Privacy Policy

1. Information We Collect

Account Information

• Email address
• Name
• Access code and authentication credentials
• Billing and payment information (processed by our payment provider, Kajabi)

Profile and Onboarding Data

• Business details you provide during onboarding (industry, goals, niche)
• Customer avatar (your Ideal Target Client) generated with your input
• Your Goal Stack and, for mastermind members, your Leadership Profile

Chat Content

• Questions and prompts you submit
• AI responses generated for you
• Documents, links, and images you share in chat
• Copy, notes, and conversations you save to your vault

Coaching Calls and Program Spaces

• If you attend live coaching calls in The Infinite Leap Mastermind, those calls are recorded and transcribed (through Zoom). Section 3 explains how that material is used.
• If you participate in the program's Telegram group chats and are on the program's approved member roster, messages you post there may be captured and summarized into the member records our coaching team uses to coach you. Messages from people not on the approved roster are not captured.

Usage Data

• Log data (IP address, browser type, device identifiers, timestamps)
• Page views, features used, and session duration
• Error reports and diagnostic information

Cookies

In the NicoleAI application, we use only the cookies needed to run it — a session cookie that keeps you logged in and a preference cookie that remembers your theme. We do not use advertising cookies, third-party analytics, session-replay tools, or advertising pixels in the application, and we do not share information from your use of the application with advertising networks.

On our marketing website and checkout pages, we and our providers use cookies and similar technologies — including Google Analytics and the Meta (Facebook) advertising pixel — to measure how our marketing performs and to show you our ads on other platforms. Under some state privacy laws this is considered “sharing” personal information for cross-context behavioral advertising.

2. How We Use Your Information

• Provide, operate, and maintain the Service
• Authenticate you and secure your account
• Process payments and manage subscriptions
• Generate AI responses tailored to your profile
• Personalize your coaching over time using a memory of your past conversations (see Section 4)
• Build and improve the shared knowledge base that powers NicoleAI's answers (see Section 3)
• Respond to support requests and communicate about your account
• Improve the Service, troubleshoot issues, and analyze usage patterns
• Comply with legal obligations and enforce our Terms

3. How Coaching-Call Content Is Reused

NicoleAI answers questions from a knowledge base of Nicole's teaching — and that includes the coaching that happens on live program calls. This is the least obvious part of how the product works, so we want to say it plainly:

• What happens. Group coaching calls are recorded and transcribed, and the coaching content from those calls becomes part of the shared knowledge base. When any student asks NicoleAI a question, relevant pieces of that coaching may be used to shape the answer they receive.
• What that means for you. If you ask a question on a coaching call, Nicole's answer — and the situation it addressed — may inform the answers other students receive later.
• How you are protected. This material is anonymized: names are removed when it enters the knowledge base and stripped again before any of it reaches an answer, and call titles that contain names are never shown. Another student sees the coaching, never who asked for it.

4. Conversation Memory

So NicoleAI can coach you with continuity, it keeps a memory of your own conversations: summaries of your chats are stored and used to inform its answers in your later conversations. This memory is private to you — it is never used in another student's answers — and it is deleted when you delete your account (Section 6).

5. Service Providers and Data Sharing

We do not sell your personal information for money. (See Cookies above for the advertising technologies our marketing website uses, which some state laws treat as “sharing.”) We share data only with service providers who help us operate the Service, under contracts that require appropriate confidentiality and security:

We may also disclose information when required by law, to protect our rights, or in connection with a merger, acquisition, or sale of assets.

6. Data Retention and Deletion

We retain your account and chat data for as long as your account exists. We do not currently delete data on a fixed schedule after an account goes inactive — deletion happens when you ask for it, and you can ask for it at any time.

Deleting your account yourself

Account Settings (the menu at the top right of the app) includes Delete my account. When you confirm it:

• Your conversations and their stored summaries, saved copy, projects, profile, goals, uploaded documents, and usage logs are permanently deleted. Internal reporting digests that mentioned you are scrubbed of your entries.
• Your purchase records are scrubbed of personal details but the purchase ledger entry itself is kept, as required for financial record-keeping and to prevent your deleted account from being accidentally re-created.
• We keep a minimal record that the deletion happened (your email address and the date), as proof we carried it out.
• If you are or were part of a Leadership Teams pod: your name, email, and membership dates remain in the mastermind's program records (like coaching call recordings), and your login is permanently deactivated instead of deleted. Contact support if you need those records removed as well.
• Coaching-call content that already entered the shared knowledge base (Section 3) was anonymized before storage and carries no link back to you, so it is not affected by account deletion.

Billing records are retained as required by applicable tax and financial regulations. You can also request deletion by contacting hello@itsnicolebrennan.com.

7. Your Rights

Depending on your jurisdiction (including the EU, UK, and California), you may have the following rights:

• Access and export: Download a copy of your data — your profile and intake answers, conversations and their stored summaries, saved copy, projects, goals, uploaded documents, and account records — with Export my data in Account Settings, any time. Routine usage logs are not part of the download; they are deleted with your account. For anything else we hold, contact us below.
• Correction: Request correction of inaccurate or incomplete information (your profile is editable in the app).
• Deletion: Delete your account and associated personal data — use Delete my account in Account Settings (see Section 6 for exactly what happens).
• Restriction: Request we restrict or stop processing your data in certain circumstances.
• Objection: Object to processing based on legitimate interests.
• Withdraw consent: Withdraw any consent previously given.
• Complaint: Lodge a complaint with your local data protection authority.

For anything you cannot do in the app, contact hello@itsnicolebrennan.com. We respond within 30 days.

8. Legal Basis for Processing (EU / UK Users)

We process personal data under the following legal bases:

• Contract: To provide the Service you have subscribed to.
• Legitimate interests: To operate, improve, and secure the Service.
• Legal obligation: To comply with tax, accounting, and regulatory requirements.
• Consent: For any processing requiring explicit opt-in.

9. International Data Transfers

Our service providers (including Anthropic, OpenAI, Supabase, Render) process data primarily in the United States. If you access the Service from outside the U.S., your information will be transferred to and processed in the U.S. We rely on Standard Contractual Clauses and equivalent safeguards where required.

10. Security

We implement reasonable technical and organizational measures to protect your information, including encryption in transit (HTTPS), authentication controls, and access restrictions. However, no system is perfectly secure. You are responsible for keeping your login credentials confidential.

11. Children's Privacy

NicoleAI is not intended for users under the age of 13. We do not knowingly collect personal information from children under 13. If you believe we have collected information from a child under 13, please contact us so we can delete it.

12. California Privacy Rights (CCPA / CPRA)

California residents have additional rights under the California Consumer Privacy Act and California Privacy Rights Act, including the right to know, delete, correct, and limit the use of sensitive personal information. We do not sell personal information for money; see Cookies above for what our marketing website shares for advertising. To exercise these rights, use the export and deletion tools in Account Settings or contact hello@itsnicolebrennan.com.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be announced via email or in-app notice at least 14 days before taking effect. The "Last updated" date at the top reflects the most recent revision.

14. Contact

FREE YOUR MIND LLC
Austin, Texas
Privacy inquiries: hello@itsnicolebrennan.com
Our full mailing address is available on request.