Our policies and processes explained
Coachvox was created by creators, for creators, and we have designed our terms and policies to protect all parties.
We understand you may have further queries about how these affect you and your clients, so we have put together these questions and answers.
Contents
Intellectual property
Q: Who owns the IP of the content I use to train my AI model?
A: You retain copyright ownership of all your uploaded data, provided it was your IP originally.
Q: Can I train my AI model on any information I choose?
A: The choice is yours when it comes to what topics you train your AI on, but you must ensure you have the right to use any content you upload or manually add.
Q: Who owns the content my AI generates?
A: You, the creator, own the content generated by your AI model through Coachvox services. However, if the generated content is based on materials that weren’t created by you, ownership may be influenced by the rights of the original creators of those materials. You also grant Coachvox permission to use your content for the purpose of operating, maintaining, and improving your AI model.
A: No, your model is completely discreet. The information you provide during training is used only for your model and is not used to instruct or develop any other Coachvox AI model.
We may use your training data to help improve our processes and how we develop our technology or infrastructure to continue to make Coachvox AI a better product.
Q. Who owns the AI I create?
A. The AI you create with Coachvox will be yours to manage and share as you wish.
As the creator, you own all content you upload to your AI (provided it’s your original work and you have permission to use it). You also own the content generated by your AI model (as long as it’s substantially based on your original work). We don't use your content or AI to train any other models.
The technology used to create your AI remains owned by Coachvox. We cover copyright and IP in more detail in our Terms and Conditions.
Data handling & privacy
Q: How is Coachvox data protected?
A: We are committed to protecting your data and your clients' data. Coachvox data is securely stored using trusted systems and industry-standard security measures. Data is only kept as long as necessary. We follow data protection laws and GDPR requirements. We don't share your data with other parties other than those necessary for us to provide the technology to you.
Q: What are my responsibilities as a creator for data protection?
A: If you're a creator using our platform, you determine the purpose and means of processing any personal data you collect from users of your AI. You are the data controller for your AI users' data and must comply with applicable data protection laws. For AI conversation content, you and Coachvox are joint controllers.
Q: Where is Coachvox data stored?
A: Data is stored with trusted providers such as Google and Amazon Web Services (AWS), predominantly in the US and European Economic Area (EEA). We ensure appropriate safeguards are in place to protect your data in accordance with applicable data protection laws.
Q: Do you share my data with other companies?
A: We only share data with trusted service providers to help run our platform, like Stripe for processing payments. They keep this data safe and in line with their policies.
Q: How do I keep my account secure?
A: Keep your password confidential and log out of your account at the end of your session if using a shared device.
AI chat data
Q: What data is collected when someone chats with my AI?
A: When someone chats with your AI, we collect account data (name, email address), conversation content (the text of prompts and AI replies) and related metadata (such as date and timestamps).
Q: Can I see who has chatted with my AI?
A: Yes, you can see user information, including the dates and times they chatted with your AI, on your client screen.
Q: Who can see the chats with my AI?
A: Your AI's chats can be seen by you via your client screen.
You can also give users the option to view their own chat history if you wish to, by toggling on ‘Enable users to see previous chats’ in My Coachvox AI. Chat history is password protected, so no user can see any chats other than their own.
Note: Chats can be seen by Coachvox administrators for the purpose of providing the service, supporting you with training your AI, platform security, and infrastructure maintenance.
Q: Is it okay for users to share sensitive and personal information with my AI?
A: Users are advised not to share sensitive information or personal data beyond their name and email when interacting with the AI, as per the AI usage terms. They do so at their own risk.
Q. Are chats with my AI used to train other models?
A: No, your AI is an independent AI model, which means chat conversations aren't accessed by other models or used to train them. Each AI model operates separately, and conversation data remains private to your specific AI.
Q. How long are chats with my AI stored?
A: Chat data is stored as long as necessary to provide the service and support your AI users. As the creator, you can delete individual chats from your client screen at any time. Users can also request the deletion of their conversation data.
Q: Can users request the deletion of their chat data?
A: Yes, users can request their data to be deleted at any time. You can remove their name, email and chats from your client screen.
AI usage
Q: Are there any restrictions on who can use my AI?
A: All users are expected to use the AI model responsibly and there are three main restrictions:
- Users of your AI must be 18 or over.
- Users need to provide a name and email address.
- Users must agree to our AI usage terms before their first chat.
Beyond this, you can choose who has access to your AI. You can make it freely available or restrict access by charging a fee or offering coupons.
A. For almost all customers, no – your AI can have as many conversations as you like without you ever needing to think about limits. We do have fair use guidelines in place to make sure that unusually heavy usage (which affects fewer than 1% of accounts) doesn’t run beyond what’s covered by a standard subscription.
If you ever approach that threshold, we’ll notify you in advance and give you options to add more credits so you’re never caught off guard.
A. Your AI can handle many simultaneous users, and our platform automatically scales to meet normal demand. If you’re planning a large live event where you expect unusually high traffic, we recommend letting us know ahead of time. That way, we can ensure smooth performance and advise on optimising the experience of your audience.
Q. What happens if I use more than my plan includes?
A. In the rare case you go beyond the fair use range, you won’t lose access - you’ll simply have the option to add extra credits. We’ll always notify you before that happens.
Q. Why does AI have fair use limits when most software doesn’t?
A. Unlike traditional software, AI platforms incur costs for each interaction. Fair use limits help us keep subscription prices low for the vast majority of users, while still supporting those who need higher usage with flexible options.
Q. What measures do you have in place to ensure responsible and safe use of AI?
A. We have many guardrails in place to ensure responsible use of Coachvox, as does the underlying technology.
Q. Does Coachvox follow the EU AI Act?
A. Yes, Coachvox follows the principles of the EU AI Act.
Further guidance
For further information, please review our full policies.
If you have additional questions or issues, please send them to us via the support form in your account.