Privacy Policy | SparkOS

SparkOS LLC ("Company," "we," "us," or "our") operates the SparkOS platform at joinsparkos.com (the "Service"). This Privacy Policy explains how we collect, use, disclose, and protect your personal information when you use our Service. By using SparkOS, you consent to the practices described in this policy.

1. Information We Collect

1.1 Information You Provide

Account Information: Name, email address, and password when you create an account.
Profile Data: Display name, archetype preferences, and other profile customizations.
Check-In Data: Mood levels, energy levels, emotional states, activities, gratitude entries, and journal responses you submit during check-ins.
Quiz Responses: Answers to personality assessments, leadership quizzes, and momentum evaluations.
Journal Entries: Free-text journal content you create within the Service.
Coaching Data: Communications and data shared between coaches and clients within the platform.
Payment Information: Billing details processed through Stripe. We do not store credit card numbers — Stripe handles payment data per PCI-DSS standards.

1.2 Information Collected Automatically

Usage Data: Pages visited, features used, check-in frequency, session duration, and interaction patterns.
Device Information: Browser type, operating system, device type, and screen resolution.
Log Data: IP address, access times, referring URLs, and error logs.
Cookies and Similar Technologies: As described in our Cookie Policy.

1.3 Information from Third Parties

Authentication Providers: If you sign in with Google, we receive your name, email, and profile picture from Google.
Payment Processor: Stripe provides us with transaction confirmations, subscription status, and customer identifiers (not full card numbers).

2. How We Use Your Information

We use your information for the following purposes:

Service Operation: To provide, maintain, and improve the SparkOS platform.
Personalization: To generate archetype assessments, quiz results, AI-powered insights, progress tracking, and personalized prompts.
Coaching Features: To facilitate coach-client relationships, including sharing relevant client data (check-in history, progress metrics) with assigned coaches.
Analytics: To generate aggregated, anonymized analytics for service improvement. Individual data is never sold or shared for advertising.
Communications: To send account-related notifications, security alerts, and (with your consent) product updates.
Payments: To process subscriptions, one-time purchases, and manage billing.
Safety and Security: To detect fraud, enforce our Terms of Service, and protect our users.
Legal Compliance: To comply with legal obligations, respond to lawful requests, and protect our rights.

3. Sensitive Personal Data

SparkOS collects data that may be considered sensitive, including:

Mood and emotional state data
Energy levels and wellness indicators
Personal reflections and journal entries
Self-assessment quiz responses

This data is collected solely for the purpose of providing the Service. We treat it with the highest level of care. We do not sell this data, use it for advertising, or share it with third parties for marketing purposes. We do not use your personal data to train general-purpose AI models.

Your sensitive data may be processed by automated systems within the platform to generate personalized insights, growth profiles, behavioral analyses, and coaching intelligence — both for your benefit and for your assigned coach's use (see Sections 4.1 and 4.2). This processing occurs solely within the SparkOS platform and is not shared externally.

4. Data Sharing and Disclosure

We do not sell your personal information. We share data only in the following circumstances:

4.1 With Your Coaches

If you are assigned to a coach (by joining a community or accepting an invitation), your coach may access the following data about you:

Check-in data: Mood levels, energy levels, emotional tags, activities, and check-in dates and frequency.
Progress metrics: Streak history, XP, evolution stage, archetype assignment, and engagement patterns.
Check-in responses: Text responses you provide during check-ins (prompts and reflections). You should assume that anything you write in a check-in response may be visible to your assigned coach.
Quiz results: Archetype breakdowns, momentum scores, leadership profiles, and related assessment data.
AI-generated insights: Behavioral patterns, vulnerability depth scores, mood trends, engagement analysis, intervention suggestions, and other automated assessments generated from your data (see Section 4.5 below).

Coaches cannot access: your password, payment information, or private journal entries created outside of check-ins.

By joining a coach's community or accepting a coaching invitation, you expressly consent to this data sharing for the duration of the coaching relationship and any applicable retention period thereafter.

4.2 AI Processing for Coach Insights

SparkOS uses automated systems (including rule-based algorithms and artificial intelligence) to process your data and generate insights for your assigned coach. This processing includes but is not limited to:

Behavioral pattern detection: Identifying trends in mood, energy, engagement, and check-in consistency over time.
Vulnerability and reflection depth analysis: Measuring the depth and growth of your self-reflection based on response length, emotional range, and engagement with prompts.
Risk and attention scoring: Flagging potential concerns such as declining mood trends, missed check-ins, broken streaks, or low engagement — so coaches can provide timely support.
Progress profiling: Building an evolving profile of your growth journey, including archetype shifts, shadow work progress, and milestone achievements.
Intervention recommendations: Generating suggested coaching actions based on your behavioral data to help your coach provide more effective guidance.

These AI-generated insights are designed to help your coach better understand and support your growth. By using the Service with an assigned coach, you consent to this automated processing of your data.

We do not use your data to train general-purpose AI models. AI processing is performed solely to generate insights within your coaching relationship on the SparkOS platform.

4.3 Service Providers

We use trusted third-party services to operate the platform:

Firebase (Google Cloud): Authentication, database, and hosting — data stored in the United States.
Stripe: Payment processing — subject to Stripe's privacy policy.
Vercel: Application hosting and deployment.

These providers process data on our behalf under contractual obligations to protect your information.

4.4 Legal Requirements

We may disclose your information if required by law, regulation, legal process, or governmental request, or if necessary to protect the rights, property, or safety of the Company, our users, or the public.

4.5 Business Transfers

In the event of a merger, acquisition, or sale of assets, your information may be transferred to the acquiring entity. We will notify you before your data becomes subject to a different privacy policy.

5. Data Retention

5.1 Active Accounts

We retain your data for as long as your account is active and the Service is in use. There is no automatic deletion of active account data — your history, check-ins, quiz results, coaching records, and AI-generated profiles are maintained to provide continuity of service, long-term growth tracking, and ongoing coaching support.

5.2 Coaching Relationship Data

Data generated within a coaching relationship (check-in history shared with coaches, AI-generated insights, coach notes, CRM records, vulnerability assessments, and progress profiles) is retained for the duration of the coaching engagement plus up to 3 years thereafter. This extended retention serves legitimate purposes including:

Continuity if a client returns to the same or a different coach.
Coach professional record-keeping obligations.
Dispute resolution and legal compliance.
Longitudinal progress tracking across multi-year coaching contracts.

Coaches may retain their own notes and records about clients (created by the coach, not by the client) independently per their own professional obligations.

5.3 Account Deletion

You may request deletion of your account at any time. Upon receiving a deletion request:

Personal profile data (name, email, preferences) is deleted or anonymized within 30 days.
Check-in and journal content you authored is deleted within 30 days.
AI-generated insights and aggregated coaching analytics derived from your data may be retained in anonymized or de-identified form, as they constitute part of the coach's professional records and the platform's analytical outputs.
Coach notes and CRM records created by your coach about you are owned by the coach and may be retained per the coach's own data retention practices.
Financial records (payment history, subscription records) are retained as required by law (typically 7 years).
Data required for legal compliance, dispute resolution, or enforcement of our Terms is retained as long as necessary.

5.4 Aggregated and Anonymized Data

Anonymized, aggregated data that cannot reasonably identify you (e.g., platform-wide engagement statistics, feature usage metrics) may be retained indefinitely.

5.5 Backups

Data may persist in encrypted backups for up to 90 days after deletion from active systems.

6. Data Security

We implement industry-standard security measures to protect your data:

All data transmitted between your device and our servers is encrypted using TLS/SSL.
Data at rest is stored in Firebase/Google Cloud with encryption at rest enabled.
Access to user data is restricted to authorized personnel on a need-to-know basis.
We use Firestore Security Rules to enforce data access controls at the database level.
API endpoints are protected with authentication tokens and rate limiting.
Payment data is handled by Stripe's PCI-DSS Level 1 certified infrastructure.

Despite these measures, no system is 100% secure. We cannot guarantee absolute security. You are responsible for maintaining the security of your account credentials.

7. Your Rights and Choices

Depending on your location, you may have the following rights:

7.1 All Users

Access: Request a copy of the personal data we hold about you.
Correction: Request correction of inaccurate personal data.
Deletion: Request deletion of your account and personal data.
Export: Request a portable copy of your data.
Opt-Out: Unsubscribe from marketing communications at any time.

7.2 California Residents (CCPA/CPRA)

Right to know what personal information is collected and how it is used.
Right to delete personal information.
Right to opt-out of the sale of personal information. We do not sell personal information.
Right to non-discrimination for exercising your privacy rights.

7.3 EEA/UK Residents (GDPR)

All rights listed above, plus the right to data portability and the right to restrict processing.
Legal basis for processing: consent (account creation), contract performance (service delivery), and legitimate interests (security, analytics).
You may withdraw consent at any time by deleting your account.
You have the right to lodge a complaint with your local data protection authority.

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

8. Children's Privacy

SparkOS is not intended for children under 13 (or under 16 in the EEA). We do not knowingly collect personal information from children. If we learn that we have collected data from a child, we will delete it promptly. If you believe a child has provided us with personal information, please contact us.

9. International Data Transfers

Your data is processed and stored in the United States through Google Cloud (Firebase) and other US-based service providers. If you are located outside the United States, you consent to the transfer and processing of your data in the US. We rely on standard contractual clauses and service provider certifications to ensure adequate data protection.

10. Third-Party Links

The Service may contain links to third-party websites or services. We are not responsible for the privacy practices of third parties. We encourage you to read the privacy policies of any third-party services you access.

11. Coach Data Responsibilities

Coaches who use SparkOS to manage clients are responsible for: (a) complying with all applicable data protection laws in their jurisdiction; (b) obtaining any necessary consents from their clients beyond those provided through the platform; (c) not misusing or improperly disclosing client data, AI-generated insights, or coaching analytics obtained through the platform; (d) maintaining appropriate data security practices for any data exported or accessed outside the platform; (e) using AI-generated client insights solely for legitimate coaching purposes within the coaching relationship. The Company provides tools — including automated behavioral analysis and coaching intelligence — but is not responsible for how coaches use, interpret, or act upon the data and insights provided to them.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email or in-app notification. The "Last Updated" date at the top reflects the most recent revision. Continued use of the Service after changes constitutes acceptance.

13. Contact Us

For privacy-related questions, concerns, or data requests:

SparkOS
Email: privacy@joinsparkos.com
Website: joinsparkos.com