Coaching Hub Privacy Policy

This page explains what Coaching Hub collects when you use it, where that data lives, how long we keep it, and how to ask us to delete it. Future Workshops Limited (FWL, UK) is the data controller for Coaching Hub. Sister entities Future Workshops Europe SL (FWE) and Future Workshops Saudi Arabia Limited (FWSA) operate under the same privacy practices.

What we collect

Coaching Hub collects the data you give us directly and the data your Claude usage produces while Coaching Hub is wired into your tools. Specifically:

• Account profile. Your name and email, supplied directly or via Google OAuth (we read your basic Google profile and email when you sign in with Google; we do not read your Google contacts, drive, or mailbox).
• Usage metadata. When your organisation has connected Claude to Coaching Hub and enabled usage metadata, we receive events describing the shape of each session: the model used, tools and skills invoked, token counts, MCP server calls, errors, cost figures, and timestamps. Usage metadata is an organisation-wide setting, controlled by a workspace admin in Org Setup.
• Prompt content. The text of your prompts is stored only when you have individually opted in, on the in-app Privacy & data page. If you have not opted in, your prompt text is not stored. Claude's replies are never sent to Coaching Hub.
• Coaching content. Notes, board cards, comments, files, and other content you create in Coaching Hub.
• Session recordings, summaries and transcripts. Your 1:1 coaching sessions are recorded and transcribed using Granola, an AI notetaker, so your coach can take part in the conversation rather than typing through it. Granola produces a written summary and a speaker-labelled transcript of the session; your coach saves both against that session in Coaching Hub, where they are visible to your coach and to the Future Workshops coaching team. The written summary is also used to write your own weekly report, so its suggestions follow on from what you and your coach have been working on; only the summary is used for that, never the transcript, and only in the report that goes to you. They are never shown to your employer or your colleagues, and they are never used in the reports we produce for your organisation. Your coach will tell you when recording starts. You can stop it at any time by turning off Record my 1:1 coaching sessions on your in-app Privacy & data page, and you can ask for a recording and its transcript to be deleted. See our Terms of Service for the recording terms in full.
• Billing data. Your subscription state, seat count, invoice history, and payment status are stored. Card details are handled by Stripe and are never stored on Coaching Hub servers.
• Email delivery metadata. Outbound transactional email (booking nudges, weekly reports, password resets) is sent via Mailtrap. Mailtrap retains delivery logs in line with their own retention policy.
• Product analytics. When you're signed in, we record which Coaching Hub pages you open and a small set of in-app actions — opening a report, asking a question about one, viewing Insights or Skills — along with your user, your workspace, the time, and your browser and device type. This runs on our own servers: there is no analytics cookie, your IP address is masked before it is stored, and none of it goes to a third-party analytics provider. Links in the emails we send carry a campaign tag so we can tell whether a report was actually read; our emails contain no tracking pixels.

Where the data lives

Coaching Hub runs on Heroku. Our primary database is Heroku Postgres. Outbound email goes through Mailtrap. Authentication uses Google OAuth where you choose to sign in with Google. Stripe processes payments and stores card details for the purpose of taking payment. We generate your insights reports using Anthropic's Claude API: the data we send for a report includes your name, your usage statistics, where you have opted in to prompt storage, short samples of your prompts, and, where you have left session recording switched on, the written summaries of your recent 1:1 sessions. We never send the session transcript. Granola records and transcribes your 1:1 coaching sessions: the recording and the transcript are held in your coach's Granola workspace under Granola's own terms and retention policy, and a copy of the summary and transcript is saved into our database against your session. We use Sentry for error monitoring, which may record technical diagnostic data when something goes wrong.

How we use it

We use the data above to run the coaching service: to render your weekly insights reports, to surface session-level detail to you and (where you've opted in) to your assigned coach, to schedule and deliver coaching sessions, and to take payment. This information may also be compiled into progress reports for your organisation's management. Those reports contain general aggregate usage information or cohort-level information only: individuals are never identified, and no prompt content is included. We do not sell Coaching Hub data, and we do not share it with third parties beyond the operational subprocessors listed above (Heroku, Stripe, Mailtrap, Google, Anthropic, Granola, Sentry).

What you can control

Inside the app, the Privacy & data page (reachable from the account menu when you're signed in) lets you choose whether your prompt text is stored and delete your account. To request a copy of your data, email us (see below) and we will export it for you within 30 days. Whether usage metadata is collected at all is an organisation-wide setting controlled by a workspace admin in Org Setup. The same page carries Record my 1:1 coaching sessions: turn it off and your coach can no longer attach notes to your sessions, and no session summary is used in your weekly report. Deleting a recording already taken is not automatic, so ask your coach or email us and we will remove it. Deletion removes your user record, your sessions, and your coaching content; account-level data shared with teammates may be retained where they continue to use the service.

Retention

Raw session telemetry is kept on a rolling window of about six weeks (42 days) and is then deleted automatically. Product analytics — page views and in-app actions, which contain no prompt or transcript content — are kept for 12 months and then deleted automatically, so we can see how use of the product changes across a full year. The weekly and periodic reports we generate from it are retained beyond that window, so your historical Insights stay useful. Those reports describe your usage and, where you have opted in to prompt storage, may quote samples of your prompts, so we treat them as your personal data: they are deleted when you delete your account. Session summaries and transcripts are not on a rolling window: they are kept for as long as your coaching engagement runs, because they are the record of what you and your coach have been working on. They are deleted when your coach removes them from a session, when you ask for them to be deleted, or when you delete your account. The underlying recording in your coach's Granola workspace is kept under Granola's own retention policy, and we ask Granola to delete it when you ask us to delete a session. When you delete your account, telemetry tied to your user is deleted within 30 days, and your sessions and their summaries and transcripts are deleted with your user record. Invoices and billing records are retained for the period required by applicable tax law (typically 7 years) and are not removed by an account deletion.

Data requests and contact

To request a data export, deletion outside the in-app flow, or to ask any other privacy question, email privacy@futureworkshops.com. We respond to data requests within 30 days.

Insights are in beta

The Insights features described above are in beta. Their behaviour and the metrics they surface may change. See our Terms of Service for the corresponding responsibility wording.