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Plain-language summary: We store what you write in these tools so you can pick up where you left off, and — only if you choose it — share it with your Identity to Impact coach or leader. Before any of your text is sent to an AI service, we remove your name, email, phone number and the name of your church. Your journal is never used as background context by any tool, and no administrator can read it — the only time it leaves is if you yourself run the "Themes & Gold" report, which exists to read across it. We don't sell your data, and you can ask us to delete it at any time.

Who we are

The Identity to Impact platform is operated by VisionOne High Performance Group ("VisionOne," "we") as a VisionOne Transformation Academy experience. It is delivered through churches, businesses and academies who run their own cohorts on it; where you are taking part through one of those, they are the organisation whose coaches and facilitators you may choose to share your work with. These tools help participants discover their identity in Christ, purpose, and calling, and grow into the impact God is forming in them.

Signing in

You sign in with Microsoft or Google. From them we receive your name, email address, and a unique account identifier. We never see your password. Your account identifier is what your saved work is filed under.

What we collect

• Your journey answers — Identity in Christ, Purpose & Mission, Calling, Vision & Assignment, Launch, your Core Values card sort, and your Transformation Anchors.
• Your TriMetrix HD report and its interpretation, if you upload one.
• Your journal — thanksgiving, prayers, dreams, declarations, notes, Bible and prophetic-word entries.
• Goals, plans, and generated reports you save.
• Your class work — the reflection answers you write in a course session, which sessions you have marked as worked through, and any question you ask your facilitator.
• Profile details — your name, email, and the optional "about you" answers (age range, life stage, season, education, where you are in your faith journey, and your church or ministry role).
• Coaching records — messages between you and your coach, action items they assign, notes and session summaries they write, and requests you send them.
• Basic technical logs needed to operate and secure the service, and aggregate counts of how much the AI tools are used (token totals per day and per tool) so Identity to Impact can see what the platform costs to run. Those cost records contain no personal information — just numbers.

What we send to an AI service, and what we don't

This is the part most people actually want to know, so it is spelled out rather than summarised. The principle we work to: a vendor cannot retain or leak what it was never sent, so we don't send what the coaching doesn't need.

The one thing that does read your journal — and only when you ask it to

There is a report called "Themes & Gold" whose entire purpose is to look across your journal — thanksgiving, prayers, dreams, declarations, notes, and Bible or prophetic-word entries — and tell you what keeps recurring. It cannot do that without reading them, so when you run that specific report, the text of your journal entries is sent to the AI service.

Nothing else does this. It happens only when you click that report yourself, never on a schedule, never as context for something else, and never at a coach's or administrator's request. If you would rather no part of your journal was ever processed, simply don't run that one report — everything else in the app works without it. The report page says this at the point where you would click it, so the choice is in front of you rather than in this document.

Information	Sent to an AI service?
Journal entries — prayers, thanksgiving, dreams, declarations, notes	Never as background context — only if you run the "Themes & Gold" report yourself
Your name, email, phone, profile links	Removed first
The name of your church or ministry	Replaced with a general role description
Your journey answers, when you ask for a summary or report of them	Yes
Your season, readiness, and goals for the journey	Yes — this is what makes the coaching yours rather than generic
Your TriMetrix HD report, when you ask for it to be interpreted	Yes — see below
What you type into an AI coach chat	Yes — it is the message you are sending
A question you ask on a class session	Yes — see below

Questions you ask in a class

When you ask a question on a session, two things happen. It is sent to your facilitator, who will answer it — and it is also passed to the AI with that session's teaching notes so you get a first answer straight away instead of waiting days. You are told which is which on the page: the facilitator's answer is presented as theirs, and the immediate one is labelled as coming from the session notes.

Only the text of your question goes to the AI. Your name and email are not sent with it — the model does not need to know who is asking to explain what a teaching note meant. The AI is also instructed to stop and hand a question to a person rather than guess whenever it is about your own life, pastoral, doctrinally contested, or asking it to confirm that something you believe God said to you really was from Him.

Your facilitator does see your name and email on your question, because they are answering you. That is the one place in the app where something you write reaches a member of staff without you having turned on sharing in your Profile — asking a question is itself the act of choosing to be seen. If a facilitator marks their answer as useful to the whole cohort, the answer is shared with your name removed.

The one deliberate exception: your TriMetrix HD report

When you ask the app to interpret your assessment, the report itself is sent — that is the whole point of the request, and it is your own document, uploaded on purpose. Before it goes, the app strips the contact details from the front page (your name, email and phone). The scores and the narrative are what get read.

Two honest limits

It is pattern matching, not a guarantee. The removal described above works by recognising the shapes that email addresses, phone numbers, addresses and names take. It is careful and we test it, but if you write your own name in an unusual form, or paste a document with contact details in a format we don't recognise, some of it could pass through.

We only know your name, not other people's. We remove your details because you told us what they are. If you write about your pastor, your spouse, or a friend by name — and in a journal or a reflection, people do — those names are not removed, because the app has no way to know they are names rather than ordinary words. This only reaches an AI service in the places listed above, but it is worth knowing before you write about someone else's situation.

So the standing advice holds: don't type anything into these tools you would not want processed by an AI service — including about other people.

Which AI services, and their terms

Text is processed by Anthropic (Claude), and — if that service is unavailable or rate-limited — Microsoft Azure OpenAI and/or OpenAI, under their enterprise API terms. In this configuration those providers do not use your data to train their models. Which model handles a given request is chosen automatically by the app based on the kind of work, not by you or your coach.

Your coach or leader

Nothing is shared with a coach until you turn sharing on in your Profile and name them. When you do:

• You choose the categories. Journey answers, TriMetrix results, reports, goals — you tick what they can see.
• Your journal is off by default, and stays off unless you deliberately turn it on. It is the one place people write things they would not say out loud, and it should stay that way.
• Messages are always visible to your coach, because a coach who cannot read your reply cannot coach you. That is the one category you cannot hide while sharing is on.
• Your consent is re-checked on every single request, against your live record. Turning sharing off cuts a coach's access immediately, including in the middle of a conversation.
• Filtering happens on our server, before anything is sent to your coach's browser — so a category you did not tick is never delivered to them at all.
• You may have more than one coach. Your primary coach can bring in another Identity to Impact leader or hand you over. You are always told in your own message thread when this changes — nobody is reassigned silently. Additional coaches see the same categories you ticked. Turning sharing off removes everyone at once.
• You can withdraw access at any time, from the same place you granted it.

Identity to Impact may instead set one sharing policy for the whole program. If they have, your Profile page shows you exactly what that policy allows rather than offering choices that would not apply — and the journal remains off by default even then.

Emails we send you

• When your coach messages you or assigns you an action item.
• Reminders of action items still open from your coaching conversations. Your coach sets how often; you can switch these off entirely on your My Coaching page. Nothing is sent when you have nothing open.
• A weekly encouragement recap, only if you opt in.

Email is delivered through Microsoft Azure Communication Services.

Information about your faith

Answers about where you are in your faith journey, and about your church or ministry role, describe religious belief and practice. Under the EU/UK GDPR that is special-category personal data, and most US state privacy laws treat it as sensitive. We handle it accordingly:

• Those fields are optional. The journey works without them.
• They are de-identified before any AI processing, as described above.
• They are shared with a coach only under the consent you gave.
• They are never used for advertising, profiling, or any purpose other than running the tools you chose to use.

Dictating instead of typing

Most text boxes in the app have a microphone button so you can speak instead of type. This is worth reading, because it is the one place where something leaves your device without passing through us at all.

• The dictation is your browser's feature, not ours. Chrome and Microsoft Edge send the audio to their own speech service (Google's, in Chrome's case) to convert it to text. Safari, including on iPhone and iPad, does the conversion on your device — nothing is sent anywhere.
• The audio does not come to us. We never receive, process, or store a recording of your voice. We only ever see the text that appears in the box, exactly as if you had typed it.
• Because that means your browser's speech provider — not us — is handling the audio, their privacy terms apply to it. We are telling you so you can decide.
• You are asked before the first time you use it, and nothing is captured until you agree. You can turn it on or off at any time on your Profile page. If you never use it, no microphone is ever opened.
• This matters most for the journal. Everything this policy says about journal entries not being read still holds — but if you dictate one in Chrome, the words were spoken aloud to your browser's speech service on the way in. If you would rather that did not happen, type it, or dictate in Safari.
• In a browser without speech recognition (Firefox, for example) the microphone buttons do not appear at all.

Your cohort, and what your leaders see about the group

A cohort is the group of participants you go through the program with. Its facilitators, and any coach one of you has chosen, share a page about the group.

• It describes the group, not you. Averages, counts and distributions — how many of the group are strong in one area, how far the group has got. No individual's results appear on it.
• Nothing is shown at all until at least five assessments are on file. In a group of three, “two thirds score high on this” identifies people. Below five, the page withholds the numbers and says why.
• Your TriMetrix HD results are used here — that is the point of them. Combined with the group's, they shape what your facilitators are told about how to teach this class: whether to do the work in the room rather than set it between sessions, which material to slow down on, what this group will not say out loud. Alongside them we use how the group is actually using the app — sessions finished, whether people are still turning up, what they are asking about — because a recommendation drawn from one source is a guess.
• What does not happen is sending any of that to an AI service. The scores are read and combined on our own server, and the recommendations come from VisionOne's own written guidance — thresholds and advice a person wrote and can be shown to you — not from a model's opinion. The only thing an AI does anywhere near this page is group the questions participants have typed, so a facilitator can see what did not land, and no names are sent with them.
• Your journal is not part of it, in any form.
• Nobody is graded. How far you have got is shown; what you wrote is never scored or ranked. The page counts words to tell whether the group is writing, and does not read them.
• One exception, and it is about care rather than data: if you have not opened the app for three weeks, your own coach — nobody else — sees your name on a short list, so a person can check you are all right.

Your cohort's conversation

Each cohort has a shared board. It is the one place in this app where other participants can read what you write, so it is worth being clear about:

• Everything you post there is seen by your whole cohort — the participants on the roll, the facilitators, the coaches who work with people in it, and Identity to Impact admins. The app tells you exactly who that is, in numbers, directly above the box before you post.
• Nobody outside your cohort can see it. Not another cohort, not a facilitator who does not teach you.
• Anything you would rather one person read belongs in My Coaching, which is a private conversation between you and your coach or leader. There is a link to it beside the posting box for exactly that reason.
• You can remove your own posts. They stay in place marked as removed rather than vanishing, so that replies underneath still make sense — a conversation with a hole in it reads as though somebody was censored. A facilitator or admin can also remove a post, and when they do it says a leader removed it rather than pretending you did.
• The board is not read by an AI, and it is not used to generate anything.
• It is also not private in the way a journal is. If you would not say it in the room, do not post it.

One-to-one conversations

You can have a private conversation with one person — someone in your cohort, whoever facilitates it, your coach, or the program office.

• Only the two of you can read it. Not a facilitator, not an administrator — unless one of you reports it. The app says so at the top of every conversation.
• You can only be messaged by people the program has actually connected you to — your cohort, its facilitators, your coach, an administrator. Somebody from another cohort cannot reach you, and if you leave a cohort the people in it can no longer message you through the app.
• You can block anyone in your cohort. No reason is needed, it stops messages in both directions, and they are not told — being told is what turns a block into an argument somewhere else. You can undo it whenever you like.
• You cannot block a coach, facilitator or administrator. Being able to cut yourself off from the people responsible for you would not be care. You can report those conversations, and that is the route that works.
• Reporting reaches a person. The ministry team is emailed, and they can read the conversation — so you do not have to repeat it. That is the one circumstance in which somebody else sees a private conversation, and it only happens because one of you asked for it.
• You can remove your own messages. They stay in place marked as removed, so the rest of the conversation still makes sense.
• There is a limit on how many new conversations one person can start in a day. Existing ones are not limited.
• Conversations are not read by an AI and are not used to generate anything.

The directory

There is a directory of people in the program. You are not in it until you choose to be, and nothing about you appears that you did not tick.

• You choose who can see you: nobody, your cohort, or the whole program. Those are very different sizes of room, and it is a real choice each time.
• Contact details are ticked separately. Being listed does not publish a phone number or an email address.
• Your sign-in address is never published. If you want to be contactable by email you give the address you would rather people used — which is often not the one you log in with.
• You can change any of it, or remove yourself completely, at any time. Setting your listing back to “not listed” takes you out entirely.

Notes from the program

A Identity to Impact administrator can send you a note directly. It arrives in the same inbox as your coach's messages, marked as coming from the program, and you also get an email.

• Every one of those is recorded — who sent it and when. This is the one channel that runs from the program to you with nobody else in the room, so it is deliberately answerable rather than invisible.
• It is not a coaching conversation and it is not filed as one. Anything pastoral should come through your coach, who knows you.
• You can reply, and your reply goes to your coaching conversation where a person will see it.

Attendance and graduating

Identity to Impact can choose to track what you need to complete to graduate — classes attended, outreaches served, book reports handed in, a practicum. If they have switched it on:

• You always see your own standing, and every flag raised about you. This is not a setting anyone can turn off. Tracking your attendance and not showing it to you would be surveillance; showing you first is how it stays administration.
• It counts, it does not judge. “Two outreaches short” is a fact. There is no field anywhere in the app to record an opinion about you, your attitude, or your commitment, and nothing here is a grade.
• “Excused” is a real state. If something happens and you cannot be there, that is recorded as excused — you are not marked absent, and it does not count against what you have to complete.
• If you fall behind you get practical suggestions, drawn from your own TriMetrix HD results, about how to close the gap. Those are shown to you because they are about you and derived from your own data. Your coach sees them only if you have shared your assessment with them; a facilitator or admin sees only that you are behind, unless you have chosen to share more.
• Your coach and the program see the counts — which requirements you are short on — because that is what lets someone step in while there is still time. They do not see anything about how you have engaged beyond those counts.
• The suggestions are written by VisionOne, not generated by an AI, and your assessment is not sent to an AI service for this.

Showing your own results to your facilitators

By default, the only person who sees your individual results is a coach you have named. Identity to Impact can choose to offer you one more option, and if they do it appears in your Profile:

• You decide, and it starts switched off. Ticking it lets the facilitators of a course you are taking see your TriMetrix HD results and how far you have got, so they can adapt the class to the people actually in it. Untick it at any time.
• Only your facilitators, only while you are taking the course. Not all staff, not other participants.
• Never your journal, under any setting.
• Identity to Impact cannot switch this on for you. There is deliberately no school-wide option: your assessment results describe you as a person, so the choice stays yours even where the program has decided coaching is part of enrolment.

Where your data is stored

Your saved work is stored in Microsoft Azure (United States), encrypted in transit and at rest. A copy is also held in your own browser so the app keeps working offline and so you can try it before creating an account; clearing your browser data removes that local copy.

Who else sees it

We do not sell your personal information and we do not share it for advertising. It is shared only with:

• Microsoft Azure — hosting, storage, and email delivery.
• Anthropic, and where used as a fallback, Microsoft Azure OpenAI and OpenAI — to run the AI tools, on the de-identified basis described above.
• Your Identity to Impact coach or leader — only with your consent, and only the categories you chose.

We may disclose information if required by law.

What Identity to Impact administrators can see

Identity to Impact administrators run the program, and the app now gives them a participant register. Being specific about it matters more than being reassuring, so:

They can see, for you individually:

• Your registration details — name, email, status (applicant, enrolled, on leave, graduated, withdrawn), which intake and cohort you are in, and who your coach is.
• Registration notes a registrar has written about administrative matters — a deferral, that you work Saturdays, prior learning credited. Not impressions of you.
• Your TriMetrix HD results. You sat that as part of the curriculum and the program uses it to teach you well. They see the scores, not the original document.
• How far you have got in each course, your goals, and your graduation standing.

They cannot read what you have written — your reflection answers and your journal — unless you tick a box for it in your own Profile. There is one for each, both start switched off, and you can untick them whenever you like. That line is where it is because the honesty of what you write is the point of writing it, and honesty does not survive being readable by an institution by default.

Two things no administrator can ever see, under any setting: your coach's private notes about you, and your messages with your coach. Those are not yours to give away, so you are not asked to.

Aggregate reporting — board summaries, CSV exports — remains counts only, with no individual data and no journal content in any export.

Your choices & rights

• Access and export everything in your workspace.
• Correct anything you have entered, at any time, in the app.
• Withdraw a coach's access, or switch sharing off entirely.
• Turn off reminder and recap emails.
• Request deletion of your account and everything in it.

Export and correction you can do yourself in the app. Deletion is handled by a person — there is no self-service delete button, so email us and we will remove your data and confirm when it is done. Depending on where you live you may also have the right to object to processing or to lodge a complaint with your data-protection authority.

To make any of these requests, email info@visiononeperformance.com.

Data retention

We keep your workspace while your account is active, so your journey is there when you come back to it. If you request deletion, or your account is inactive for an extended period, we remove your data.

Adults

These tools are built for adult participants — the profile does not offer an under-18 option and there is no parental-consent flow. If Identity to Impact enrols anyone under 18, that needs to be arranged separately with us first rather than by signing them up here.

Not counselling

The AI coaches and the Identity to Impact coaches and leaders using this platform are not licensed counsellors, therapists, pastors of record, or medical professionals, and nothing here is a substitute for those. If you are in crisis, please call or text 988 (the Suicide & Crisis Lifeline in the US), or 911 in an emergency, and reach out to a pastor or someone you trust.

Changes to this policy

If we change how any of this works, we will update this page and the date at the top. Where a change materially affects what leaves the app, we will say so rather than quietly revise it.

Contact

Questions about this policy or your data: info@visiononeperformance.com.

This policy describes what the application actually does, written alongside the code that does it. It is a practical starting point and should still be reviewed by legal counsel before broad public launch.

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