Privacy Policy
We built CoachLoop to help revenue teams coach smarter without compromising trust. This policy explains what data we collect, why we collect it, and the safeguards we put in place. If you have questions, reach us at contact@coachloop.eu.
Our approach to privacy
We combine privacy-by-design principles with transparent communication. Every new feature is reviewed for data exposure risk, and customers maintain control over their information lifecycle.
We collect only what we need
CoachLoop aligns data collection with clear product goals and business obligations. We make it simple for customers to control what enters the platform.
Your data remains yours
We process customer data solely to provide services or meet contractual requirements. We never sell data, and we limit internal access based on role.
Security is a shared commitment
Our security program pairs enterprise-grade tooling with ongoing training so every CoachLoop teammate understands how to handle sensitive information.
1. Controller
- CoachLoop GmbH
- Leubnitzer Str. 28
- 01069 Dresden
- Germany
- Email: contact@coachloop.eu
2. Personal data we process
- Contact data (name, business email, job title).
- Usage data (login timestamps, feature usage patterns, audit logs).
- Content data (call recordings, transcripts, coaching feedback, CRM metadata).
- Billing data (company name, billing contact, transaction history).
3. Purposes and legal bases
- Contract performance: enabling authentication, call analysis, coaching workflows, and collaboration features.
- Legitimate interest: improving product performance, preventing abuse, and providing customer support.
- Consent: optional marketing updates, beta programs, or recording uploads where required by law.
- Legal obligations: complying with tax regulations, court orders, and applicable supervisory requests.
4. Data retention
- We store customer-provided content for the duration of the contract unless deletion is requested sooner.
- System logs and backups are retained for up to 180 days unless a longer period is required for security investigations.
- We anonymize or delete personal data when it is no longer necessary for the purposes outlined above.
5. Sharing and sub-processors
- We work with vetted infrastructure providers (cloud hosting, analytics, customer success tooling).
- Each vendor signs data processing agreements that mirror GDPR requirements and receive periodic security reviews.
- A current list of sub-processors is available at any time by emailing contact@coachloop.eu.
6. International transfers
- We host data primarily within the European Union. When data is transferred outside the EU/EEA, we rely on appropriate safeguards such as Standard Contractual Clauses.
- We monitor regulatory developments and adjust transfer mechanisms to maintain compliance.
7. Your rights
- Access, rectification, deletion, and restriction of processing.
- Portability of the data you have provided to us.
- Right to object to processing based on legitimate interest or direct marketing.
- Right to withdraw consent without affecting processing carried out before withdrawal.
- Right to lodge a complaint with a supervisory authority (e.g., Sächsischer Datenschutzbeauftragter).
8. Cookies and analytics
- CoachLoop uses essential cookies to keep users authenticated and maintain session security.
- We rely on privacy-focused analytics to understand feature adoption without building personal profiles.
- You can adjust your cookie preferences from within the application at any time.
9. Security measures
- Encryption in transit (TLS 1.2+) and at rest (AES-256).
- Granular access controls, mandatory multi-factor authentication, and regular access reviews.
- Continuous monitoring, vulnerability scanning, and incident response procedures governed by SLAs.
- Employee security training covering data handling, phishing awareness, and customer confidentiality obligations.
10. Children’s data
- CoachLoop is designed for business use. We do not knowingly collect personal data from children under 16. If we learn that we have collected such data, we will delete it promptly.
11. Updates to this policy
- We may update this Privacy Policy as we evolve our services or to reflect legal requirements.
- Material changes will be communicated via email and in-app notifications at least 30 days before taking effect.
- The latest version is always available at coachloop.eu/policy.
Need a signed DPA or more details?
Email contact@coachloop.eu to request our data processing agreement, security documentation, or to exercise your data rights.