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Privacy Policy

Last updated: August 23, 2026

CoachWare AI, LLC (“CoachWareAI,” “we,” “us,” or “our”) respects your privacy and is committed to protecting it. This Privacy Policy explains how we collect, use, and safeguard your information when you use our website (coachwareai.com) and our services, including the TexScape mobile application (collectively, the “Services”). By using our Services, you agree to the practices described in this Policy.

This Policy applies to users in the United States, Canada, and Mexico. We do not specifically target users in the European Union; however, if you access our Services from the EU, you may have additional rights under applicable law.

1. Information We Collect

We collect the following types of information:

a) Information You Provide

  • Account or contact details you give us (such as name, email, or phone number) when contacting support or subscribing.
  • Preferences and settings you configure in the app (such as scheduling options, default messages, or notification settings).
  • Your phone number, which we verify by sending you a one-time verification code via SMS during account setup.
  • Backup contact information (name and phone number), if you choose to use the Backup Contact feature. If you enable this feature, we send a confirmation request directly to that contact’s phone, and their reply confirms them as your verified Backup Contact.
  • Messages you send to our in-app Troubleshooting Assistant, if you choose to use it, along with limited technical status information about your app (such as whether Dry Run mode is on, whether your phone number is verified, and the status of your most recent message) to help the assistant give you relevant help. We do not send your phone number or the content of your scheduled messages to the Assistant.
  • Referral codes you enter or share as part of the refer-a-friend program.

b) Information We Process Automatically

  • App usage logs (non-identifying), including error reports, crash diagnostics, and general analytics.
  • Device information such as device type, operating system version, and app version.
  • Website data, including cookies, device type, browser type, and general traffic analytics.

c) SMS & Communication Data

  • When you use TexScape to send or schedule text messages, the content of those messages is created entirely by you.
  • Message metadata (e.g., scheduled send time, delivery status) is processed by our SMS provider (Twilio) to complete delivery, including for Reply Back messages (see Section 2).
  • We do not read, sell, or retain your message content beyond what is required for delivery.
  • Your phone number is used solely to send the messages you schedule, to verify your account, and to enable features like Reply Back. It is not used for marketing purposes.

d) Referral Program Data

  • When you participate in the refer-a-friend program, we generate a unique referral code associated with your account.
  • If you were referred by another user, we capture the referral code at install or first launch and associate it with your phone number upon account verification.
  • Referral rewards (credits) are issued to the referring user only upon the referred user’s first actual use of the service — not upon install alone.
  • We track the number of successful referrals per user per calendar month to enforce program limits.

2. How We Use Your Information

We use your information to:

  • Provide, operate, and improve our Services.
  • Deliver and schedule SMS messages you configure, including automatic follow-up replies triggered when you reply to a message you receive (our “Reply Back” feature).
  • Verify your phone number and, if applicable, your Backup Contact’s phone number.
  • Administer the refer-a-friend credit program.
  • Provide support through our in-app Troubleshooting Assistant, powered by a third-party AI service.
  • Maintain security, troubleshoot, and improve app performance.
  • Respond to support requests.
  • Comply with legal obligations and carrier requirements.

We do not sell your personal data.

3. Data Storage and Retention

  • Local by default: Most TexScape configurations (templates, scheduling preferences, logs) are stored locally on your device.
  • Retention: Some records related to app functionality (such as referral tracking, abuse-prevention data, and phone/Backup Contact verification status) are retained indefinitely at this time.
  • Message content is not retained on our servers after successful delivery confirmation.
  • Deletion: You may delete app data locally at any time. You may request deletion of any account-linked information we hold by contacting us at Privacy@CoachWareAI.com.

4. Data Security

We implement industry-standard security measures to protect your data, including encryption in transit (TLS) and encryption at rest for any server-side data we retain. While we take reasonable precautions, no method of electronic transmission or storage is 100% secure. We encourage you to use a strong, unique password and to contact us immediately if you suspect unauthorized access to your account.

5. Third-Party Services

We use the following third-party services to operate TexScape:

  • Twilio, for SMS delivery. Twilio processes your phone number and message content solely to deliver the SMS you request, including Reply Back messages. Message content is not retained by Twilio beyond delivery. Twilio’s privacy policy is available at Twilio.com/legal/privacy.
  • Firebase and Google Cloud Platform (Google), used to operate app functionality including message delivery infrastructure, referral tracking, rate-limiting/abuse prevention, timed message scheduling, and security verification. Google’s privacy policy is available at policies.google.com/privacy.
  • Anthropic, which powers our in-app Troubleshooting Assistant. If you use this feature, your typed messages and limited technical status information about your app (as described in Section 1a) are sent to Anthropic to generate a response. We do not send your phone number, contact information, or scheduled message content to Anthropic. Anthropic’s privacy policy is available at anthropic.com/legal/privacy.

We do not share your personal data with any third party for advertising or marketing purposes.

6. Credits, Premium Purchases, and Payment Data

TexScape offers optional credit packs and a Premium subscription.

  • How purchases are processed: All purchases are made through the native in-app purchase systems provided by the app store you downloaded TexScape from: Google Play Billing (Android) or Apple’s App Store/StoreKit (iOS).
  • What we collect: We receive confirmation of your purchase (such as which credit pack or subscription tier you bought) so we can credit your account. We do not collect, process, or store your payment card number, billing address, or other payment credentials.
  • Who processes payment: Google and Apple handle all payment information directly, under their own privacy policies, available at policies.google.com/privacy and apple.com/legal/privacy, respectively.

7. Your Rights

Depending on your location, you may have the right to:

  • Access the personal data we hold about you.
  • Request correction of inaccurate data.
  • Request deletion of your data.
  • Opt out of any future communications.
  • Withdraw consent for data processing where consent is the legal basis.

To exercise any of these rights, contact us at Privacy@CoachWareAI.com. We will respond within 30 days.

8. California Residents – CCPA Rights

If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: You may request that we disclose the categories and specific pieces of personal information we have collected about you.
  • Right to Delete: You may request deletion of personal information we have collected, subject to certain exceptions.
  • Right to Opt-Out of Sale: We do not sell your personal information.
  • Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights.

To submit a CCPA request, contact us at Privacy@CoachWareAI.com. We will verify your identity before processing your request and respond within 45 days.

9. Canadian Residents – PIPEDA

If you are a Canadian resident, your personal information is governed by Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). We collect, use, and disclose your personal information only with your consent and only for the purposes identified in this Policy. You have the right to access your personal information and to challenge its accuracy. To exercise these rights, contact us at Privacy@CoachWareAI.com.

10. Mexican Residents – LFPDPPP

If you are a resident of Mexico, your personal data is protected under the Ley Federal de Protección de Datos Personales en Posesión de los Particulares (LFPDPPP). In compliance with this law, we provide a separate Aviso de Privacidad (Privacy Notice) in Spanish, available at coachwareai.com/aviso-de-privacidad. You have the right to access, correct, cancel, and oppose the processing of your personal data (ARCO rights). To exercise these rights, contact us at Privacy@CoachWareAI.com.

11. Children’s Privacy

TexScape is intended for users 18 and older. We do not knowingly collect personal information from anyone under 18. If you believe someone under 18 has provided us with personal information, please contact us at Privacy@CoachWareAI.com and we will delete it promptly.

12. Governing Law

This Privacy Policy is governed by the laws of the State of Wyoming, without regard to its conflict of law provisions. Any disputes arising under this Policy shall be subject to the exclusive jurisdiction of the state and federal courts located in Wyoming.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by updating the “Last updated” date at the top of this page. Continued use of our services after changes constitutes acceptance of the updated policy.

14. Contact Us

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

CoachWare AI, LLC

Email: Privacy@CoachWareAI.com

Website: CoachWareAI.com

Address:

CoachWare AI, LLC

30 N Gould St, Ste R

Sheridan, WY 82801