Privacy Policy

Last updated: 20 September 2026

Women@Tech Ltd ("Women@Tech", "we", "us", or "our") operates Cohortly (the "Service"), a coaching platform which connects coaches and coachees participating in Women@Tech coaching and mentoring programmes. This policy applies to Cohortly and explains what personal data we collect, why we collect it, and how you can control it.

1. Information we collect

We collect the following categories of information:

• Account information: your name and email address, whether you sign up directly or are invited as a coach or coachee.
• Programme data:which programme(s) you're part of, your role (coach, coachee, or admin), assigned pairings, and session limits.
• Calendar data (Google Calendar):if you connect a Google Calendar account, we access your calendar to check availability and create, update, or delete events for coaching sessions you book or manage through the Service. We only request the calendar access needed to provide scheduling — we do not read the content of unrelated events beyond what's necessary to determine free/busy time.
• Booking and session data: session times, attendees, and status (e.g. booked, completed, cancelled).
• Session recordings and transcripts (optional): some programmes allow a coach to enable recording and/or transcription of a video session via our video provider. This is off by default and only applies where a coach or programme administrator has switched it on for that session.
• Session notes: private notes a coach records about a session, and any summary they choose to share with their coachee.
• Communications: invite emails, booking confirmations, reminders, and similar notifications we send you, and any support emails you send us.

2. Our use of Google user data

Cohortly's use of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. This section applies specifically to data we obtain through your connected Google Calendar account.

What we access: if a coach connects their Google Calendar, we access (a) the list of calendars on that account, (b) free/busy status and event details (titles, start/end times, and attendees) needed to determine availability, and (c) the ability to create, update, and delete calendar events for coaching sessions booked through Cohortly.

How we use it: we use this data solely to provide and improve the scheduling functionality of Cohortly — to calculate accurate availability, prevent double-booking, and create, display, update, or cancel the calendar event for a booked coaching session. We do not use Google user data for advertising, to train generative AI or machine learning models, or for any purpose unrelated to scheduling.

Who we share it with: we do not share, sell, or transfer Google user data to any third party. It is sent only to Google (to read/write your calendar) and stored, in encrypted form, on our hosting and database infrastructure solely so we can maintain your calendar connection and act on it when you or your coachee book, reschedule, or cancel a session. Our email and video providers (section 4) never receive your Google Calendar data. We disclose it only if required by law.

Retention and deletion:your Google OAuth tokens and any cached calendar data are deleted as soon as you disconnect your Google Calendar in Cohortly's settings, or when your account is deleted — whichever happens first.

3. How we use your information

• To create and manage your account and programme membership
• To schedule, reschedule, and remind you about coaching sessions
• To match coachees with coaches and track session limits
• To sync sessions with your connected calendar
• To provide session recordings/transcripts to participants when enabled for that session
• To send programme-related notifications and respond to support requests
• To keep the Service secure and working correctly

We do not use any AI or automated decision-making to process your personal data, and we do not sell your personal data.

4. Who we share information with

We share personal data only with the following categories of service providers, solely to operate the Service:

• Google — for calendar synchronisation, if you choose to connect a Google Calendar account. See section 2 above for how we specifically handle Google user data — it is never shared with the other providers listed below.
• Our email delivery provider — to send account, invite, and booking emails on our behalf. This provider does not receive Google Calendar data.
• Our video provider — to host video calls and, where enabled for a session, recordings and transcripts.
• Our hosting and database providers — to store account and programme data securely.
• Other coaches, coachees, or administrators within your own programme, to the extent needed to run that programme (e.g. your coach can see your booking history with them).

We may also disclose information if required to by law, or to protect the rights, property, or safety of Women@Tech, our users, or others.

5. International data transfers

Some of our service providers may process data outside the UK or European Economic Area. Where this happens, we rely on appropriate safeguards recognised under UK data protection law, such as Standard Contractual Clauses, or the provider's own adequacy/compliance framework.

6. Data retention

We keep personal data for as long as your account or programme membership is active, and for a reasonable period afterwards to comply with our legal obligations, resolve disputes, and maintain accurate programme records. You can ask us to delete your data earlier, subject to section 8 below.

7. Security

We use reasonable technical and organisational measures to protect personal data, including encryption in transit (TLS) and at rest, encrypted storage of Google OAuth tokens, and access controls limiting who can view programme data or connected calendar data to the account it belongs to. No system is completely secure, and we cannot guarantee absolute security.

8. Your rights

If you're in the UK or EEA, you have rights under data protection law, including the right to:

• access the personal data we hold about you;
• ask us to correct inaccurate data;
• ask us to delete your data;
• ask us to restrict or object to certain processing;
• receive a copy of your data in a portable format; and
• lodge a complaint with the UK Information Commissioner's Office (ICO) or your local supervisory authority.

To exercise any of these rights, contact us at info@womenattech.com.

9. Cookies

We use a small number of essential cookies to keep you signed in and to remember your preferences. We do not use cookies for advertising.

10. Children

The Service is intended for coaches, coachees, and administrators participating in Women@Tech programmes as adults. We do not knowingly collect personal data from children under 16.

11. Changes to this policy

We may update this policy from time to time. If we make material changes, we'll update the "Last updated" date above and, where appropriate, notify you.

12. Contact us

If you have any questions about this policy or how we handle your data, contact us at info@womenattech.com.