Protecting Third Parties in Uploads
When you upload a document to Coach Knowledge, anything inside it becomes retrievable by every paying subscriber of your coach. That's fine for your own writing — books, frameworks, FAQs — but transcripts of coaching calls or internal meeting notes often mention specific clients, colleagues, or deal details those people never agreed to share.
The upload flow gives you a one-click way to handle that, so the lessons from a meeting survive but the people don't get exposed.
The checkbox on every upload
When you click Upload files in Coach Knowledge, the upload dialog opens with a drop zone. Drag your files in (or click to choose them) — each one shows up in a staged list with its name and size. Below the staged list, you'll see this checkbox:
☐ Sanitise my data
These files mention specific clients, companies, or other third parties. Tick this if any upload contains identifying details about people who haven't consented to being part of your coach's knowledge. We'll anonymise the specifics (names, companies, deal sizes) before adding them, so the lessons survive but the people don't get exposed to your coach's users.
Tick it (or leave it unticked) for the files you've just staged, then click Upload N files to commit. Nothing starts processing until you click that button — so you can always drop the files first, then decide.
What happens when you tick it
- The upload extracts the text from your file (we handle Whisper transcription for audio, parsing for
.docxand.pdf, and OCR for scanned PDFs). - The text gets rewritten by Claude Haiku with a careful rubric: preserve the technique, framework, and reasoning that make your coaching valuable; anonymise the identifying specifics. So "Sarah at Acme was struggling with her $4M Series A board" becomes something like "a Series A founder was struggling with a board conflict over valuation terms".
- The rewritten text is held for your review. It is not yet in your coach's knowledge.
- A review dialog opens showing the sanitised text. You can:
- Accept — the sanitised text becomes part of your coach's knowledge.
- Reject — the upload is discarded entirely. Nothing reaches the coach.
- Edit inline — make any tweaks before accepting.
What happens when you leave it unticked
The upload goes straight to your coach's knowledge with no rewrite. Use this for material that's already yours to share: your own books, articles, methodology docs, FAQs.
Bulk uploads
You can drop multiple files at once and tick the checkbox for the batch. Each file processes in parallel. If you've ticked the checkbox, each one queues up for review individually — you'll see a banner like "3 files awaiting your review" above your file list, and the review dialog auto-advances through them as you accept or reject each one.
You can close the review dialog at any time and come back to it later via the Review now banner.
Which files can I upload?
| Format | Notes |
|---|---|
.txt .md | Up to 10 MB. |
.docx | Up to 10 MB. Text is extracted; styles and images are ignored. |
.pdf | Up to 10 MB. Works for both text-embedded PDFs and scanned/photographed PDFs (the scanned path uses Claude Vision to read the page images). |
.mp3 .m4a .wav .webm | Up to 25 MB. Audio is transcribed automatically using Whisper before anything else happens. |
A 50 MB total cap applies per coach (including any files that are awaiting your review).
Defence in depth
Even if you leave the checkbox unticked, your coach still won't leak any email addresses, phone numbers, IBANs, sort codes, or currency figures verbatim — a final regex sweep redacts them out of any retrieved chunk before the coach speaks. And your coach is instructed to paraphrase retrieved knowledge rather than quoting it word-for-word.
But the regex sweep can't see names. Only the checkbox flow anonymises specific people, companies, and deal contexts. If your upload mentions identifiable third parties, tick the box.
Common questions
Does ticking the checkbox cost me anything? There's no extra fee. We absorb the LLM cost (typically a few cents per upload).
How long does the review take to appear? For most documents, under a minute. Long transcripts (60+ minutes of meeting notes) can take a couple of minutes — the dialog shows you live progress like "Anonymising specifics… (3 of 10)" so you know it's working.
What if I'm not sure? If the document mentions clients by name, specific companies, deal sizes, or anything you wouldn't be comfortable sharing on stage in front of those people — tick the box. We do an anonymisation pass and you get a final look before anything goes live.
Can I edit the sanitised text? Yes. The review dialog has the rewritten text in an editable area. Make any changes you want, then click Accept.
What happens to the original upload after I accept? It's discarded. Only the (possibly edited) sanitised text is kept, in your coach's knowledge base. Your coach never sees the original.
Can I undo an accept? You can delete the file from the Coach Knowledge list at any time (red bin icon on each row). That removes it from your coach's knowledge entirely.