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Privacy Policy

Last updated: June 2026

Who we are

CoTeam is an AI Response Engine for Presales teams, operated by CoTeam AI Ltd. Questions about this policy? Email privacy@coteamai.com. We respond personally within 48 hours.

What we collect and why

We collect only what we need to operate the product:

Account information
Name and work email. Used to authenticate you, send product emails, and identify your workspace.
Knowledge base content
Documents and text you upload. Used to answer questions and fill questionnaires. Stored in your isolated workspace — never shared or used to train AI models.
Questions and interactions
Queries you submit, questionnaire files you upload, and answers generated. Used to power the product and track your evaluation usage. Never used to train models.
Team membership
Emails of people you invite. Used only to send their invitation and create their account.
Usage and billing events
Which features were used, when, and subscription status. Used for billing and evaluation limit enforcement.
Browser and device data
Standard server logs (IP, browser type, timestamps). Used for security monitoring. Not linked to your identity in any marketing context.

What we never do

✕We never sell your data to anyone, ever.
✕We never use your documents, questions, or answers to train AI models — ours or third-party providers'.
✕We never share your workspace data with other CoTeam customers.
✕We never send marketing emails beyond product announcements and evaluation nudges (one-click unsubscribe).
✕We never use advertising tracking pixels or sell to data brokers.

AI providers and your data

Anthropic (Claude): Receives selected KB excerpts (relevant chunks, not your full KB) and the question being answered. Does not receive personal information or user identifiers. Anthropic API terms prohibit training on API inputs.

OpenAI (text-embedding-3-small): Receives document text chunks during ingestion to generate vector embeddings. Does not receive queries, answers, or user data. OpenAI API terms prohibit training on API inputs.

Data storage and security

Your data is stored in Supabase (Postgres) with Row Level Security enforced at the database layer on every table. All data at rest is encrypted with AES-256. All data in transit is protected with TLS 1.3.

Questionnaire files are stored in private Supabase Storage buckets with time-limited signed URLs for access.

Our infrastructure runs on Fly.io, Vercel, and Supabase — all SOC 2 Type II certified. See our Security page for details.

Data retention and deletion

You own your data and can delete it at any time:

  • Delete any knowledge source — all chunks and embeddings removed immediately.
  • Delete your workspace — all data permanently deleted within 24 hours.
  • Delete your account — user record and personal information removed within 7 days.

Billing records are retained for 7 years as required by law, but are not linked to your knowledge base content.

SME review links

When you send an SME review request, the recipient email is stored only to send the magic-link and notify you on submission. It is not added to any marketing list and is deleted when the workspace is deleted.

Cookies

CoTeam uses only a single strictly necessary session cookie for authentication. No analytics cookies, no advertising cookies, no third-party tracking pixels. There is no cookie banner because there is nothing requiring consent.

Your rights

Depending on your location (GDPR, CCPA, or similar), you may have the right to access, correct, delete, export, or restrict processing of your data. Email privacy@coteamai.com. We respond within 30 days, usually sooner.

Changes to this policy

If we make material changes we will notify you by email and update the date above. Continued use of CoTeam after a policy change constitutes acceptance.

Questions? Email privacy@coteamai.com. You will get a personal response, not an auto-reply.