AI Transparency & Governance Statement

At Optify, we believe AI can expand access to reflection, practice, and learning while human connection, judgment, and trust remain central to meaningful leadership development. We use AI intentionally to enhance, not replace, human coaching and leadership development experiences.

Optify utilizes Artificial Intelligence (AI) to enhance the user experience within our platform. Our goal is to provide high-quality, personalized coaching experiences while maintaining the highest standards of data privacy and security.

We use AI in two primary capacities:

Coach Matching: We utilize Large Language Models (LLMs) to analyze coaching requirements, coach profiles, and client questionnaires to recommend the most appropriate coaches for coaching clients.

In-App AI Coaching: We provide an interactive AI coach (Maya) to support coaching clients in their professional development journeys.

To power these features, We partner exclusively with enterprise-grade AI providers that adhere to rigorous security, encryption, and privacy standards.

No Training on Client Data: We have specifically configured our agreements with our AI providers to ensure that no data provided by Optify’s clients or their end-users is used to train the underlying foundation models.

Data Isolation: Each client’s data is processed in an isolated context. Information from one client’s coaching session is never shared with or used to inform the outputs for another client.

Security Standards: All data transmitted to our AI sub-processors is encrypted in transit and at rest, complying with standard industry security protocols.

Data Retention & Deletion: Data used for AI processing is retained only as long as necessary to fulfill the specific request and is purged immediately upon completion unless otherwise specified in your service agreement. Users retain the right to request the deletion of AI-generated content or the data used to generate it.

De-identification: All data sent for oversight analysis is stripped of Personally Identifiable Information (PII) using industry-standard de-identification techniques to ensure no individual can be identified.

While AI assists in matching and coaching, Optify maintains a “human-in-the-loop” philosophy. We provide tools for administrators to review and validate AI-suggested coach matches to ensure accuracy and quality.

Human Agency: AI outputs are advisory. Optify ensures that final decisions regarding coaching assignments and program configurations remain under human control, and administrators have the authority to override or modify any AI-generated recommendation at any time. Human oversight of anonymized data is also analyzed by AIcoach.chat to uphold ICF standards and ethics.

Optify continuously monitors AI’s performance for accuracy, bias, and safety. We maintain the ability to audit the logic used for coach matching to ensure it remains unbiased and aligned with our internal standards. We reserve the right to adjust our AI parameters at any time to ensure the best experience for our clients.