Privacy & data

Where your data lives

All obqo data — student records, sessions, flows, files, audit logs — is stored in the European Union, in Frankfurt, Germany. The underlying infrastructure is Supabase running on AWS eu-central-1. Data never leaves the EU at rest or in transit between obqo services.

Who can see what

• Students see their own profile, flows they've started, the sessions they've booked, and any documents you've uploaded for them. They never see coach notes.
• Coaches see the students assigned to them, plus their cohort context. They never see students from other coaches at the same faculty unless faculty-admin grants the broader view.
• Faculty admins see all students, coaches, and analytics scoped to their faculty. They cannot see other faculties at the same university.
• Super admins (obqo staff during onboarding) can cross tenants for support, but every cross-tenant access is logged with the tenant being viewed, the obqo staff email, and an hourly de-dupe.

Coach notes — what to write

Coach notes attached to a coaching session or a student profile are free-text and stored unencrypted in the database. Be thoughtful about what you record — obqo's lawful basis under GDPR Art. 6 is limited to coaching purposes, and Art. 9 special categories of personal data must never end up in a note.

Do not record

• Medical diagnoses or symptoms — physical or psychological. "Has ADHD", "suffers from anxiety", "is on antidepressants".
• Sexual orientation, gender identity, religion, ethnicity — even when the student volunteers the information.
• Financial situation — salary, debt, family income, scholarship struggles.
• Disability or accommodation requests — handled by the university's dedicated service, not by obqo.
• Detailed personal relationships — breakups, family conflicts, addictions. Acknowledge them in conversation; don't store specifics.

Do record

• Coaching goals and progress — what the student is working on, the next milestone, how the trajectory is going.
• Action items — what the student agreed to do before the next session, what you committed to.
• Career-relevant context — target industry, cities the student is willing to move to, skills they want to build, companies they've applied to.

Example

Who can read your notes: other coaches in your faculty, plus faculty admins. Students never see coach notes. Notes are retained for 24 months after the session and can be deleted on request from the student profile.

Retention

Active student records are retained for the duration of the contract with your faculty. Alumni records are retained for longitudinal placement reporting unless the alumna opts out. Audit logs are retained for 24 months. Session recordings, when enabled, are retained for 12 months and can be opted out of per session by the student.

Exports & deletion

Students can export their own data or request deletion from /my/settings. Deletion is soft for 30 days so accidental requests can be reversed, then hard. Faculty admins can export their entire dataset from /admin/analytics.

DPA & GDPR

Van Moose (the legal entity behind obqo) signs a Data Processing Agreement with every customer. We act as a processor; your university is the controller. The DPA references the standard EU GDPR rights and our breach-notification commitments.