Privacy Policy

Effective Date: 10 Sept, 2025

CoachEasy (“we”, “our”, or “us”) provides a software-as-a-service platform that helps professional coaches manage clients, deliver programs, schedule sessions, track progress, and communicate securely. This Privacy Policy explains how we collect, use, disclose, and protect personal information when you access or use our website, platform, and related services (collectively, the “Services”).

1. Information We Collect

We collect information in three primary ways: (a) information you provide directly, (b) information collected automatically, and (c) information provided by clients about their own participants (where applicable).

a. Information You Provide

Account Information: Name, email address, password (hashed), profile details, timezone, and organization/team info.
Client & Participant Data: Names, emails, goals, session notes, progress metrics, uploaded documents, and program assignments you choose to store.
Billing Information: If applicable, subscription plan, limited payment metadata (payment details are processed by our third-party payment processor; we do not store full card numbers).
Communications: Messages you send through in-app messaging, support requests, feedback, and email interactions.

b. Automatically Collected Information

Usage Data: Features used, timestamps, pages viewed, referral URLs, approximate location (derived from IP), and interaction patterns (for improving UX and performance).
Device & Technical Data: Browser type, operating system, device type, screen size, and log files.
Cookies & Similar Technologies: Session management, authentication, preference storage, and analytics. You can control cookies via browser settings, but essential cookies are required for core functionality.

c. Client-Provided Data

If you are a coach entering information about your clients, you are responsible for obtaining any necessary consent and ensuring the accuracy and lawful basis for processing that data. We act as a data processor for such client-submitted personal information and process it only as instructed by you.

2. How We Use Information

Provide, operate, and maintain the platform and core coaching features.
Authenticate users and secure accounts.
Facilitate scheduling, messaging, program delivery, and progress tracking.
Send transactional emails (session reminders, updates, account notices).
Improve performance, reliability, and usability through analytics.
Detect, prevent, and respond to fraud, abuse, or security threats.
Comply with legal obligations and enforce terms of service.
Communicate product updates, with opt-out for non-essential marketing.

3. Legal Basis (Where Applicable)

Depending on jurisdiction, we rely on one or more of the following: performance of a contract, legitimate interests (e.g., platform improvement, security), consent (marketing, certain analytics), and legal compliance.

We do not sell personal data. We may share limited data with:

Service Providers: Hosting, analytics, email delivery, payment processing, and error monitoring—only as needed to perform services.
Business Transfers: In a merger, acquisition, or asset sale, data may be transferred subject to this policy.
Legal & Security: To comply with law, respond to lawful requests, or protect rights, safety, and integrity.
Aggregated / De-Identified Data: Used for insights and product improvement; not linked to identifiable individuals.

5. Data Security

We employ industry-aligned safeguards including encryption in transit (HTTPS), role-based access, least-privilege principles, monitoring, and routine backups. No method is 100% secure; we continuously improve defenses.

6. Data Retention

Account and coaching data are retained while your subscription or trial remains active. Upon request or account termination, data may be deleted or anonymized unless retention is required for legal, billing, dispute resolution, or security reasons. Backups are purged on a rolling schedule.

7. Your Rights & Choices

Access, correct, export, or delete your personal data.
Request restriction or object to certain processing.
Opt out of marketing emails (unsubscribe link included).
Disable non-essential cookies (where applicable).

Requests can be submitted via email at kaizen.tech404@gmail.com. We may verify identity before fulfilling requests.

8. International Data Transfers

Your information may be processed in jurisdictions where our or our providers’ servers are located. We implement safeguards consistent with applicable data protection laws.

9. Children’s Privacy

Our Services are not directed to children under 16. If we learn that personal data of a minor has been collected without consent, we will take reasonable steps to delete it.

10. Changes to This Policy

We may update this Privacy Policy periodically. Material changes will be communicated (e.g., dashboard notice or email). The “Effective Date” will always reflect the latest version.

11. Contact Us

For questions, concerns, or data requests, contact: kaizen.tech404@gmail.com.

If you are a coach entering client data, ensure you have informed consent and comply with local privacy regulations relevant to your practice.