Privacy requests for clients

Coaches can file privacy requests on behalf of their clients — both data exports and account erasures. Every coach-filed request lands as a proposal that a tenant administrator must approve before the platform does anything. This page explains how the coach side of that flow works.

Note

Filing privacy requests for clients is available to users with the Coach role.

Why coach requests are proposals

Privacy requests under GDPR carry legal weight, and the workspace administrator is responsible for the final decision. To keep that accountable:

• Coaches propose a request from a client’s record.
• The proposal lands in the Backoffice Privacy & Compliance area as Awaiting Confirmation.
• The administrator reviews the proposal — including the reason you provided — and approves or cancels it.
• Only after admin approval does the platform start exporting or erasing.

This compliance gate protects both you and the client. It also means you do not need to handle download URLs or worry about deleting the wrong account — the admin does that part.

Filing a request from a client’s profile

Privacy requests for a client are filed from the Privacy tab on the client detail panel.

1. Open Coaching → My Clients.
2. Click any row to open the client detail panel on the right.
3. Open the Privacy tab.
4. Click Request Data Export or Request Account Erasure.
5. Fill in the dialog and submit.

What you will be asked

Each request dialog asks you for:

• A reason for the request — for example “Client requested via session on 2026-04-22” or “Client off-boarding”. The reason is stored in the audit log and shown to the administrator.
• An optional note that the administrator will see during review.

For erasure, the dialog also makes clear that the request will not run immediately — the administrator must approve it, and the standard 30-day grace window applies after approval.

The ShareData gate

The Privacy tab is only enabled when the client has granted you data-sharing consent (the ShareData setting on their profile). If a client has opted out of sharing, the tab is disabled and an inline message explains why.

This is intentional — without consent, you do not have a legitimate basis to act on the client’s data, and the workspace administrator should be the one filing any privacy request directly.

If the client has revoked consent and you genuinely need to file a request on their behalf, contact your tenant administrator. They can file the request from Privacy & Compliance with no consent gate.

See Coaching — Client consent for background on how consent works.

Tracking your filed proposals

To see what you have filed and where it is in the approval flow, open /coaching/privacy/requests.

The page lists every privacy request you have filed for any client. Each row shows:

• The client the request is for.
• The type of request (Export or Erasure).
• The current status.
• When you filed it.

Status meanings to watch for:

Status	What it means
Awaiting Confirmation	Your proposal is queued and waiting for administrator review.
Pending / In Progress	The administrator approved it. The platform is processing the request.
Awaiting Grace Period	Erasure was approved. The client has 30 days to cancel before deletion runs.
Completed	The request finished successfully.
Cancelled	The administrator (or the client) cancelled the request before it ran.
Failed	The request could not complete. The administrator will follow up.

If a proposal is sitting in Awaiting Confirmation longer than you expect, message your administrator directly — there is no in-app reminder.

Why coaches do not see download URLs

For data exports, coaches are deliberately not given the download link to the resulting bundle. The download URL is sensitive: anyone with the link can fetch the user’s full data export within its expiry window. The administrator delivers the bundle directly to the client, who can also collect it themselves from their /account/privacy page in the mobile app or coach account area.

If a client asks you for their data, the right response is “I have filed the request — your administrator will deliver the file to you directly within a few days.”

What to do if a client asks to be deleted on the spot

You cannot bypass the proposal flow yourself. The fastest path is:

1. File the erasure request from the client’s Privacy tab.
2. Notify your administrator that an urgent proposal is waiting.
3. The administrator decides whether to approve normally (with the 30-day grace window) or to skip the grace window — that decision is theirs to make and document.

For coaches who want to delete their own account, see Managing my account.

Related topics

• Managing my account — your own privacy controls as a data subject.
• Privacy & Compliance overview — the administrator’s view.
• Data retention and privacy — what is kept after erasure and why.