Privacy policy

Effective date: September 28, 2026. Who we are: DOMS is operated by its founder from British Columbia, Canada; we will name the registered business here once it is registered. Contact: the email address in the Contact block at the end of this page.

DOMS is a service for coaches. It reads the Instagram direct messages a coach receives, prepares replies in her voice using the knowledge, offers and rules she has set up, and, when she allows it, sends them. This policy explains what personal information we collect, why, who else handles it, how long we keep it and how to have it deleted. It covers the website at getdoms.co and the app at app.getdoms.co.

We write in plain words on purpose. Where a legal term matters, it appears in parentheses.

1. Three kinds of people

Coaches create an account and use DOMS. For a coach's own account information, we decide how it is handled and we are responsible for it (the “controller”).

People who message a coach (prospects, fans, clients, friends) never sign up with us. Their messages reach DOMS because the coach connected her Instagram account and asked DOMS to help her answer. For that information the coach decides what DOMS may do (which offers to mention, whether replies are sent automatically, who is protected from automated replies), and we act on her instructions (we are her “service provider” or “processor”).

People who comment on a coach's posts. When a coach connects, DOMS also receives public comments on her posts. We keep the comment, who wrote it and when, so that if the same person later messages the coach, DOMS knows which post they came from. Many commenters never message the coach; their comment is still stored.

If you are in the second or third group and have a question about your information, you can contact the coach or us; section 8 explains how to have your data deleted.

2. What we collect and why

From coaches

• Account: your email address and a password (we store a protected hash, never the password itself), and the emails we send about your account (to confirm your address when you sign up, or to reset your password). Purpose: to sign you in and keep your account yours.
• Business setup: your business name, your name, your timezone, and the phone number you give us for text alerts. Purpose: to run DOMS for your business and to reach you when someone in your inbox needs you.
• Your knowledge: everything you teach DOMS: facts about your coaching, your offers with their prices, terms, questions and answers, your rules, your discounts, the guide you write for a sale, your voice preferences, your resources (files you upload for DOMS to share), your notes and tags about the people in your inbox, and the corrections and lessons you review. Purpose: this is what DOMS uses to answer correctly and in your voice. Your notes about a person are shown to the model that writes replies to that person; your tags are not.
• Your website, if you ask: when you use “Build your offer from your website”, we read the page you name once and suggest lines for you to accept or change. We keep the page address, the links we found on it and the suggestions until you accept or dismiss them; only accepted lines become part of your knowledge.
• Your own messages, if you ask: when you import a Meta export to help DOMS learn your voice, your browser reads the files and sends us only a bounded set of your own recent messages and short, name free pairs of what a prospect asked and how you answered. Your messages, with names and personal details masked, are read by an AI model to suggest facts about your coaching. The prospect pairs are read inside DOMS, by no outside model, to suggest objections and answers for your offers. We keep the voice measurements (how often you ask questions, how long your messages are, whether you use emoji), the suggested facts, and the exact lines you choose to add to an offer, which may include a prospect's words. We do not keep the files, the names, the timestamps or the rest of the text.
• Recordings you make in DOMS: if you record a voice message in Chats, we keep the recording for up to 24 hours after you record it, whether or not it was sent, and delete it sooner if you discard it.
• Your Instagram account, once connected: your posts, Reels and active Stories (captions, links and a private copy of the media), performance numbers for your account and your posts, follower demographics as Instagram reports them (age ranges, gender, city, country: counts, never individual followers), and public comments on your posts. Purpose: to let DOMS refer to your content, to show you Analytics and to notice when someone comments on a post you have linked to an offer.
• Calendar, if you connect one: your Calendly or HighLevel connection (the access tokens are encrypted), your event types, and the appointments on that calendar including invitee names, email addresses and timezones. From HighLevel we also read a contact's email and phone so you can review a match. Purpose: to show bookings beside conversations and, where you have set it up, to help book a call.

From people in a coach's inbox

• Messages: every direct message in a conversation with the coach, including messages sent before DOMS was connected (the most recent conversations are imported when the coach connects), replies to the coach's Stories, and links to attachments. If a message contains a voice note and voice transcription is switched on for that coach's account (it is off unless we enable it), the audio is sent to a speech provider as it is, and we keep the transcript and a fingerprint of the audio, not the audio itself.
• Profile basics: the Instagram user id, username and display name Instagram shows for the sender.
• Answers: what a person tells the coach in the conversation in answer to her discovery questions (for example their goal, their schedule, or, if the coach asks, their name, phone, email, gender or age).
• What DOMS worked out: labels about the conversation (is this a fan or a prospect, is this spam, does this person need care, do they seem to be under 18, what stage of the sale are we at), a short summary of the conversation with the goals, concerns and facts the person mentioned, drafts and replies, and the coach's own labels, notes and tags about the person (client, friend, family, do not reply automatically).
• An estimate of whether you are a woman or a man. DOMS estimates this from your own words or, less surely, from your name; it can also record “could not tell”. It keeps the estimate, how it was made and the few words it was based on. The estimate is used for one thing: when a coach has said who she works with (for example women only) and you are outside that, DOMS does not sell to you and either sends one polite line or, if the coach chose, no reply, and the coach handles the conversation herself. It never ranks anyone and is never shown to the model that writes replies. The coach can correct it.
• Confirmed outcomes: when a coach or a connected provider confirms that a person bought or booked, and, when DOMS books a call for you, your name, email and timezone as given to the calendar provider.

Some people share health details with a coach (an injury, a pregnancy, a condition). DOMS does not ask for these unless the coach's own questions do, but the message is stored and a summary may repeat what you said. When a message describes a medical emergency or a crisis, DOMS stops selling and hands the conversation to the coach.

From people who comment on a coach's posts

• The comment text, the commenter's Instagram user id, when it was posted and which post and thread it belongs to. Purpose: context for the coach if that person later messages her.

Automatically

• Server logs from our hosting provider: your IP address, the pages you open, timing and errors. Our application logs never contain the text of a message.
• Strictly necessary cookies that keep a coach signed in. We use no advertising or analytics trackers. Your browser may keep unsaved form text and small preferences locally so you do not lose them.
• An audit trail of changes made in an account (what changed, by whom, when) and a ledger of AI usage (counts and cost, never message text).

3. How DOMS uses artificial intelligence

DOMS uses AI models from other companies to read and write. Before the text of a person's message goes to any model, we mask payment card numbers, US Social Security numbers, phone numbers and email addresses that appear in it; other national identity numbers are not recognised. A coach's own knowledge is not masked, because it is hers and DOMS needs it word for word. Voice note audio is sent to the speech provider without masking.

• Writing replies: one model (from Anthropic) writes every reply from the coach's knowledge and the conversation. It may only quote prices, links and terms the coach has saved; it is checked again before anything is sent. The same provider's models also summarise conversations, read a coach's website or offer text when she asks, draft setup suggestions, suggest lessons from replies the coach writes herself, and help decide who is writing and what they want.
• Reading messages: a classification model (from TypeSafe) answers a fixed list of questions about each incoming message, for example whether it is spam, whether the person is asking about an offer, whether they seem to be under 18 or in distress. It sees the current message, the last few messages, the coach's name, the names, descriptions, known facts and guide steps of the coach's offers, the names and trigger words of her resources, and the sender's display name and coach label. It never writes a word to anyone.
• Estimating who a person is: the estimate in section 2 is made by DOMS's own code from words and a bounded list of names, not by an outside model.
• Transcribing voice notes: where it is switched on for a coach's account, a speech model (from OpenAI) turns audio into text.

We do not use your data to train our own models. The providers above process it under their own terms, described in section 5. DOMS learns from the edits, ratings and lessons a coach reviews, only inside her own account; nothing learned from one coach is used for another.

Replies written in the coach's name. By default every reply DOMS writes waits for the coach to read and approve it. A coach can switch on automatic replies. Either way the reply is sent from her Instagram account in her name. If someone asks directly whether they are talking to a bot, DOMS never claims to be a human: depending on the coach's setting it either says it is the coach's assistant or stops and lets the coach answer herself.

4. Who can see your information

• The coach whose Instagram account received the message or comment.
• Our team, only to operate, support, secure and improve the service, and only as much as needed. We do not read conversations for any other reason. With a coach's agreement we may keep a copy of her account to test and improve DOMS; that copy is covered by this policy and can be deleted as section 8 describes.
• Service providers in section 5, only to do the work described there.
• Authorities, if the law requires it, and only what it requires.

Every read and write in DOMS is scoped to one coach's account, and the database refuses outside access through its public interface. We do not sell personal information and we do not share it with advertisers.

5. Service providers

Payment providers: DOMS does not connect to a payment provider today. The checkout links a coach saves point at services she chose; those services are hers, not ours. If we add a payment provider, we will update this table before it is switched on.

Most of these providers store and process information outside Canada, mainly in the United States, where it is subject to the laws of that country. We rely on the data processing terms each provider publishes for its service.

6. How long we keep information

• A coach's account and everything in it (knowledge, offers, conversations, comments, summaries, drafts, labels, estimates, analytics, files): until the coach asks us to delete the account, or we close it under the terms of service. We then delete it as described in section 8. We do not yet run an automatic schedule that deletes old conversations; we tell you this plainly because Meta's rules and good practice ask for one, and we intend to add it.
• Private copies of Stories: seven days after the Story was posted, unless the coach has marked the Story as a call to action for an offer, in which case the copy stays while the mark does.
• Voice note audio: not kept; the transcript is kept with the conversation.
• A coach's own recordings: up to 24 hours after recording.
• A record that an account was deleted: the business name, the date, who ran the deletion and why. It holds no conversation content and is kept for our accountability.
• Recovery copies: our database provider keeps rolling backups for a short period. Before we change the database structure we take our own copy for recovery; it is kept only by us, on equipment we control, and deleted within 30 days.
• Emails you send us: kept in our mailbox as the record of what you asked and what we did.
• Logs: for the limited period our hosting provider keeps them.

7. Your rights and choices

We are based in British Columbia, so British Columbia's Personal Information Protection Act applies to us, and Canada's federal privacy law (PIPEDA) applies where it reaches, for example when information leaves the province. Wherever you live, you may ask us what personal information we hold about you, ask us to correct it, ask us to delete it, and complain to a supervisory authority. In Canada that is the Office of the Information and Privacy Commissioner for British Columbia or the Office of the Privacy Commissioner of Canada. If you are in the European Economic Area or the United Kingdom, you also have the rights to restrict or object to processing, to receive a copy of your data in a usable form, and not to be subject to a decision based solely on automated processing that significantly affects you; we process coach account data on the basis of our contract with you and people's messages on the basis of the coach's instructions and her legitimate interest in answering the people who wrote to her. If you are in California, you have the right to know, delete and correct, and we do not sell or share personal information for advertising.

To exercise any of these, write to the address in the Contact block. We answer within 30 business days. Where the law allows it, a complex request may take up to 30 more business days, and we tell you if that happens. We may ask you to confirm you are who you say you are, for example by writing from the email address on the account or from the Instagram account in question.

Coaches can also change or remove their knowledge, offers, rules, notes, tags and labels at any time in the app, correct the estimate in section 2 for any person, export their contacts and collected answers as files from People, disconnect Instagram in Settings (which stops new messages reaching DOMS), and disconnect a calendar.

People in a coach's inbox can ask the coach not to use DOMS with them: the coach can switch DOMS off for one person, and that switch cannot be reversed automatically. You can also stop the conversation; DOMS treats a clear “stop” as final.

8. Data deletion instructions

These are our data deletion instructions for everyone, including people whose Instagram messages or comments reached DOMS through a coach's account.

If you messaged a coach or commented on her posts

1. Email us (see Contact below) with the subject "Delete my data". Tell us the Instagram username you wrote from and, if you know it, the coach's Instagram username. You do not need to explain why.
2. We confirm your request by return email and ask the coach to switch off automated replies to you, which she can do at once.
3. Within 30 business days we delete your messages, comments, answers, summaries, labels, estimates and readings from that coach's account and tell you when it is done. DOMS keeps a small accountability log of what it did in a conversation that cannot be edited one entry at a time; those entries are removed when the coach's whole account is deleted, and we will tell you exactly what remains and why. We tell the coach that the deletion happened without keeping a copy of what was deleted.
4. You may also block the coach's account or stop messaging it on Instagram. That stops new messages reaching DOMS; it does not by itself delete what we already hold, so please still email us.

If you are a coach

1. To stop new data arriving, open Settings, Instagram, and disconnect. This revokes the connection at our provider. You may also remove the connection in your own Instagram settings.
2. To delete your account and everything in it, email us from the email address on your account with the subject "Delete my account". We pause the account, disconnect Instagram and any calendar, delete the account's conversations, comments, knowledge, offers, files, recordings and analytics through one audited command, delete your sign in, and confirm by email within 30 business days. We keep only the record that the account was deleted (privacy policy, section 6). Deletion is permanent; export anything you want to keep from People first.

What deletion does not reach

• Copies held by Zernio and by Instagram itself, which have their own deletion processes. On request we will ask Zernio to delete the connection's data on its side.
• Data already sent to the AI providers named in the privacy policy (section 5) during processing, which those providers hold under their own terms.
• Our recovery copies, which we delete within 30 days (privacy policy, section 6).
• Your email asking for deletion and our reply, which we keep as the record of your request.
• Records we must keep by law, kept only for as long as the law requires.

An earlier version of DOMS still runs for a small number of accounts at dm-setter-two.vercel.app. Its privacy policy and deletion instructions are published there. If your request concerns that version, the Contact block below still reaches us and we will handle it.

9. Security

Data travels encrypted. Every read and write is scoped to one coach's account, and the database refuses outside access through its public interface. Calendar tokens are encrypted at rest. Personal details are masked before a message's text reaches an AI model. Our logs carry no message content. Access by our team is limited and every change in an account is recorded. No system is perfectly secure; if a breach creates a real risk of significant harm to you, we will notify you and the authorities as the law requires.

10. Children and people under 18

DOMS is for adults; coaches must be at least 18. When DOMS reads, or is told, that a person in a coach's inbox is under 18, it stops any sales conversation and hands the thread to the coach; the messages already received stay in the conversation like any other. If you believe we hold information about a child, email us and we will delete it as in section 8.

11. Changes

When this policy changes, we update the effective date at the top and, for changes that matter, we tell coaches by email or in the app before they take effect.

12. Contact

DOMS is operated by its founder from British Columbia, Canada; we will name the registered business here once it is registered. Our email address and the two request subjects (“Delete my data” and “Delete my account”) are in the Contact block below.