Privacy Policy

1. Who We Are

This Privacy Policy applies to If I Were Your Coach LLC (the Company, we, us, or our), a business consulting and executive coaching practice operating at ifiwereyourcoach.com. We are committed to protecting your personal information and your right to privacy.

If you have questions or concerns about this policy or our data practices, please contact us at [email protected].

2. Information We Collect

We collect information you provide directly to us when you book a session or create a client portal account. This includes: full name, email address, phone number, company name, job title or role, primary goals and challenges, and how you heard about us. We also collect any information you voluntarily share during coaching or consulting sessions.

We collect limited technical data automatically when you visit our website, including IP address, browser type and version, pages visited, referring URL, and approximate geographic location derived from your IP address. This data is collected through standard server logs and is used solely for security and operational purposes.

We do not use third-party behavioral analytics, advertising networks, or tracking pixels on this website.

3. How We Use Your Information

We use the information we collect for the following purposes: (a) to schedule, confirm, and deliver coaching and consulting sessions; (b) to send booking confirmations, Zoom meeting links, and session-related communications; (c) to manage your client portal account; (d) to respond to your inquiries and provide customer support; (e) to maintain business and financial records as required by law; (f) to improve our services and website; and (g) to comply with applicable legal obligations.

We process your personal data on the following legal bases: performance of a contract (to deliver the services you booked), compliance with legal obligations, and our legitimate interests in operating a professional services business. Where we rely on legitimate interests, we have balanced those interests against your rights and determined they do not override your fundamental privacy rights.

We do not sell, rent, or share your personal information with third parties for their own marketing purposes.

4. Third-Party Services

Zoom: We use Zoom Video Communications, Inc. for video conferencing. A Zoom meeting is automatically created when you complete a booking. Zoom may collect and process data in accordance with their own privacy policy, available at zoom.us/privacy. We recommend reviewing Zoom's privacy practices before your session.

Email delivery: We use a transactional email service to send booking confirmations and notifications. This service processes your email address solely for the purpose of delivering messages you have requested.

Hosting and infrastructure: Our website and booking system are hosted on third-party cloud infrastructure. These providers are contractually bound to protect your data and may not use it for their own purposes.

We do not share your personal data with any third party beyond what is necessary to deliver the services described above.

5. International Data Transfers

If I Were Your Coach LLC operates with clients globally. If you are located in the European Economic Area (EEA), the United Kingdom, or Switzerland, your personal data may be transferred to and processed in the United States or other countries that may not provide the same level of data protection as your home country.

Where such transfers occur, we rely on appropriate safeguards, including standard contractual clauses approved by the European Commission, to ensure your data is protected in accordance with applicable law. You may request information about the specific safeguards in place by contacting us at [email protected].

6. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes outlined in this policy, or as required by applicable law.

Booking records and client engagement data are retained for a minimum of five (5) years for business, tax, and legal compliance purposes. Account data is retained for the duration of your active account and for two (2) years following account closure. Server log data is retained for no more than ninety (90) days.

You may request deletion of your personal data at any time (subject to our legal retention obligations) by contacting us at [email protected].

7. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include: encrypted data transmission (TLS/HTTPS), hashed password storage (passwords are never stored in plain text), access controls limiting data access to authorized personnel, and regular security reviews.

No method of transmission over the internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security. In the event of a data breach that is likely to result in a risk to your rights and freedoms, we will notify you and any applicable regulatory authorities as required by law.

8. Your Rights

Depending on your location, you may have the following rights regarding your personal data:

Right of access: You may request a copy of the personal data we hold about you.

Right to rectification: You may request correction of inaccurate or incomplete personal data.

Right to erasure: You may request deletion of your personal data, subject to our legal retention obligations.

Right to restriction: You may request that we restrict processing of your personal data in certain circumstances.

Right to data portability: You may request your personal data in a structured, commonly used, machine-readable format.

Right to object: You may object to processing of your personal data where we rely on legitimate interests as the legal basis.

Right to withdraw consent: Where processing is based on your consent, you may withdraw that consent at any time without affecting the lawfulness of processing before withdrawal.

To exercise any of these rights, please email us at [email protected]. We will respond within thirty (30) days. If you are located in the EEA or UK, you also have the right to lodge a complaint with your local data protection authority (for EEA residents, this is the supervisory authority in your EU member state; for UK residents, this is the Information Commissioner's Office).

9. Cookies and Tracking Technologies

Our website uses only strictly necessary cookies required for authentication and session management -- for example, to keep you logged in to your client portal. We do not use advertising cookies, behavioral tracking cookies, or third-party analytics cookies.

Because we use only strictly necessary cookies, we are not required to obtain your consent for their use under most applicable laws. You can control or delete cookies through your browser settings; however, disabling strictly necessary cookies may prevent you from accessing certain features of our website, such as the client portal.

10. Children's Privacy

Our services are intended exclusively for adults (18 years of age or older) in professional or business contexts. We do not knowingly collect personal information from children under 16 years of age. If you believe we have inadvertently collected personal information from a child under 16, please contact us immediately at [email protected] and we will take prompt steps to delete such information.

11. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA). These include the right to know what personal information we collect, use, disclose, and sell; the right to delete personal information we have collected from you; the right to correct inaccurate personal information; the right to opt out of the sale or sharing of personal information (we do not sell or share personal information); and the right not to be discriminated against for exercising your privacy rights.

To exercise your California privacy rights, contact us at [email protected]. We will respond within forty-five (45) days as required by law.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of material changes by updating the Last updated date at the top of this page. For significant changes, we may also send a notification to the email address associated with your account.

Your continued use of our services after any changes to this policy constitutes your acknowledgment of the updated policy. We encourage you to review this policy periodically.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

If I Were Your Coach LLC -- Email: [email protected] -- Website: ifiwereyourcoach.com