Privacy Policy

1. Who we are

Kaishindo runs Kaishindo Wellness (coaching phone calls with an AI coach), Kaishindo Performance (training tools for athletes and their coaches) and a waitlist for Kaishindo Nutrition. “We” means the company that operates them.to confirm

2. What we collect

• Your account: email, name, date of birth (the service is for adults), time zone, and which product you signed up for. Athletes also add sport, position, level and goals. Your password is handled by our sign-in provider; we never store it.
• Your phone number, if you use coaching calls, and when it was verified.
• The consents you give when you set up calls (to receive calls, to recording, that you're talking with an AI, that this isn't medical care), with the date and wording version.
• Your coaching calls: when they happen and how long they last; a short written summary the AI makes after each call; things you said you'd do and whether you did them; and notes the coach keeps to remember you between calls (such as your goals, preferences, injuries you mention and running times).
• Call recordings and transcripts, made and stored by our calling provider (Vapi). We keep links to them. Our team can open them when reviewing a safety concern.
• What you write in guides (short exercises and journaling). You choose which answers your coach may bring into calls; journaling in Mind never is.
• Well-being check-ins (a standard five-question well-being questionnaire, every two weeks, if you take it), and for running plans, a short health questionnaire before hard workouts.
• Athlete training data: sessions, check-in ratings, assessments, routines, competitions and post-competition debriefs.
• Safety records: see section 4.
• Billing: our payment provider (Stripe) handles your card. We keep your customer and subscription ids, status, and your prepaid call minutes and how they were used.
• Email: which emails we sent you and whether they were delivered, and your choices on which ones you get.
• Waitlist: your email, what you're interested in, and anything you choose to tell us. No account needed.
• Site visits: daily counts of page views and where they came from (see section 8). Nothing tied to you.

3. AI in the service

Every coaching call is a conversation with an AI coach, not a person. The conversation is run by our calling provider (Vapi) using Claude, a language model made by Anthropic. After each call, AI writes the summary and notes described above. We don't use your information to train AI models. Our providers process it only to run the serviceto confirm.

4. Safety monitoring

Because people sometimes share hard things, calls are watched for signs that someone may be at serious risk (for example thoughts of self-harm, a medical emergency, abuse, or a threat to someone else). When that happens, the coach shares crisis resources such as 988, and for serious risk a person on our team is alerted to review it. The alert itself carries no personal details; the reviewer sees them only after signing in to our secure admin area. We keep these records as an audit trail.to confirm

Kaishindo is not an emergency service. If you are in danger, call 911, or call or text 988 (the Suicide & Crisis Lifeline). Crisis resources.

5. How we use it

• To run your calls and the app, and to remember context from one call to the next.
• To keep people safe (section 4).
• To bill you, and to send the emails you can control (every one has an unsubscribe link).
• To improve the service, using totals rather than individual records.
• To protect the service from abuse (section 8).

6. Who we share it with

We never sell your information and never share it with advertisers. We share it only:

• With service providers that run parts of the service for us: Supabase (database and sign-in), Vapi (phone calls, recordings and transcripts), Anthropic (the AI coach, through Vapi), Stripe (payments), Resend (email) and Railway (hosting). Twilio sends text-message codes only if that option is turned on; it's off by default.to confirm
• With a coach you link to (Performance): your name, email, sport, position and level, and your training sessions, check-in ratings, assessments, routines and competitions. Your post-competition debriefs and which competition calls you've booked are shared only if you turn sharing on. Coaches never see your call conversations, recordings, well-being scores, journaling or safety records. You can unlink or stop sharing at any time.
• With our own team, only as needed to run and support the service. When a team member views the app as you to help with a problem, that view is read-only and logged.
• When the law requires it.to confirm

7. Your choices and rights

• Download your data from your account (download). Call recordings and transcripts, the automated call analysis and safety review records aren't in the download; ask us for them.to confirm
• Correct your profile at any time.
• Choose your emails in email settings or with the unsubscribe link in any email. Emails about your account, like password resets and receipts, always arrive.
• Choose what reaches your calls in your notebook, and which calls you get and when.
• Unlink from a coach or stop sharing at any time.
• Delete your account (request deletion). We complete requests within 30 days, and your calls stop meanwhile. Some records may be kept longer where the law requires, such as billing records.to confirm

8. Cookies, analytics and abuse protection

We use cookies to keep you signed in. Your display settings (light or dark, reduced glow) and your answer to the analytics question below are saved in your browser, not with us. We don't use advertising cookies.

We count page views ourselves: a day, a page, and the kind of place the visit came from (a search engine, a social site, a linking site or a campaign link). No cookies, no IP addresses, nothing tied to you, and we skip browsers that send Do Not Track or Global Privacy Control.

Google Analytics, only if you say yes. We also use Google Analytics to understand how people use the site, such as which pages are read and where visitors come from. It is off until you accept it in the banner. If you accept, Google sets cookies in your browser and receives information about your visit, such as the pages you view, your device and browser type, and your approximate location, under its own privacy policy. We switch off Google's advertising features and signals. If you decline, close the banner without choosing, or your browser sends Do Not Track or Global Privacy Control, nothing from Google loads and no Google cookies are set. You can change your mind at any time with “Cookie settings” in the footer; withdrawing removes Google's cookies from your browser. Our own team browsing the site while signed in is not counted.to confirm

To stop anyone flooding sign-in, sign-up or our forms, our server briefly keeps a scrambled code made from your internet address, in memory only, for up to an hour. It is never stored or logged. When something breaks, we keep a record of the error with emails, ids and numbers removed, for 90 days.

9. How long we keep it

While your account is open, we keep what's described above. Error records are deleted after 90 days. After you delete your account, some records may be kept for a limited time for billing, safety and legal reasons.to confirm

10. Health-related information

Kaishindo offers wellness and performance coaching. It is not a healthcare provider and does not diagnose or treat any condition. Some of what you share, like well-being check-ins or things you say on a call, may still be sensitive, and we protect it that way.to confirm

11. Adults only

The service is for adults (18 and over). We don't knowingly collect information from anyone younger. If you believe a minor has signed up, contact us and we'll close the account and delete the data. If someone who may be a minor is in crisis on a call, the coach still points them to help.

12. Security

All traffic is encrypted (HTTPS). Database access rules let members read only their own records, with the coach and team access described above. Keys and passwords for our systems are kept out of our code. Unsubscribe links are signed so they only work for the person they were sent to.

13. Changes

We'll tell you by email and in the app 30 days before any material change takes effect.

14. Contact

Privacy questions: contact address to be addedto confirm