Privacy Policy

1. Scope of This Policy

This policy explains how Coeadapt, Inc. ("Coeadapt," "we," "us") collects, uses, shares, and protects your information. It applies to everything we operate as a single product:

• The Coeadapt web app at coeadapt.com, including the Janus career assistant.
• The Career Box desktop app — a local application that observes your work activity to ground your coaching in what you're actually doing.
• The Career Box browser extension, which tracks your time on career-related websites.
• Janus on your device — a paired local agent that communicates with our servers over an end-to-end encrypted channel.

The desktop app and browser extension are designed to be local-first: much of what they observe stays on your device and is never transmitted to us unless you explicitly enable cloud sync. Sections 4 and 5 describe exactly what those local components collect and when data leaves your machine.

2. Information You Provide

• Account information: Name, email address, and profile details (managed through our authentication provider, Clerk).
• Career information: Your goals, skills, work history, learning targets, journal entries, evidence, and portfolio content.
• Payment information: Handled by our payment processor, Stripe. We do not store your full card details on our servers.
• Communications: Messages you send to us, to Janus, or through the platform.

3. Information Collected Automatically (Web App)

When you use the web app, we automatically collect device information, log data, and usage information (pages viewed, features used, clicks, session identifiers) to operate and improve the product. We use cookies and similar technologies for authentication, preferences, and analytics. See Section 9 for your cookie choices.

4. The Career Box Desktop App & Browser Extension

If you install Career Box, it can observe signals about your work and learning activity. Every observation source is off by default and individually consented — you turn on only the sources you want, and you can revoke any of them at any time. We reject any data sent for a source you have not enabled.

The sources Career Box can observe are:

• Browsing (career sites): URLs, page titles, time on page, and engagement signals (scroll depth, whether you typed, whether a video played) on a defined list of career, learning, and job sites (e.g., LinkedIn, Indeed, GitHub, LeetCode, Coursera). The extension does not track general browsing outside that list.
• Active application: The names of applications and windows you have in focus. We do not capture their contents.
• Declared folders: For folders you explicitly point the app at, file paths, file names, extensions, sizes, and modification counts. We never read the contents of your files.
• Code activity (Git / IDE): Commit metadata (commit message, author name/email, file paths, lines added/removed per language) and file-save events (path, language, size). File contents and diffs are never collected.
• Calendar, Email, and LinkedIn: Event and message metadata from accounts you connect. These are the only sources that can be polled while you are signed out ("cloud mode"); you choose whether to allow that per source.
• Manual exports: Items you choose to send to Coeadapt yourself.

Local-first and the cloud-sync gate. Career Box stores activity in a database on your own device. Nothing is transmitted to our servers unless you have selected a processing mode that permits cloud sync. In local-only mode, your observations are used solely on your machine and never reach us. When cloud sync is enabled, Career Box sends aggregated activity (time per category, focus scores, top sites) and evidence candidates derived from your work to your Coeadapt account so Janus can coach against your real activity.

5. Janus on Your Device

When you pair Janus to your device, we exchange cryptographic keys. Our servers store only your public key and never receive your private key. Messages relayed between your device and our infrastructure pass through our servers as encrypted envelopes that we cannot read. Pairing uses a device token scoped to your account, which you can revoke at any time.

6. How We Use Your Information

• Provide, maintain, and improve the product;
• Personalize your experience and generate AI-powered coaching, market insight, and recommendations;
• Ground Janus's guidance in your real activity (where you have enabled observation);
• Communicate with you about the service;
• Maintain the security and integrity of the platform;
• Comply with legal obligations.

7. AI Processing

Coeadapt's coaching, market analysis, and assistant features are powered by large language models operated by OpenAI and, optionally, Anthropic. To generate a response, we send the relevant content from your request (for example, your message, goals, or selected career data) to these providers as our processors. We also generate text embeddings via OpenAI to power search and matching.

We do not use your private career data to train public AI models, and we do not permit our AI providers to do so on our behalf. Raw observation data from Career Box (such as your browsing history or active-application list) is used to compute summaries and is not piped wholesale into AI prompts.

8. How We Share Information

We do not sell or rent your personal information. We share it only with the service providers (subprocessors) required to operate the product, each acting on our instructions and bound by contract:

We may also disclose information if required by law or to protect our rights, and information you choose to make public in your portfolio is shared as you direct. We will update this list as our providers change.

9. Cookies and Tracking

We use cookies and similar technologies for authentication, to remember your preferences, and to analyze usage. You can control cookies through your browser settings. The Career Box browser extension stores its tracking state locally and only syncs when you have enabled tracking.

10. Data Retention

We retain your personal information for as long as your account is active. High-volume activity logs are automatically deleted on a rolling schedule: observation events and Career Box telemetry are retained for up to 12 months, and product analytics (page views and clicks) for up to 6 months. When you delete your account, we delete your associated data from our systems, retaining only what payment processors or the law require us to keep. Data held only on your device (in local-only mode) is removed when you uninstall Career Box or clear its local store.

11. Your Rights and Choices

• Observation controls: Enable or disable each Career Box observation source individually, at any time.
• Access & correction: View and update your profile in-app, or request a copy of the personal information we hold by emailing us.
• Deletion: Delete your account from Settings; this permanently removes your account and associated data (including observation events, evidence, goals, and habits).
• Portability: Export your portfolio at any time, and download a full machine-readable (JSON) copy of your account data from Settings.
• Revoke device access: Unpair Janus or revoke a Career Box device token to immediately cut off a device.

If you are in the EU/UK or California, you have additional rights under the GDPR and CCPA, including the rights described above. To exercise any of them, contact privacy@coeadapt.com.

12. Data Security

We encrypt data in transit using TLS and rely on encryption-at-rest provided by our database and storage hosts. We use access controls and authentication to limit who can reach your data. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

13. International Data Transfers

Your information may be transferred to and processed in countries other than your own, including the United States. We rely on appropriate safeguards for such transfers.

14. Children's Privacy

Coeadapt is not directed to children under 16, and we do not knowingly collect personal information from them.

15. Changes to This Policy

We may update this policy from time to time. We will post the new policy here and update the "Last updated" date; material changes will be communicated to you.

16. Contact Us

Questions about this policy or our data practices? Reach us at: