Consent & Privacy Controls
Manage your consent preferences, data exports, and deletion requests
Data Privacy & GDPR: 2 pages
Each person manages their own consent preferences and data requests in Settings > Data & Privacy. Admins handle deletion requests, run exports, and log breaches from the admin Data & Privacy page.
Your Consent Preferences
Open Settings > Data & Privacy. The Consent tab has three switches:
| Switch | What it does |
|---|---|
| AI Data Processing | On by default. Turn it off to stop AI work started by you or run for you. See What the AI switch covers |
| Product Analytics | Turns anonymous usage analytics on or off in your browser and records your choice |
| Marketing Emails | Records your preference for product updates, tips, and promotional email |
While AI Data Processing is on, the tab also shows your workspace's current AI provider. Admins choose the provider in Account Settings > AI.
What the AI switch covers
AI data processing is on by default. It stays on unless you turn it off; if you have never touched the switch, AI features work for you as normal.
There are two switches, and Coherence enforces both on its servers:
- Your own switch in Settings > Data & Privacy. Anyone can turn it off for themselves.
- The workspace switch in Account Settings > Data & Privacy. Only workspace Owners and Admins can change it, and it applies to everyone in the workspace.
When your own switch is off, nothing is sent to an AI provider for:
- Agent replies to messages you send: direct messages with an agent, @mentions of agents in any channel, the AI assistant panel, and chat with agents in the mobile app. The agent posts a short note instead of replying, saying AI processing is off and where to turn it back on
- Agent tasks, scheduled tasks, and playbooks you created. Their runs are skipped, and the task or run history shows that AI processing is off
- Autopilot cycles that run as you
- Your onboarding research
- Automatic memory extraction from work done for you, and consolidation of your memories
Your messages to agents and your AI conversations are also left out of automatic background analysis: conversation summaries, agent quality reviews, and suggested workspace guidelines.
When the workspace switch is off, the same features stop for everyone in the workspace, including agent tasks and runs that no person created. It also stops the background AI that runs for the workspace without anyone starting it, such as the drafts Coherence prepares on the home feed (plans, brand and voice profiles, outreach messages), agent quality reviews, suggested workspace guidelines, and conversation summaries.
Your own switch covers AI work you start and AI work run for you. It does not keep content you have shared in the workspace, such as records or messages in shared channels, out of AI features that other members use. To stop that, an Owner or Admin must turn off the workspace switch.
Other AI tools that you start directly, such as website generation and AI writing tools, are not yet covered by either switch.
In the web app, if you have turned your switch off and try to message an agent, the app stops the message before it is sent and offers to turn AI processing back on. Changes take effect straight away in the web app; the server applies a change within about a minute.
During onboarding
When you describe your business during onboarding, Coherence shows a notice that what you write is sent to AI and web-search providers, and records that the notice was shown. The AI that sets up your workspace then runs, unless your own switch or the workspace switch is off, in which case onboarding research does not start.
Your Data
The My Data tab has two cards:
- Export My Data: click Request Export to ask for a copy of your personal data. The request appears on the Requests tab as pending until an admin runs it. When it is completed, click Download to save it as a JSON file.
- Delete My Data: deletion requests must be submitted by an account administrator. Ask your account owner or admin.
An export contains data tied to you: your profile, sign-in sessions, records you created, chat messages you sent, the titles of Collab documents you last edited, your AI conversations and memories, time entries, your audit events, your consent history, and system email sent to or from you. Completed exports expire after 7 days.
The Requests tab lists your export and deletion requests with their status and dates.
Admin Controls
Account Settings > Data & Privacy
This page includes the workspace AI data processing switch, Export Your Data, and a Data Requests table.
- AI data processing is the workspace switch described in What the AI switch covers. Only Owners and Admins can change it, only from a signed-in session (not with an API key), and every change is recorded in the audit log. The page shows when it was last changed and by whom.
- There is no workspace-level product analytics switch. Product analytics is a personal choice in each person's Settings > Data & Privacy.
- Request my data export creates an export request for your own personal data, the same as Export My Data. It does not export the whole workspace.
- Data Requests lists export and deletion requests for everyone in the account.
Running requests
Admins open Data & Privacy from the admin section of the sidebar (the GDPR Compliance page):
- Data Requests tab: click Create Request to open a request for a user, or open a pending request to run it
- Export: Run Export generates the data package
- Deletion: Deactivate & Schedule Deletion deactivates the user immediately and permanently deletes their data after 30 days. During those 30 days, Cancel Deletion & Restore User undoes it
- Breach Log tab: click Report Breach to record a data breach
Account Deletion
Account deletion is handled separately in Account Settings > Delete Account:
- 72-hour grace period before execution
- Requires typing the workspace name as confirmation
- Requires billing acknowledgment
- All active sessions are revoked immediately
- Coherence ops team is notified via email with full account details