Privacy Policy

Last updated: 30 September 2026

CoachBoard ("we", "us", the "Service") is operated by CoachBoard, an Australian business (ABN 46 907 905 466). This policy explains what data the Service collects, how it is used, and the choices you have. By connecting your Instagram account and using the Service, you agree to this policy.

Who the Service is for

CoachBoard helps businesses respond to their own Instagram Direct Message (DM) conversations more efficiently. Authorised team members ("setters") can type a reply, generate it as a voice note in the business owner's own consented, cloned voice, and send it within Instagram's standard messaging window. The Service only acts on Instagram accounts that the business has explicitly connected and authorised.

Information we collect

• Instagram account information.The connected business account's ID, username, and profile details, obtained via Meta's official APIs after you authorise the connection.
• Message data.The content and metadata of DM conversations on the connected account (sender/recipient IDs, message text, timestamps), so the Service can display conversations and send replies on the business's behalf.
• Reply content you create. The text a setter enters and the voice audio generated from it.
• Voice samples. Audio the business owner provides to create their cloned voice (processed via our voice provider, ElevenLabs).
• Account & usage data. Login identifiers, and basic logs needed to operate and secure the Service.

How we use information

• To display the connected account's Instagram conversations in the inbox.
• To generate voice notes from typed text using the business owner's consented cloned voice.
• To send those voice notes as replies within the connected account's DMs.
• To operate, secure, debug, and improve the Service.

We do not sell personal data, and we do not use message content for advertising.

Third parties

• Meta Platforms (Instagram).We access Instagram messaging via Meta's official APIs, subject to Meta's Platform Terms and policies.
• ElevenLabs.Text and voice samples are processed by ElevenLabs to synthesise voice audio. See ElevenLabs' privacy policy for their handling of that data.

Voice cloning & consent

A cloned voice is only created with the explicit consent of the person whose voice it is, and is used solely to generate that person's (or their business's) own outbound messages. The business is responsible for ensuring it has the right to use any voice it submits.

Data retention & deletion

We retain data only as long as needed to provide the Service. You can disconnect your Instagram account at any time, and you can request deletion of your data — including message data and any cloned voice — by emailing us. We will delete it within 30 days, except where retention is required by law.

Security

Access tokens and credentials are stored securely and access is limited to operating the Service. No method of transmission or storage is perfectly secure, but we take reasonable measures to protect your data.

Your rights

You may request access to, correction of, or deletion of your personal data. To do so, contact us using the details below.

Sign-up and billing information

When you start a free trial we collect your email address, your name, your business name and your answers to a few questions about your team (team size, daily DM volume and whether you use GoHighLevel). We save these as you go, so we can follow up about your trial even if you don't finish signing up. We also record when you accepted our Terms, with your IP address and browser details, as evidence of that agreement.

Payments are processed by Stripe. Your card details go directly to Stripe and are never stored by us. We keep your Stripe customer and subscription identifiers and your subscription status.

We'll email you about your trial and your account. You can unsubscribe from anything that isn't essential to your account at any time.

Advertising and measurement (Meta Pixel and Conversions API)

Our public website and sign-up pages (not the CoachBoard app itself) use the Meta Pixel and Meta's Conversions API. They tell Meta when someone visits, starts signing up, reaches pricing, goes to checkout or starts a trial, so we can measure our ads and show ads to people who have shown interest. Along with the event, we send Meta your IP address, browser details, Meta's own browser cookies and, in hashed (scrambled) form, your email address and name. Meta's use of this information is covered by Meta's Data Policy. You can control ad personalisation in your Facebook and Instagram ad settings, and you can block these cookies in your browser.

Service providers

We use these providers (sub-processors) to run CoachBoard:

• Meta Platforms — Instagram messaging, and ad measurement as described above.
• Stripe — subscription billing and payments.
• Supabase — our database, hosted in Sydney, Australia.
• Clerk — accounts and sign-in.
• Vercel — website and app hosting.
• ElevenLabs — voice generation, using your own ElevenLabs account.
• Anthropic — Claude AI features, using your own Claude API key.
• GoHighLevel — only if you connect it, to send replies in the extended window.

Some of these providers store or process data outside Australia (including in the United States). We only share what each one needs to do its job.

How long we keep data

When you close your account or ask us to delete your data, we delete it within 30 days. The exception is records we are required by law to keep, such as billing and tax records. If you start signing up but don't finish, we may keep your sign-up details to follow up about your trial until you ask us to delete them.

Contact

CoachBoard — hello@coachboard.com.au

Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the "Last updated" date above.