Client Agreement: Confidentiality and AI Use

Data Driven Coaching · Effective: July 2026 · Version 1.0

Before we start working together, I want you to know exactly how I handle what you share, and how I use technology in our sessions. Read this, ask me anything, and confirm at the end. You can be coached without the AI notetaking.

The short version. The full agreement is below, please read it, then confirm at the bottom.

- What you share stays confidential, between you and me. I hold to the ICF Code of Ethics.

- I use an AI notetaker (Granola) so I can stay present with you. It transcribes our session, the audio is deleted right after, and only the text notes are kept.

- Your data is stored securely, in GDPR- and CCPA-compliant systems, and is never used to train AI models.

- Transcripts are kept 90 days; anonymized notes up to 18 months. You can ask me to delete your data at any time.

- You can decline the AI notetaking and still be coached.

    1. Confidentiality

    What you share with me stays between you and me. I do not discuss your identity, your situation, or anything from our sessions with anyone else. I hold myself to the ICF Code of Ethics, the professional standard for coaches.

      2. The limits of confidentiality

      There are a few narrow exceptions, the same ones any ethical coach holds:

      - If I believe there is a risk of serious harm to you or someone else.

      - If I am required to disclose something by law or valid court order.

      - If you give me written permission to share something specific.

      Outside of these, your confidentiality holds.

      3. AI notetaking: what I use and why

    I use an AI note taking tool (currently Granola) to capture and organize notes during our sessions. This lets me stay fully present with you instead of writing while you talk, and it helps me track your progress accurately over time. You are consenting to this use when you confirm below.

      4. What is captured, and what is not

    The tool transcribes the conversation in real time. The audio is discarded immediately after transcription. No audio recording of our session is stored. What is retained is the text transcript and the notes and summaries I create from it.

      5. How your data is stored

    Your data is held in secure, GDPR- and CCPA-compliant storage, encrypted in transit and at rest. The AI note-taking tool operates under a signed data processing agreement, with me as the data controller and the tool as the processor. Data is currently stored on the servers in the United States. If you are in the EU or UK, this transfer is covered by Standard Contractual Clauses.

      6. AI model training

    Your data is not used to train third-party AI models (such as those from OpenAI or Anthropic). I have also opted out of allowing the note taking tool to use your data to improve its own models.

      7. How long I keep your data

    Transcripts are retained for 90 days and then deleted. Notes and summaries dervied from those transcripts are anonymized and kept for up to 18 months. You may request deletion of your data at any time.

      8. Your rights

    You can ask to see what data I hold about you, request that I delete it at any time for any reason, or decline AI note taking entirely and still receive coaching.

      9. What coaching is, and is not

    Coaching is a forward-looking thinking partnership focused on your goals and your judgment. It is not therapy, medical advice, legal advice, or financial advice. If you need those, I will point you toward the right professional.

      10. Your consent

      By confirming, you agree that:

    • You have read and understood this agreement.

    • You consent to AI notetaking as described herein.

    • You understand you may withdraw this consent or request deletion of your data at any time.