Koherent Privacy Terms & Conditions

Effective Date: February 26, 2025

Welcome to Koherent! We take your privacy seriously. This document explains in plain language how we collect, use, and protect your personal data. By using Koherent, you agree to these privacy terms and conditions. Our goal is to be transparent and comply with all relevant laws like the EU’s General Data Protection Regulation (GDPR).

Data Storage and GDPR Compliance

We store all personal data on secure servers in Frankfurt, Germany. Keeping data in the EU means it’s protected under strong privacy laws. Koherent is fully GDPR-compliant, which means we follow strict rules on how we handle your information. We only collect and use the data we need to provide and improve our service, and we protect it with robust security measures. Your data will never be sold or shared with third parties for marketing purposes.

Your Rights and Control Over Your Data

It’s your data – you’re in control. Under GDPR, you have several rights regarding your personal information, and we want to make it easy for you to exercise them. You can always contact us to do any of the following:

  • Access Your Data: Ask for a copy of the personal data Koherent has about you.

  • Correct Your Data: Have us fix any incorrect or outdated information.

  • Delete Your Data: Request that we delete your personal data entirely.

  • Object or Restrict Processing: Tell us if you want us to stop using some part of your data.

If you have a request or question about your data, just email us at hey@koherent.ai. We’ll respond and take action as soon as possible, and always within the timeframes required by GDPR. There is no charge for these requests.

Sharing Within Your Team

Koherent is designed for use within corporate teams, and we limit who can see your personal insights:

  • Big Five Personality Scores: If you take a Big Five personality assessment on Koherent, the results are shared only with you and members of your corporate team on Koherent. This could include your immediate colleagues and managers in the same team or organization on our platform. No one outside your specified team can view these scores.

  • AI-Generated Insights: Koherent may provide AI-generated insights about you (for example, notes about your work style or communication preferences). These insights are shared only with your corporate team members as well. Your teammates and relevant managers can see this information to improve teamwork and understanding, but people outside your team cannot access it.

No Public Sharing: Rest assured, none of your personal scores or AI insights are public or visible to users outside your company team. We do not post anything to social networks or make it visible to other companies. The sharing is strictly limited to helping you and your team work better together.

Behavioral Analysis and Improvement

We want to make Koherent better for you, so we look at overall usage patterns. Koherent may automatically analyze how users in general interact with the app – things like which features are used most or how often certain tools are accessed. We use this information to improve the service, fix bugs, and make new features that matter to our users.

However, this analysis is done in a way that does not expose your personal behavior data to anyone. No individual (including other users, your company’s leadership, or even our own staff not involved in development) can look up your specific activity or behavior on Koherent. In short:

  • Internal Use Only: Behavioral data (like logs of feature usage) is used in aggregate or by automated systems to improve Koherent. It’s not shared with or visible to any user or external party.

  • No Individual Tracking for Others: Your boss or colleagues cannot see a report of how you personally use Koherent. Likewise, you cannot see another individual’s usage details. Everyone’s behavior data stays private.

Koherent’s team takes care to protect this data and only use it to make the app better for everyone.

Third-Party AI Services

To provide some of Koherent’s smart features (like generating insights or analyzing input), we rely on trusted third-party AI services. Currently, we use an AI service called Claude (developed by Anthropic) to help analyze data and create personalized feedback for you. This means that certain data might be processed by Claude to give you results or suggestions.

We may switch to a different AI service in the future, but we will only use providers that are GDPR-compliant and meet our high privacy standards. Any AI partner we use must agree to protect your data just as we do. Here’s what that means for you:

  • GDPR-Compliant Providers: Whether it’s Claude or another AI, the service will comply with GDPR. Your personal data will not be used by them for anything except delivering Koherent’s features to you.

  • Data Handling: We send only the necessary information to the AI service to get the job done (for example, to generate a tailored coaching tip). They are not allowed to store or use your data beyond providing that result.

  • Privacy Safeguards: We have agreements in place to ensure any AI service treats your data confidentially. If we change AI providers, we will update this policy (and let you know by email) so you’re always aware of who is handling your data.

No Corporate Dashboard

Koherent does not provide any kind of corporate “dashboard” or blanket overview where your employer or team leaders can see all data about all users. Privacy is central to our design:

  • Individual Access Only: Aside from the team-based sharing of insights described above, each person’s data on Koherent is only accessible to that person. There isn’t a special screen where a manager can spy on all team members or download everyone’s results.

  • Team Insights, Not Surveillance: The platform is meant to facilitate positive sharing (like understanding each other’s work styles), not to enable surveillance. We have purposely avoided building any tool that would let a company administrator view personal data en masse.

In short, your company can’t use Koherent as a spying tool — we simply don’t offer that capability.

Data Retention

We keep your personal data only as long as necessary to serve you and your team. Here’s how our data retention policy works:

  • Active Use: As long as you are an active user of Koherent (meaning you’re logging in or using the app), we will retain your data so that the service continues to work for you.

  • Leaving the Service: If you decide that you no longer want to use Koherent, you have the right to have your data deleted. You can let us know by emailing hey@koherent.ai, and we will permanently erase your personal data from our systems.

  • Inactivity Cleanup: If your profile has been completely inactive for 2 years (24 months) straight, we will assume you have stopped using Koherent. In this case, we will automatically delete your account and personal data for your privacy. We’ll try to reach out via your registered email before deletion, but if we can’t contact you, the data will be removed.

By removing inactive accounts, we ensure we’re not holding onto your information longer than necessary. If you return to Koherent after your data has been deleted due to inactivity, you would need to create a new profile.

Updates to This Policy

We may update these Privacy Terms & Conditions from time to time to reflect changes in our services or to clarify our practices. If we make any important changes, we will let you know. We will send a notice to your registered email address describing the changes. We might also post an announcement in the Koherent app or website.

Rest assured, we will not reduce your rights under this Privacy Policy without your consent. If the changes are significant, we may ask for your consent again, as required by law. We encourage you to review this policy once in a while to stay informed about how we’re protecting your data.

Contact Us

Your privacy matters to us. If you have any questions, concerns, or requests regarding your personal data or these privacy terms, please reach out to us:

Email: hey@koherent.ai

We’re here to help and will respond as quickly as we can. Whether you want to delete your data, have a concern about privacy, or just need clarification, don’t hesitate to contact us. Thank you for trusting Koherent with your information – we’re committed to keeping that trust.