Privacy Policy — C12 Chair OS

Overview

Chair OS is a product of 2513 Consulting, LLC (“2513 Consulting,” “we,” “us,” or “our”). This Privacy Policy describes how we collect, use, and protect information when you use Chair OS. We take confidentiality seriously — Chair OS is designed as a private, access-controlled workspace, and we handle all data accordingly.

Information We Collect

We collect information you provide directly when using Chair OS, including:

Account credentials (username and password, stored using secure one-way hashing)
Member information you enter (names, contact details, coaching notes, goals, and milestones)
Audio recordings and transcriptions uploaded for coaching session processing
Meeting notes, follow-ups, forum feedback, and other practice management content
Mobile phone numbers when SMS messaging features are used
Calendar data accessed via connected Google accounts

We also collect limited technical information automatically, including session identifiers and server logs used to maintain security and diagnose errors. We do not use tracking pixels, advertising cookies, or third-party analytics on private application pages.

How We Use Your Information

We use the information we collect to:

Provide, operate, and maintain the Chair OS platform
Process coaching session audio into AI-generated summaries (raw audio and transcripts are deleted once the summary is saved)
Generate AI-assisted content such as meeting briefs, morning updates, and forum guides
Send SMS messages to opted-in users for account, meeting, and service notifications
Send transactional emails related to your account
Maintain session security and access control

We do not sell your information. We do not use your data to train external AI models beyond the in-session API calls required to deliver features.

SMS / Text Messaging

Chair OS, a product of 2513 Consulting, LLC, uses SMS text messaging to communicate with users who have opted in to receive messages. Consent to receive SMS messages is collected exclusively via a signed paper consent form completed in person at C12 meetings — it is never collected through this website or the Chair OS app, and there is no online or in-app opt-in checkbox or form. A copy of the consent form and this process is documented at chair-os.com/sms-opt-in.

No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. All the above categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.

Message frequency varies. Message and data rates may apply. You can opt out at any time by replying STOP to any message. For help, reply HELP or contact syates@chair-os.com.

Data Sharing and Third Parties

We share data with third-party service providers only as necessary to operate Chair OS:

AI providers (Anthropic, OpenAI) — receive session content for summarization and generation features; data is not retained for model training per our agreements
Cloudinary — stores uploaded files and recordings under access-controlled delivery
SMS providers (Salesmsg, Twilio) — transmit outbound SMS messages
Resend — delivers transactional email
Neon (PostgreSQL) — hosts the application database

We do not share your data with any other third parties, and we do not use your data for advertising or marketing purposes.

Data Security

All data is transmitted over encrypted HTTPS connections. Passwords are stored using industry-standard scrypt hashing. File storage uses access-controlled delivery with short-lived signed URLs for sensitive content. Session state is stored server-side in a secured PostgreSQL database. Row-level security policies enforce practice-level data isolation at the database layer.

Coaching session audio and raw transcripts are automatically deleted once an AI summary is saved. We apply a principle of minimal retention for sensitive coaching content.

Your Rights

You may request access to, correction of, or deletion of your personal data by contacting us at the address below. Account holders may update their username and password directly within the application.

Contact

For privacy questions or requests, contact:
2513 Consulting, LLC
syates@chair-os.com