Privacy Policy

1. Introduction

Rallycap (“we,” “our,” or “us”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our coaching platform and related services.

By using Rallycap, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Information You Provide

We collect information you provide directly to us, including:

• Account Information: Name, email address, and password when you create a coach account.
• Workspace Information: Workspace name, logo, branding preferences, and team member details.
• Program Information: Program names, descriptions, schedules, and form configurations.
• Participant Information: Names, email addresses, and timezones of participants added by coaches.
• Check-in Responses: All responses submitted through intake forms and recurring check-ins, including text responses, ratings, file uploads, and other form field data.
• Communications: Any messages or feedback you send to us.

2.2 Information Collected Automatically

When you use Rallycap, we automatically collect certain information, including:

• Usage Data: Pages visited, features used, time spent on the platform, and interaction patterns.
• Device Information: Browser type, operating system, device type, and screen resolution.
• Log Data: IP address, access times, and referring URLs.
• Cookies: We use essential cookies to maintain your session and preferences.

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process and store check-in responses and generate AI-powered summaries
• Send scheduled check-in reminders and notifications to participants
• Send coaches daily digest emails and system notifications
• Calculate health scores and momentum indicators
• Respond to your requests and provide customer support
• Monitor and analyze usage patterns to improve user experience
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations

4. AI Processing

Rallycap uses artificial intelligence to generate summaries and insights from check-in responses. This processing is performed using OpenAI's API services. When check-in data is processed:

• Data is sent securely to OpenAI's servers for processing and is not used to train their models
• Generated summaries are stored in our database and associated with participants
• Coaches can regenerate summaries at any time
• You can contact us to request that AI processing be disabled for your workspace

5. Information Sharing and Disclosure

We do not sell your personal information. We may share information in these situations:

• With Workspace Members: Coaches and team members within a workspace can view participant information and check-in data for that workspace.
• Service Providers: We use trusted third-party services including Supabase (database and authentication), Resend (email delivery), Vercel (hosting), and OpenAI (AI processing).
• Legal Requirements: We may disclose information if required by law or in response to valid legal requests.
• Business Transfers: In connection with any merger, acquisition, or sale of assets, your information may be transferred as a business asset.

6. Data Retention

We retain your information for as long as your account is active or as needed to provide services. Check-in responses and AI summaries are retained indefinitely unless you request deletion. System monitoring data (job executions, email tracking) is retained for 30 days.

When you delete your account, we will delete or anonymize your personal information within 30 days, except where we are required to retain it for legal purposes.

7. Data Security

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption of data in transit using TLS/SSL
• Encryption of sensitive data at rest
• Row-level security policies in our database
• Secure authentication with magic links (no passwords stored for participants)
• Regular security assessments and updates

However, no method of transmission over the Internet is 100% secure, and we cannot guarantee absolute security.

8. Your Rights and Choices

Depending on your location, you may have the following rights:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate personal information.
• Deletion: Request deletion of your personal information.
• Portability: Request a copy of your data in a portable format.
• Objection: Object to certain processing of your personal information.

To exercise these rights, please contact us at privacy@getrallycap.com. We will respond to your request within 30 days.

9. International Data Transfers

Your information may be transferred to and processed in countries other than your country of residence. We ensure appropriate safeguards are in place for such transfers in compliance with applicable data protection laws.

10. Children's Privacy

Rallycap is not intended for children under 16 years of age. We do not knowingly collect personal information from children under 16. If we learn we have collected information from a child under 16, we will delete that information promptly.

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new Privacy Policy on this page and updating the “Last updated” date. Your continued use of Rallycap after changes constitutes acceptance of the updated policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

Email: privacy@getrallycap.com