Draft for legal review. Items in [brackets] must be confirmed before publication.
Last updated: [publication date]
This policy covers the AI Coach System website at aicoachsystem.com: its pages, blog, forms and site assistant. The coaching platform at app.aicoachsystem.com is covered by its own privacy terms, which you accept when you create an account there.
1. Who we are
The data controller for this website is [legal entity name], operating AI Coach System as part of The Integral Institute™, Bayar Caddesi No:42/18, Kozyatağı, Kadıköy 34742 Istanbul, Türkiye.
We process personal data in line with the Turkish Personal Data Protection Law No. 6698 (KVKK) and, for visitors in the European Economic Area and the United Kingdom, the General Data Protection Regulation (GDPR).
Questions about this policy or your data: [email protected].
2. Data we collect
Data you give us
- Access and demo requests (Get Access, Enterprise Demo): name, email, phone number, company, role, company size, preferred contact method and your message.
- Contact form: name, email, company, area of interest, how you heard about us and your message.
- Assessment and Find Your Coach: your answers about goals, role and learning preferences, and the coach we suggest.
- Newsletter: your email address.
- Site assistant: the questions you type and the answers you receive (see section 4).
Data collected automatically
- Technical data: IP address, browser type, device type, pages visited and the time of your visit, recorded in server logs for security and troubleshooting.
- Spam protection: Cloudflare Turnstile checks that form submissions come from a person, using signals from your browser.
- Analytics: [confirm whether Google Analytics or another analytics tool will be used; if so, name it here and describe the data it collects].
Please do not send us special categories of personal data (such as health information) through the forms or the assistant.
3. How and why we use it
| Purpose | Data | Legal basis |
|---|---|---|
| Answer access, demo and contact requests | Form data | Steps before a contract at your request; legitimate interest |
| Suggest a coach and follow up on your assessment | Assessment answers, contact details | Steps before a contract at your request |
| Send the newsletter | Email address | Your explicit consent, which you can withdraw at any time |
| Answer questions through the site assistant | Questions, answers, hashed IP | Legitimate interest in helping visitors find information |
| Keep the website secure and working | Technical data | Legitimate interest; legal obligation |
| Improve our content | Aggregated assistant questions and site usage | Legitimate interest |
We do not sell personal data and we do not use it for automated decisions that have legal or similarly significant effects on you.
4. Site assistant
The assistant in the bottom-left corner answers questions using only the content published on this website. When you send a question:
- Your question and the relevant website content are sent to our AI provider, Anthropic PBC, to generate the answer. Anthropic processes this data on our behalf.
- We keep a log of the question, the pages used as sources, usage metrics and a hashed (non-reversible) version of your IP address, so we can prevent abuse and see which topics need better content.
- The assistant is not a coaching session and does not create an account. Please do not include personal or confidential information in your questions.
5. Who we share it with
We share personal data only with parties that help us run the website, under contracts that require them to protect it:
- Hosting and infrastructure provider: [provider name and country]
- Email delivery for form notifications and the newsletter: [provider name]
- Anthropic PBC (United States): site assistant answers
- Cloudflare, Inc.: spam protection (Turnstile)
- The Integral Institute™: when your request concerns its programmes or coaches
We may also disclose data when required by law or by a competent authority.
6. International transfers
Some of these providers process data outside Türkiye and the European Economic Area, including in the United States. Where we transfer data abroad, we rely on the safeguards required by KVKK Article 9 and GDPR Chapter V, such as standard contractual clauses. [Confirm the transfer mechanism with legal counsel.]
7. How long we keep it
- Access, demo and contact requests: [24 months] after our last contact, unless you become a customer.
- Assessment answers: [12 months].
- Newsletter: until you unsubscribe.
- Site assistant logs: [90 days].
- Server logs: [30 days], longer only when needed to investigate a security incident.
8. Your rights
Under KVKK Article 11 and the GDPR you can ask us to:
- tell you whether we process your data and give you a copy;
- correct inaccurate or incomplete data;
- delete your data or restrict how we use it;
- object to processing based on legitimate interest;
- transfer your data to another service (GDPR);
- withdraw consent at any time, without affecting earlier processing.
Send your request to [email protected]. We answer within 30 days. You can also complain to the Turkish Personal Data Protection Authority (KVKK) or, in the EEA and UK, to your local data protection authority.
9. Cookies and local storage
- Theme preference: if you switch between light and dark mode, your choice is saved in your browser's local storage. It never leaves your device.
- Security: Cloudflare Turnstile may set a cookie needed to protect forms from spam.
- Analytics: [list analytics cookies here if analytics is enabled; non-essential cookies require your consent].
You can delete cookies and local storage in your browser settings at any time.
10. Children
This website is intended for professionals and is not directed at children under 16. We do not knowingly collect their personal data.
11. Changes to this policy
We will update this page when our practices change and revise the "Last updated" date above. Significant changes will be highlighted on this page.
