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PersonalHQ Privacy Policy

PersonalHQ Privacy Policy

Last updated: August 19, 2025

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1. Introduction

PersonalHQ ("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 AI coaching and counselling platform at personalhq.co.uk.

 

2. Information We Collect

 

Personal Information:

  • Name and email address (for account creation)

  • Payment information (processed securely through third-party providers)

  • Communication preferences

Conversation Data:

  • All conversations with our AI coaches and counsellors

  • Chat history and session records

  • User inputs and AI responses

  • Progress tracking data

Technical Information:

  • IP address and location data

  • Device information and browser type

  • Usage patterns and platform interactions

  • Cookies and similar tracking technologies

 

3. How We Use Your Information

 

Service Delivery:

  • Provide personalized AI coaching and counselling services

  • Maintain conversation history for continuity of care

  • Route users to appropriate coaches via SAGE system

  • Improve AI responses and user experience

Platform Operations:

  • Process payments and manage subscriptions

  • Send service-related communications

  • Provide customer support

  • Ensure platform security and prevent fraud

Legal Compliance:

  • Comply with applicable laws and regulations

  • Respond to legal requests and prevent harm

  • Protect our rights and the rights of others

 

4. AI and Data Processing

 

AI Services:

  • We use OpenAI's services to power our AI coaches

  • Conversation data is processed to generate appropriate responses

  • Each AI coach maintains separate conversation histories

  • No conversation data is shared between different AI coaches without explicit context

Data Retention:

  • Conversation histories are retained to provide continuity of service

  • Users can request the deletion of their conversation data

  • Technical data is retained for security and improvement purposes

 

5. Data Sharing and Disclosure

We DO NOT sell your personal information.

 

We may share information with:

  • Service Providers: Payment processors, hosting services, and technical support

  • AI Services: OpenAI for conversation processing (subject to their privacy policy)

  • Legal Requirements: When required by law or to protect rights and safety

  • Business Transfers: In case of merger, acquisition, or asset sale

We DO NOT share:

  • Individual conversation content with third parties for marketing

  • Personal information with other users

  • Conversation data between different AI coaches on our platform

 

6. Your Rights and Choices

 

Access and Control:

  • View and download your conversation history

  • Update your account information

  • Delete specific conversations or entire chat history

  • Cancel your subscription at any time

Communication Preferences:

  • Opt out of marketing communications

  • Choose notification settings

  • Control cookie preferences

Data Protection Rights (GDPR):

  • Right to access your personal data

  • Right to rectification of inaccurate data

  • Right to erasure ("right to be forgotten")

  • Right to restrict processing

  • Right to data portability

  • Right to object to processing

 

7. Data Security

Security Measures:

  • Encryption of data in transit and at rest

  • Secure hosting infrastructure

  • Regular security assessments

  • Limited access to personal information

  • Secure payment processing

  • Data stored on secure global servers

Your Responsibility:

  • Keep your login credentials secure

  • Report any suspected security breaches

  • Use strong, unique passwords

 

8. International Data Transfers

  • Data may be processed in countries outside the UK/EU

  • We ensure appropriate safeguards are in place

  • OpenAI processing is subject to their data protection measures

  • We comply with applicable data transfer regulations

 

9. Children's Privacy

  • Our services are not intended for users under 18

  • We do not knowingly collect information from children

  • If we become aware of child data collection, we will delete it promptly

  • Parents/guardians should contact us if they believe their child has provided information

 

10. Cookies and Tracking

We use cookies for:

  • Essential platform functionality

  • User authentication and security

  • Analytics and platform improvement

  • User preference storage

 

Cookie Types:

  • Strictly Necessary: Required for platform operation

  • Functional: Enhance user experience and remember preferences

  • Analytics: Help us understand platform usage

  • Marketing: Deliver relevant content (with consent)

 

11. Third-Party Services

We integrate with:

  • OpenAI: For AI conversation processing

  • Payment Processors: For secure payment handling

  • Analytics Services: For platform improvement

  • Hosting Providers: For reliable service delivery

Each third-party service has its own privacy policy governing their use of your information.

 

12. Changes to This Policy

  • We may update this Privacy Policy periodically

  • Material changes will be communicated via email or platform notification

  • Continued use of our services constitutes acceptance of updates

  • Previous versions will be archived and available upon request

 

13. Contact Information

Data Protection Queries:

 

Data Protection Officer:

For GDPR-related inquiries, contact our Data Protection Officer at: dpo@personalhq.co.uk

 

14. Legal Basis for Processing (GDPR)

We process your data based on:

  • Consent: For marketing communications and optional features

  • Contract: To provide our coaching and counselling services

  • Legitimate Interest: For platform improvement and security

  • Legal Obligation: To comply with applicable laws

 

By using PersonalHQ, you acknowledge that you have read and understood this Privacy Policy and agree to the collection and use of your information as described herein.

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