1. Scope

This policy applies to trainers, administrators, programme managers, and other authorised Koppii users.

Koppii is designed to support trainer development and programme-quality review. It is not designed to create student profiles, identify students, perform facial recognition, or make solely automated employment or performance decisions.

2. Personal data we collect

Depending on how Koppii is used, we may collect:

• Account information, including name, email address, role, profile photo, industry, teaching bio, qualifications, expertise, and MOE IRS status or expiry date where provided.
• Activity and session information, including activity name, site or school, class or group label, scheduled session date and time, and trainer assignment.
• Audio recordings submitted through the app or uploaded from an external recording device.
• Transcript data generated from submitted audio, including timestamps.
• AI-generated report content, coaching observations, evidence excerpts, strengths, suggested actions, and overall signals.
• Report feedback, including helpfulness ratings and comments.
• Technical and operational information, including file name, file type, size, capture method, processing status, upload attempts, and audit-log records of administrative actions.

Audio recordings and transcripts may incidentally include the voices or statements of other people present during a session. Users must only record where the necessary organisational notice, authorisation, and consent arrangements are in place.

3. Why we use personal data

We may collect, use, and disclose personal data to:

• Create and manage authorised Koppii accounts.
• Assign and manage activities and sessions.
• Receive, securely store, and process submitted audio.
• Produce timestamped transcripts.
• Generate AI-assisted teaching observations and coaching reports.
• Provide trainers with their own recordings, transcripts, reports, and feedback history.
• Enable administrators to oversee programme delivery, resolve processing issues, and manage records.
• Maintain, secure, troubleshoot, and improve Koppii's reliability, usability, and teaching-reflection framework.
• Maintain security, prevent misuse, investigate incidents, and maintain audit records.
• Comply with applicable legal, regulatory, contractual, or organisational requirements.

We do not sell personal data. We do not opt in to optional sharing of Koppii audio, transcripts, reports, or other user content to train service providers' general-purpose AI models.

Koppii reports are decision-support material. They should be reviewed by an appropriate human before being relied upon for coaching, management, or other material decisions.

4. Recording acknowledgement and responsible use

Before a recording can be created or uploaded, Koppii requires the trainer to confirm that the required site notice and recording authorisation are in place.

The trainer and the organisation responsible for the session remain responsible for ensuring that recording is appropriate for the location, participants, and programme. Do not use Koppii to record sensitive discussions, personal student information, or other content that is not necessary for the stated training-quality purpose.

5. Service providers and AI processing

We use carefully selected service providers to operate Koppii. They process personal data only as needed to provide their services to us, subject to applicable contractual, security, and legal requirements.

• Supabase provides our database, authentication, private file storage, and related operational infrastructure. It may process account data, private audio, transcripts, reports, feedback, and audit records.
• OpenAI processes submitted audio to create transcripts and processes transcript content to create structured AI-assisted coaching reports.
• Vercel hosts the Koppii web application and server-side routes. It may process limited request, device, and security information while delivering the service.
• Inngest runs background processing, retries, and retention/deletion jobs. Its hosted job history is designed to contain processing identifiers and status metadata, not full transcript or report content.
• Namecheap Private Email sends support and authentication emails. It may process recipient email addresses, delivery metadata, and the email content needed to send those messages.

AI outputs can be incomplete, inaccurate, or context-dependent. They are not a substitute for professional judgement, direct observation, or a formal performance-review process. We do not use Koppii to make solely automated decisions that produce legal or similarly significant effects on an individual.

6. Who may access information

Access is role-based:

• Trainers may access only their own recordings, transcripts, reports, and submitted feedback.
• Authorised administrators may access records needed to manage the platform, activities, processing, support, quality review, and data retention.
• Approved service providers may process information only to provide the services described in this policy.

7. Overseas transfers

Koppii may use cloud, email, workflow, and AI providers that process personal data outside Singapore. The location may vary by provider, service configuration, and the provider's current infrastructure.

Where we transfer personal data overseas, we take reasonable steps to ensure that it receives a standard of protection comparable to that required under applicable Singapore data-protection law. These steps may include contractual protections, provider security commitments, access controls, and data minimisation. You may contact us for current information about the providers relevant to your data.

8. Retention

Koppii currently applies the following retention schedule:

• Audio files: up to 90 days after upload or recording.
• Transcripts, reports, report feedback, and audit-history records: up to 12 months after creation.
• Account, activity, and administrative information: while the account or programme relationship remains active and afterwards only for as long as reasonably necessary for operational, legal, security, and compliance purposes.

Records may be deleted earlier by an authorised administrator. We may retain information for a longer period where required by law, to resolve a dispute, investigate misuse, or protect our legal rights.

9. Essential technical information

Koppii uses essential sign-in, session, security, and storage mechanisms to operate the service. Our hosting and security providers may process limited technical information such as request data, device/browser details, IP-address-related security information, and service logs to deliver, secure, and troubleshoot Koppii.

Koppii is not designed to use advertising cookies or to sell personal data for advertising purposes.

10. Security

We use reasonable administrative, technical, and organisational safeguards to protect personal data. These include private file storage, authenticated access controls, role-based permissions, restricted administrative access, and audit logging.

No system is completely secure. Users should protect their sign-in links, devices, and account access, and should notify us promptly if they suspect unauthorised access.

11. Your choices and rights

Subject to applicable law, you may request:

• Access to personal data we hold about you.
• Correction of inaccurate or incomplete personal data.
• Information about how your personal data has been used or disclosed.
• Withdrawal of consent, where applicable.

To make a request, contact support@koppii.com. Withdrawal of consent may affect our ability to provide certain Koppii features or continue processing an existing recording or report.

12. Children and student information

Koppii is intended for use by authorised adult trainers and administrators. It is not a student-facing service.

Where a recording may capture student voices or other participant information, the organisation responsible for the programme must ensure that suitable notices, authorisations, and consent arrangements are in place before recording. Koppii should not be used to evaluate, profile, or identify individual students.

13. Changes to this policy

We may update this Privacy Policy as Koppii develops or where required by law. The latest version will be made available within Koppii applications. Material changes will be communicated where appropriate.

14. Contact us