Privacy Policy
Conspectus is a coaching workspace operated by Bald Eagle Leadership ("we", "us"). This policy explains what information Conspectus holds, where it goes, who can see it, and what you can ask us to do with it. It covers conspectusapp.com, the feedback pages reached through links we send, and the emails Conspectus sends.
Your coaching is also governed by whatever agreement you, your coach, or your employer signed. Where that agreement promises more confidentiality than this policy does, the agreement wins.
Who this applies to
- Clients (coachees): people being coached who have a Conspectus sign-in.
- Sponsors: people at a client's organization who approve the coaching plan on its behalf and follow how it is going. A person paying for their own coaching is their own sponsor.
- Coaches: coaches working through Bald Eagle Leadership.
- Raters: people asked to give feedback about a client through a feedback link. Raters do not have accounts.
What we collect
Account information. Your name, email address, role, the organization you are linked to, and a password. We store passwords only as a salted, one-way hash, so nobody can read your password, including us.
Coaching records. What you and your coach put into Conspectus: goals, notes, session records and transcripts your coach uploads, growth notes and how you rated them, documents submitted for review, and background a coach adds, such as a job title or a summary of a public LinkedIn profile. Coaches may also record engagement details your organization shares, such as role and compensation, when that is part of the coaching work. Coaches upload recordings or transcripts of sessions only with the consent of everyone recorded.
Feedback (360) responses. Ratings and written answers from raters, plus the rater's name, email address, and relationship to the client (for example manager, peer, or direct report), which we need to send the link and keep groups apart.
Organization profile. For a client organization, a coach may keep a profile: what the organization does, its mission, vision and values, its leadership team, and similar context. Parts of it can be read from the organization's own public website at the coach's request; each such item records the page it came from, and the coach checks it before it is kept. The coach may add private notes about the organization that are not shown to its sponsor.
Sensitive information. Coaching sometimes touches on health, family, or other personal matters. Share only what the coaching needs. We treat everything in Conspectus as confidential to the people described in this policy, but Conspectus is not a medical or counseling service and is not covered by health-privacy laws such as HIPAA. Please do not enter government ID numbers, financial account numbers, or passwords.
Scheduling. If your coach uses Calendly, booking details Calendly sends us: name, email, and meeting time.
Usage and technical information. When you last signed in, which growth notes you opened, when you last used Vantage (the date and how many times, never what you asked), which tool you used and when (never what you typed into it), and a log of emails sent to you. Our servers and our network provider (Cloudflare) also handle standard request data such as IP address and browser type.
How we use it
- To run the coaching work: showing you your goals and notes, preparing your coach for sessions, and producing reports your coach reviews with you.
- To analyze and summarize material with AI tools (see below), always as an aid to a human coach and never as an automated decision about you.
- To send the emails you have not turned off: invites, growth notes, feedback requests and reminders, and a daily summary.
- To keep the service secure and working, for example by limiting repeated sign-in attempts.
We do not sell personal information, we do not share it for advertising, and Conspectus carries no advertising or analytics trackers.
Feedback (360) surveys
Feedback surveys exist for the client's development only. They are not meant to be used for pay, promotion, or performance ratings, and our Terms prohibit using them that way.
- Peers' and others' ratings are combined, and a group's results appear only after at least three people in that group have answered.
- A manager's answers are shown as the manager's. If a client has one manager, those answers can be attributed to that person.
- Written answers are combined and rewritten into themes, with AI assistance, and are not shown word for word to the client.
- The coach can see who was invited and who has responded, so they can send reminders.
- For a client whose organization sponsors their coaching, the sponsor chooses who is asked, and sees the names they and the coach chose and whether "fewer than three" or "three or more" have answered, never who answered. A person paying for their own coaching chooses their own raters.
- Once the coach releases the results, the sponsor sees how others scored each behavior, overall and for groups where at least three people rated that behavior, as it stood when the coach released the results. The sponsor never sees the client's summary or self-ratings, the manager's separate answers, written answers or suggestions, or any one rater's answers.
- Even with these protections, someone who knows a small group well may be able to guess who said what. Raters should write with that in mind.
AI processing
Conspectus uses outside AI services to analyze text and draft summaries. When a feature needs them, the relevant text is sent to:
- Anthropic (Claude models), for analysis, summaries, and drafts.
- TypeSafe and Cloudflare Workers AI, for structured judgments such as classifying or checking a passage.
These providers process the text to return a result to us. We do not use it to train AI models. Under the terms we use them on, Anthropic and Cloudflare may not use it to train their models either, and may keep it only for a short time (up to 30 days) to detect misuse before deleting it. We are confirming the same terms in writing with TypeSafe. A coach reviews AI output before relying on it, and AI output can be wrong.
Who can see your information
- Your coach and Bald Eagle Leadership administrators can see the records for clients they work with. One coach cannot see another coach's clients.
- Coach only. A coach's session notes and private notes are seen by the coaches working with that client and Bald Eagle Leadership administrators, and nobody else: not the sponsor, and not the person being coached.
- Clients (people being coached) see their own coaching plan, their own goals and the goals their organization agreed for their coaching, growth notes, check-ins with their coach, and released feedback results, and nobody else's. They never see what the coaching costs, unless they pay for it themselves.
- Sponsors see only their own organization. They see and approve the coaching plan for each person in coaching there: the agreement, the goals, sessions and review dates, development paths and the growth notes those paths send, and, if the coach records one, the pricing arrangement and how the investment is spread across agreed goals. Each approval is recorded with the sponsor's name and the date. Their Overview shows setup milestones, how many sessions have been held against the plan, agreed goals by status, each goal's status and next step at progress reviews, and that the work is happening: whether a person has signed in and when they were last active, whether check-ins with the coach happen on time, which growth notes were sent (their titles) and whether they were opened, whether a review input was given, and when Vantage was last used. These are dates and counts only. Sponsors may add people from their organization, invite them to sign in, and ask the coach to coach someone; they see their organization's teams and who is on each. With a pricing arrangement, they also see a rough estimate of the return on the investment, rounded so that no one's salary can be worked out from it. Sponsors never see what is said in sessions, a coach's notes, commitments made in sessions, what a person writes in check-ins, reviews or Vantage, how a person rated a growth note, raters' or pulse respondents' individual answers, or individual Leadership Signature answers.
- Check-ins. When a coach turns them on, the person being coached can send their coach a short note between sessions (how a commitment went, what went well, what got in the way, how confident they feel), and the coach can reply. Only that person and their coach see check-ins. Sponsors never see what a check-in says or anything drawn from its words; they see only whether check-ins happen on time and when the last one was. Notifications and emails about a check-in say only that one arrived, never what it says.
- Vantage and Evaluate. What you type is sent to the AI services below to produce the result. It is not kept unless you choose "Save to my runs". Saved runs are private to you: your sponsor never sees them, and neither does your coach unless you are being coached and choose to share a particular run with them; you can stop sharing or delete a run at any time. If the safety screen is triggered (see our Terms, section 7), your coach is told that it happened, never what you typed, and the fact that it happened is recorded without your words.
- Pulse surveys. People asked to answer a pulse get a private link; they do not need an account. Their answers are stored without their name or link and are shown only for groups of at least five people. The coach reads written comments; the sponsor sees scores and a summary of themes, never the comments.
- Leadership Signature. Once the coach releases a person's Signature report, that person and their sponsor both see it, along with the goals the person agrees to. Sponsors never see the individual answers, the coach's notes, or anything before release. A sponsor can see where a person with a released report sits on their organization's group map. People are told all of this before they start. If a person agrees before starting, their answers with their name removed may be used to check and improve the instrument; saying no changes nothing about their report or coaching.
- Service providers that run parts of Conspectus for us: Cloudflare (secure connection to our server, and AI as above), Anthropic and TypeSafe (AI, as above), Resend (sending email), Calendly (scheduling, if used), and Microsoft (OneDrive, where backup copies are stored). They receive only what their job needs.
- Legal requirements. We may disclose information if the law requires it, or to protect someone's safety.
Where it is stored and how it is protected
Conspectus runs on a computer under Bald Eagle Leadership's control in the United States, reached over an encrypted connection through Cloudflare. Dated backup copies of the database are kept in Microsoft OneDrive. Access requires a signed-in account, and every screen checks that you are allowed to see the records it shows. No system is perfectly secure. If a breach affects your information, we will tell you as the law requires.
Cookies and similar storage
Conspectus sets only the cookies it needs to keep you signed in. It remembers your light or dark theme choice in your browser. Pages load fonts from Google Fonts and a calendar library from Cloudflare's code library, which means those services see your IP address when the page loads. We use no advertising or tracking cookies.
How long we keep it
Coaching ends when the coach (or Bald Eagle Leadership) archives it; a planned end date passing only reminds the coach. For a year after coaching ends, the sponsor and the person coached can still read the records they could see before, but cannot change anything; after that year, only the coaches on that client and Bald Eagle Leadership administrators can see them. We keep the records after that so a returning client and their coach have their history. You can ask us to delete your records at any time, and we will, unless we are required to keep them. Backup copies of deleted records age out within a year.
Your choices and rights
- Email: every growth-note email and daily summary has a one-click link to stop them. You can also change this under My growth.
- Access, correction, deletion: email us to ask for a copy of your information, to correct it, or to delete it. We will respond within 30 days. If your coaching was arranged by your employer, some records may also belong to that engagement. If so, we will tell you what we can and cannot remove.
- Raters can ask us to delete their name and email after a survey closes. Their combined, anonymous answers stay part of the client's results.
Depending on where you live, laws such as the GDPR or state privacy laws may give you additional rights. Contact us and we will honor them where they apply.
Children
Conspectus is for working adults. It is not directed to anyone under 18, and we do not knowingly collect information from children.
Changes
If we change this policy in a way that matters, we will update the effective date above and tell signed-in users the next time they visit.
Contact
Bald Eagle Leadership
531 Highland Park Circle
Birmingham, AL 35242
[email protected]