What this site records when you use it, who can read each record, how long it is kept, and whom to ask.
Who runs this
Coherence University is run by the programme team of the organisation that placed you on it. Your handler — the person named on your placement — is your first contact for anything on this page; the programme team stands behind them. This notice is written from the code that enforces it, and the programme team will revise the words.
Sign-in and session records
Your name, your work email address, a hash of your password (never the password itself), your sign-in sessions, your sign-in attempts and any request you make for a registration or password-reset email are recorded so the site can let you in and keep others out. Unfinished registration links and expired reset links are deleted 7 days after they expire. Expired sessions, sign-in attempts and email-request records are deleted after 90 days. Your name and address are kept while your account exists.
Course answers
When a lesson asks you a question, your answer is recorded so that the worked example is shown only after you have written your own. Answering again replaces the earlier answer. No person is assigned to read these and nothing scores them; you can see them, and the programme team can on a verified request. They are kept while your account exists.
Recorded operations
Some parts of a path are live conversations on the record. Every line you and the counterpart say is recorded as a transcript, with the time. A named person — the reviewer for your path — reads the transcript and records a decision, a debrief and their own name; your handler can read these too. Where a model is attached it may produce an advisory read of the same transcript for the reviewer. That read has no authority, is never shown to you as a decision, and only the reviewer's decision is recorded against your path. You can read your transcript, the decision and the debrief. Recorded operations, decisions and debriefs are kept while your account exists.
Off-record practice
Rehearsals and practice runs are yours. No person is assigned to read them and nothing about them reaches the reviewer or your record. The lines are recorded so you can read them back, and after a practice run a short debrief asks what you saw in it; a model may read that run and show you its read beside your own answers, for you alone. Rehearsal lines, your debrief and the model's read are all deleted 90 days after the run ends. Self-guided and partnered practice runs, and the reflections you write after them, are kept while your account exists.
Notifications
The site keeps a copy of each email it sends about you — that your account is ready, where you have been placed, that a recorded operation is waiting for review, that a decision has been recorded, and programme announcements — together with whether it was delivered. Sent and failed notifications are deleted after 730 days (about 24 months).
The operations ledger
Every action staff take on your account — creating it, placing you on a path, granting a role, recording a decision, closing your enrollment, exporting a report, deleting an account — is written to a ledger with who did it and when. The retention deletions described on this page are written to the same ledger. Administrators read it; you may ask for the entries about you. Ledger entries are deleted after 730 days (about 24 months).
When your enrollment ends
An administrator closes your enrollment and must set a purge date. Sign-in is disabled at once, and everything above that is kept while your account exists is deleted by the daily retention job once that date has passed. A legal or contractual hold, applied with a written reason, suspends every deletion on this page until it is released; applying and releasing a hold are themselves recorded in the ledger.
What is not done
Nothing here is auto-scored: there is no score, grade, percentage or ranking anywhere in the system, and the database has no column that could hold one. Your records are not sold and are not used for advertising. The site loads no third-party analytics or tracking scripts, and its fonts are served from this site. When a counterpart or a voice is attached to a room, the lines you speak in it are sent to the model and speech providers the programme team has contracted, only to produce the reply, and email is sent through the programme's mail provider.
Who to ask
Ask the programme team for a copy of your records (the site produces a structured export), for a correction, or for deletion. A correction to a recorded decision is appended and noted rather than rewriting history. A record required by your employment or placement may have to be kept, and if so you will be told which record and why. Your handler is the person to ask first.