Privacy Policy

Coffee Date Media, LLC — CHAI AI Assistant
Effective date: July 2026 | Last updated: July 2026
Questions: support@donatawhite.com

This Privacy Policy describes how Coffee Date Media, LLC ("Company," "we," "us") collects, uses, and protects information when you use CHAI, our AI-powered personal assistant ("CHAI" or "the Service"). CHAI is available to active members of The Residence, a membership program operated by Coffee Date Media, LLC.

By activating and using CHAI, you agree to the practices described in this policy.

1. Who We Are

Coffee Date Media, LLC is a limited liability company registered in the State of North Carolina, United States. We operate the Donata White brand and The Residence membership community. CHAI is a feature of The Residence membership.

Contact: support@donatawhite.com

2. Information We Collect

Information you provide directly. When you activate CHAI, we collect your name, preferred name, name pronunciation, city, time zone, business name, and business description. We also collect your task tool preferences and communication preferences (briefing time, check-in time, reminder style).

Google account data. With your explicit authorization via Google OAuth, CHAI accesses the following Google services on your behalf:

Google Calendar — CHAI reads your calendar to populate your morning briefing and manages events you ask her to create, update, or delete. CHAI writes to your calendar only when you explicitly instruct her to do so.

Gmail — CHAI reads a summary of recent emails from your inbox solely to populate your morning briefing. CHAI does not store email content, does not send emails on your behalf, does not analyze emails for advertising purposes, and does not share email content with any third party. Email data is read at briefing time and is not retained.

Google Tasks — CHAI reads and writes to your Google Tasks list to capture and manage tasks you assign through CHAI.

Google Drive — CHAI creates and manages a dedicated "CHAI Brain" folder in your Google Drive. This folder stores documents you upload for CHAI to reference in conversation, and receives documents CHAI exports at your request such as strategy summaries and content plans. CHAI accesses only files she creates — no other files or folders in your Drive are accessed.

Usage data. We store conversation context, task history, calendar preferences, and briefing preferences in Google Firestore to power CHAI's memory and personalization. This data is tied to your Telegram chat ID and member profile.

Personal context. To make conversations with CHAI feel more personal, CHAI may retain small pieces of context you share, for example, the names of pets or family members, service providers you mention, or general preferences like appointment timing or dining tastes. CHAI does not retain sensitive information such as health, financial, legal, or protected-class information, even if you mention it directly in conversation. This context is used only to inform CHAI's conversations with you. It is never displayed as a standalone profile, shared with any third party, or used for any purpose beyond personalizing your experience with CHAI.

Voice data. If you send voice notes to CHAI, your audio is transcribed using Google Cloud Speech-to-Text. Audio files are not stored after transcription.

3. How We Use Your Information

We use the information collected solely to operate and improve CHAI. Specifically: to deliver your personalized morning briefing, end-of-day check-in, and proactive task reminders; to manage your calendar, tasks, and schedule at your direction; to provide a consistent, memory-enabled experience across conversations; to verify your active membership in The Residence through Kajabi; and to send you community announcements and event reminders on behalf of The Residence.

We do not use your Google data to train AI models. We do not use your data for advertising. We do not sell your data to any third party.

4. How We Store and Protect Your Information

Your member profile and conversation context are stored in Google Firestore, a cloud database hosted on Google Cloud Platform in the United States. Access credentials and authentication tokens are stored in Google Secret Manager. All data is encrypted at rest and in transit.

Access to your data is restricted to the CHAI service itself and to authorized personnel at Coffee Date Media, LLC. We do not share your personal data with third parties except as described in Section 5.

5. Third-Party Services

CHAI operates using the following third-party services. Each is governed by its own privacy policy.

Anthropic (Claude API) — Powers CHAI's AI responses. Conversation content is processed by Anthropic's API. anthropic.com/privacy

Google Cloud Platform — Provides database storage (Firestore), credential storage (Secret Manager), and voice transcription (Speech-to-Text). policies.google.com/privacy

ElevenLabs — Powers CHAI's voice note generation. Text content is processed by ElevenLabs to produce audio. elevenlabs.io/privacy

Telegram — CHAI is delivered through the Telegram messaging platform. telegram.org/privacy

Kajabi — We use Kajabi to verify your active membership in The Residence. kajabi.com/policies/privacy

Monday.com (if connected) — If you connect your Monday.com account, CHAI reads and writes to your task boards at your direction. monday.com/l/privacy

6. Google API Limited Use Disclosure

CHAI's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

Specifically: CHAI uses Google user data only to provide the features described in this policy and as authorized by you. CHAI does not transfer Google user data to third parties except as necessary to provide the service, as described in Section 5. CHAI does not use Google user data for advertising. CHAI does not allow humans to read your Google data unless you have explicitly provided consent, or it is necessary for security purposes, or required by law.

7. Data Retention and Deletion

Your data is retained for as long as your Residence membership is active. If your membership lapses, your account is deactivated. If your membership is not renewed within 30 days of lapsing, your member profile, conversation history, task data, and stored credentials are permanently deleted from our systems.

You may request deletion of your data at any time by contacting us at support@donatawhite.com. We will complete deletion within 30 days of your request.

To revoke CHAI's access to your Google account at any time, visit myaccount.google.com/permissions and remove CHAI from the list of connected applications.

8. Your Rights

You have the right to access the personal data we hold about you, request correction of inaccurate data, request deletion of your data, and revoke Google account access at any time. You may also ask CHAI directly, at any time, to stop retaining this kind of personal context — doing so clears what's already stored and stops any further collection going forward.

If you are a resident of California, you may have additional rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information is collected, the right to delete personal information, and the right to opt out of the sale of personal information. We do not sell personal information.

To exercise any of these rights, contact us at support@donatawhite.com.

9. Children's Privacy

CHAI is intended for use by adults aged 18 and older. We do not knowingly collect personal information from anyone under the age of 18. If you believe a minor has provided us with personal information, please contact us at support@donatawhite.com.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the effective date at the top of this page. Your continued use of CHAI after changes are posted constitutes your acceptance of the updated policy.

11. Governing Law

This Privacy Policy is governed by the laws of the State of North Carolina, United States, consistent with the governing law stated in our Terms and Conditions.

12. Contact Us

If you have questions about this Privacy Policy or CHAI's data practices, please contact us:

Coffee Date Media, LLC
support@donatawhite.com
donatawhite.com/terms