Privacy Policy

1. Who is responsible for what

The customer organization deploying Coapro is the controller: it decides to monitor, sets the policy, and determines who may see the results. Coapro is a processor, acting on that organization’s documented instructions. If you want to know what is recorded about you, ask your employer first; we will help them answer.

2. What we record

Coapro is deliberately narrow. It watches only surfaces where a person is communicating with an AI assistant:

• applications whose purpose is an AI conversation;
• browser tabs on known AI sites, and the address bar of browsers whose search is itself an AI;
• the Copilot pane inside Microsoft Office applications; and
• terminal windows in which an AI command-line tool is running.

In those surfaces we record:

• Prompt content — what was typed, pasted or dropped into the prompt, with detected secrets removed before storage;
• Attachment metadata — filename, file type and size. We never open or read the file;
• Destination — which assistant, including the page address for web assistants;
• Outcome — whether the send was allowed, warned, blocked or overridden, and when;
• Coaching records — scores and written rationales derived from the above.

3. What we do not record

• Typing in applications that are not AI surfaces.
• The contents of documents, spreadsheets or email — including in Office applications, where only the assistant pane is watched.
• The contents of attached files.
• General web browsing. Page addresses are read only to decide whether a tab is an AI site, and are not retained unless it is one.
• Screenshots, camera, microphone, location, or keystrokes outside a watched surface.

4. Secrets are removed before storage

When the policy detects a Social Security number, payment card number or credential in a prompt, that value is replaced with [REDACTED] before the prompt is written to storage. The record shows that a Social Security number was present and that the send was blocked; it does not contain the number. This is enforced on our servers, so no client can opt out of it.

5. Who we share it with

We do not sell personal information and we do not share it for advertising. We use a small number of sub-processors, listed with names and locations in the Data Processing Addendum.

One deserves emphasis. To produce coaching feedback, prompt text is sent to a third-party AI model provider. It is redacted of detected secrets first, but it is otherwise a person’s own words leaving our systems. Our agreement with that provider prohibits training on it. We say this plainly because a product that monitors people for sending data to AI owes an unusually clear account of sending their data to an AI.

We also use a cloud hosting and database provider, which stores all Customer Data at rest.

6. How long we keep it

Prompt content is retained for a period the customer configures — by default seven days — after which it is deleted automatically. Evaluation events and coaching records are retained for the life of the subscription unless the customer sets otherwise. On termination, data is deleted within sixty days.

7. Your rights

Depending on where you live you may have rights to access, correct, delete or restrict processing of your personal information, and to object to it. Because your employer is the controller, start there; we will help them respond. Where we are the controller — for example, of an administrator’s account details — contact us at privacy@coapro.org.

8. Security and international transfers

Data is encrypted in transit and at rest. Verbatim prompt content is restricted to administrator and security-analyst roles, and every access is logged. Where data is transferred internationally we rely on Standard Contractual Clauses or another lawful mechanism, set out in the Data Processing Addendum.