5, covering areas such as stress, relational energy, readiness, and connection) are stored alongside a timestamp and linked to your account.
3.2 Information We Generate About You
In addition to data you provide directly, we generate and store the following derived information:
- Session summaries: After each coaching session, an AI-generated summary of the session's themes, emotional patterns, topics discussed, and coaching pillars addressed is created and stored. These summaries are used to provide continuity across sessions.
- Longitudinal coaching profile: Over time, an AI-synthesized profile of your coaching patterns, recurring themes, and personal development progress is built and stored ("Coaching Notes"). This profile is used to personalize future sessions and is updated as you continue using the Products. This is the most sensitive data we hold about you.
- Session metadata: Timestamps, session identifiers, message counts, and which coaching pillar or theme was most active in each session.
3.3 Safety Event Records
When an AI Coach's crisis safety protocol is triggered, we log a safety event record. This record includes the specific message(s) that triggered the safety protocol, along with the AI Coach's response, your email address, your name, the detection method (keyword match or AI classification), and a severity rating. These records are retained for safety, legal compliance, and accountability purposes. See Section 8 for retention rules.
3.4 Information from Third Parties
- Stripe: Purchase confirmation, subscription status, customer ID, and billing cycle data.
- Supabase: Authentication records, token events, and database-level metadata.
3.5 Technical Data
- Browser type, device type, operating system, and referral URL collected via standard server logs and infrastructure providers.
- Authentication tokens and magic link events managed through Supabase.
4. How We Use Your Information
| Purpose | Legal Basis |
|---|---|
| Authenticating your account and delivering access to the AI Coaches you purchased | Performance of contract |
| Processing payments and managing subscriptions | Performance of contract |
| Sending magic link emails and transactional notifications | Performance of contract |
| Generating AI Coach responses to your messages, drawing on retrieved knowledge and prior session context | Performance of contract |
| Storing conversation history to provide session continuity and enable the AI Coach to reference prior sessions | Performance of contract / legitimate interest |
| Generating and storing session summaries to maintain coaching continuity across visits | Performance of contract / legitimate interest |
| Building a longitudinal coaching profile to personalize responses over time | Performance of contract / legitimate interest |
| Storing emotional state check-in data to track wellbeing trends over time | Performance of contract / legitimate interest |
| Logging safety events for SB 243 compliance and user safety accountability | Legal obligation / legitimate interest |
| Communicating important account updates, renewal notices, and changes to these terms | Performance of contract / legitimate interest |
| Diagnosing technical problems and improving platform reliability | Legitimate interest |
| Protecting against fraud, misuse, and unauthorized access | Legitimate interest |
We do not use your conversation content to train third-party AI models. We do not sell your personal information. We do not use your data for targeted advertising.
5. AI Processing and Third-Party AI Providers
When you send a message to an AI Coach, your message is transmitted to Anthropic (the provider of the Claude AI model) for processing. Anthropic receives your message content as part of the API request. Anthropic's handling of data submitted through its API is governed by Anthropic's own privacy policy and terms. As of the date of this Policy, Anthropic does not use API request data to train its models by default. Note: Evolved Caveman AI, LLC does not currently have a Business Associate Agreement (BAA) in place with Anthropic.
When generating AI responses, the Products also use OpenAI's text-embedding API to match your message against a curated knowledge base. OpenAI receives your message content for the purpose of generating an embedding vector. OpenAI's handling of API data is governed by OpenAI's own policies.
You should be aware that messages you send to the AI Coaches are processed by these third-party AI providers and are subject to their applicable policies.
6. Data Sharing and Disclosure
6.1 Service Providers
We share personal information with the following third-party service providers who process data on our behalf:
- Supabase — database, authentication, and server-side processing infrastructure;
- Stripe — payment processing and subscription management;
- Resend — transactional email delivery (magic links and purchase confirmations);
- Anthropic — AI language model processing (receives message content); and
- OpenAI — text embedding generation for knowledge base retrieval (receives message content).
6.2 Legal Requirements
We may disclose personal information if required to do so by law, court order, subpoena, regulatory authority, or government request, or if we reasonably believe such disclosure is necessary to protect the rights, property, or safety of the Company, our users, or the public.
6.3 Business Transfers
In the event of a merger, acquisition, sale of assets, or similar business transaction, personal information may be transferred to the successor entity. You will be notified of any such transfer and any changes to this Policy.
6.4 Consent
We may share personal information with your consent or at your direction.
We do not sell, rent, or share your personal information with third parties for marketing purposes.
7. Sensitive Personal Information
The AI Coaches are designed to support conversations about emotional wellbeing, relationships, stress, identity, and personal development. In the course of using the AI Coaches, you will likely share information that is sensitive in nature — including information about your mental and emotional health, relationships, family circumstances, workplace stress, personal history, and other private matters.
What We Collect, How Long We Keep It
The following types of emotional and personal data are collected and stored when you use the AI Coaches:
- Chat transcripts (full text of every message you send and every AI Coach response) — retained for 30 days by default, then auto-deleted. You may adjust this to 90 days, 1 year, or indefinite via the ⚙ icon in the top-right corner of any home screen.
- Daily Pulse check-ins (your self-reported numerical ratings of stress, relational energy, readiness, and connection) — retained until you delete your account. Not affected by conversation deletion.
- Session summaries (AI-generated thematic summaries after each session) — retained and deleted on the same schedule as your conversation history.
- Longitudinal coaching profile (an AI-synthesized record of your patterns, themes, and development over time) — retained until you delete your account. Not affected by conversation deletion.
This information is used solely to provide the AI coaching service. It is not shared with third parties except as described in Section 6. It is not used for advertising or model training. See Section 9 for full retention details and Section 12 for your deletion options.
One Important Exception — Safety Event Records
If you share something that triggers an AI Coach's crisis safety protocol, a permanent record is created that cannot be deleted. This record includes the specific message(s) that triggered the protocol, the AI Coach's response, your name, your email address, the detection method, and a severity classification. This record is retained for a minimum of three years and is excluded from all user-initiated deletion requests — including full account deletion. It may be disclosed in response to a legal requirement (see Section 6.2).
We are telling you this now, before you begin a session, so you can make an informed decision about what you share. The crisis safety protocol is designed to respond to expressions of suicidal ideation, intent to harm, or acute safety crises. Ordinary disclosures about stress, relationship conflict, anger, and personal struggles do not trigger it.
Important note on HIPAA: The Products are coaching and self-leadership education tools. They are not medical care, mental health therapy, clinical counseling, or healthcare services. Proximity Coaching does not operate as a HIPAA-covered entity in connection with these Products. However, we apply reasonable data protection practices consistent with the sensitivity of the information you share. If you have questions about this, contact us at hello@proximitycoaching.com.
8. Safety Event Data — Special Retention Rules
As described in Section 3.3, when an AI Coach's crisis safety protocol is triggered, we log a safety event record that includes the message(s) that triggered the protocol, the AI Coach's response, your email address, name, and a severity classification.
Safety event records are retained for a minimum of three (3) years from the date of the event. They may be retained longer if related to a pending or threatened legal claim, regulatory inquiry, or as required by applicable law. Safety event records are excluded from user-initiated deletion requests, as their retention serves safety and legal accountability purposes. Safety event data may be included in anonymized, aggregated compliance reports as required by California SB 243 or similar laws.
9. Data Retention
We believe you should control how long your coaching conversations are stored. The table below describes our defaults and your options. Where auto-deletion applies, it runs automatically each night at 3:00 AM UTC. You can change your retention preference at any time by clicking or tapping the ⚙ icon in the top-right corner of any home screen.
| Data Type | Default Retention | Your Control |
|---|---|---|
| Account email and subscription status | Duration of subscription + 3 years, or as required by law | Partial — email retained for legal and financial records |
| Conversation history (full message text) | 30 days, then auto-deleted. You may change this to 90 days, 1 year, or indefinite ("Keep forever") via the ⚙ icon in the top-right corner of any home screen. | Full — delete today's session, delete by date range, delete all conversations, or delete your account |
| Session summaries (AI-generated) | Deleted alongside conversation history. Same 30-day default; same user-adjustable retention options. | Full — deleted by the same controls as conversation history |
| Longitudinal coaching profile (Coaching Notes) | Retained until account deletion. This record is not affected by deleting your conversation history. Deleting conversations removes what you said; the AI Coach's synthesized memory of your patterns is separate and persists until you delete your account. | Yes — deleted only via full account deletion |
| Pulse / emotional state check-ins | Retained until account deletion. Not affected by conversation deletion. | Yes — deleted only via full account deletion |
| Safety event records | Minimum 3 years (may not be deleted on request — see Section 8) | No |
| Payment records and subscription history | As required by law (typically 7 years for financial records) | No (legal requirement) |
| Consent records (disclaimer acceptance) | Duration of account + 3 years | No (legal record) |
| Authentication tokens and magic link logs | Tokens expire after use or within 24 hours | Automatic |
| Server and technical logs | Up to 90 days | Automatic |
10. Security
We implement reasonable technical and organizational measures to protect your personal information, including:
- HTTPS/TLS encryption for all data in transit;
- Encryption at rest via Supabase's infrastructure (AES-256);
- Row-level security (RLS) policies ensuring users can only access their own data;
- JWT-based authentication with short-lived tokens;
- X-Content-Type-Options headers on all pages to prevent MIME-type sniffing;
- Subresource Integrity (SRI) verification on third-party scripts to detect tampering; and
- PCI DSS-compliant payment processing through Stripe (we do not store payment card data).
No security system is impenetrable. We cannot guarantee the absolute security of your information. If you believe your account has been compromised, contact us immediately at hello@proximitycoaching.com.
11. Children's Privacy (COPPA Compliance)
The AI Coaches are not directed at, and are not intended for use by, anyone under the age of 18. We do not knowingly collect personal information from minors. If we learn that we have inadvertently collected personal information from a person under 18, we will take prompt steps to delete it. If you believe a minor has accessed an AI Coach, contact us at hello@proximitycoaching.com.
12. Your Rights and How to Delete Your Data
Right to Know
You may request a summary of the personal information we hold about you, including your conversation history, session summaries, coaching profile, and pulse check-ins. Contact us at hello@proximitycoaching.com.
Right to Delete
You can delete your data at any level of granularity — from a single session to your entire account — without contacting us. All controls are available by clicking or tapping the ⚙ icon in the top-right corner of any home screen.
In-App Deletion Controls (the ⚙ icon in the top-right corner of any home screen)
- Auto-delete setting: Choose how long your conversation history is automatically retained — 30 days (default), 90 days, 1 year, or Keep forever. Auto-deletion runs nightly at 3:00 AM UTC.
- Delete today's session: Immediately deletes all messages and the session summary from the current calendar day (UTC).
- Delete by date range: Select a start and end date to permanently delete all conversations and session summaries in that range.
- Delete all conversations: Permanently deletes your entire conversation history and all session summaries. Your account, coaching memory profile, and pulse check-ins remain intact.
- Delete account: Permanently deletes your entire account, including conversation history, session summaries, coaching memory profile, and pulse check-ins. See important notes below.
Session-End Deletion Prompt
When you leave a coaching session, the app will ask whether you want to keep the conversation or delete it before returning to the home screen. You can delete each session individually as you go, without visiting Settings.
Important Notes on Deletion
- Conversation deletion ≠ memory reset. Deleting your conversation history removes what you said, but your Longitudinal Coaching Profile (the AI Coach's synthesized understanding of your patterns) is a separate record and persists until you delete your account. Deleting your account removes both.
- Pulse check-ins are separate from conversations. Pulse check-in data is retained until account deletion and is not affected by any of the conversation deletion controls.
- Safety event records cannot be deleted. See Section 8.
- Account deletion does not cancel your subscription. You must cancel your Stripe subscription separately through Stripe or by emailing us.
Deletion by Email
If you prefer, you may request deletion by contacting hello@proximitycoaching.com. We will process your request within 30 days.
Right to Correct
You have the right to request correction of inaccurate personal information. Contact us at hello@proximitycoaching.com.
California Residents (CCPA / CPRA)
If you are a California resident, you have the additional rights described above, plus:
- Right to Opt-Out of Sale or Sharing: We do not sell or share personal information for cross-context behavioral advertising.
- Right to Limit Use of Sensitive Personal Information: To the extent we collect sensitive personal information, its use is already limited to what is necessary to provide the Products.
- Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.
To exercise any of these rights, contact hello@proximitycoaching.com. We will respond within 45 days as required by law and may request verification of your identity before processing your request.
13. Cookies and Tracking Technologies
The AI Coaches use minimal tracking:
- Browser localStorage: Used to store your session preferences (e.g., dismissed banners, pulse slider values) on your device. This data stays on your device and is not transmitted to our servers.
- Browser sessionStorage: Used to maintain temporary trial access tokens during a session. Cleared when you close your browser tab.
- No persistent tracking cookies: The AI Coach pages do not use third-party advertising or behavioral tracking cookies.
- Third-party infrastructure: Supabase and Stripe may use cookies or similar technologies for authentication and payment processing. These are governed by their respective privacy policies.
14. International Users
The AI Coaches are intended for use within the United States. If you access them from outside the United States, your information may be transferred to, stored, and processed in the United States, where our infrastructure providers are based. By using the AI Coaches, you consent to this transfer, storage, and processing.
15. Links to Third-Party Services
The AI Coaches may include links to third-party websites or services. This Policy does not apply to those third-party services. We encourage you to review the privacy policies of any third-party services you access.
16. Changes to This Policy
We may update this Policy from time to time. Material changes will be communicated via email or prominent notice within the Products at least thirty (30) days before taking effect. The date of the most recent revision is shown at the top of this page. Your continued use of the AI Coaches after the effective date of any changes constitutes your acceptance of the revised Policy.
17. Contact Us
For privacy questions, deletion requests, or complaints about our data practices:
Evolved Caveman AI, LLC
Email: hello@proximitycoaching.com
Website: proximitycoaching.com
We will respond to verifiable requests within 45 days. If we need additional time, we will notify you.