Privacy Policy

This Privacy Policy explains how Coachd LLC ("Coachd," "we," "us," "our") collects, uses, shares, and protects your personal information when you use the Coachd website at getcoachd.ai, our mobile and web applications, and related services (together, the "Platform").

By using the Platform, you agree to this Privacy Policy. If you do not agree, do not use the Platform.

1. Information We Collect

1.1 Information You Provide

Account information. Name, email address, password (stored hashed), profile photo, and (for coaches) credentials, certifications, methodology descriptions, and tax information required by Stripe.

Intake information. Responses to the client intake quiz, including goals, prior coaching experience, lifestyle data, schedule preferences, and any health-related information you choose to share.

Booking and payment information. Booking history, billing type, session schedules, and payment metadata. We do not store full credit card numbers. Payment card data is collected and stored by Stripe under PCI DSS standards.

Communications. Messages you exchange with Coaches through Platform messaging, reviews you post, and support requests you send.

Outcome tracking. Goal progress, milestones, and session feedback you log in your dashboard.

1.2 Information We Collect Automatically

Device and usage information. IP address, browser type, operating system, device identifiers, time zone, pages visited, features used, click and scroll behavior, and crash reports.

Cookies and similar technologies. Authentication cookies, session cookies, and limited analytics cookies. See Section 9 for details and your choices.

Location. Approximate location derived from IP address. We do not collect precise GPS location unless you opt in.

1.3 Information from Third Parties

Authentication providers. If you sign in with Google, we receive your name, email address, and profile photo from Google.

Payment processor. Stripe shares booking confirmation data, payout status, and dispute information with us.

Coach references and credential verification. During vetting, we may receive information about coaches from references they provide and from credentialing bodies they list.

2. How We Use Information

We use your information to:

• create and manage your account,
• match clients with coaches based on intake responses,
• process bookings and payments through Stripe,
• send transactional emails (booking confirmations, reminders, receipts) through Resend,
• generate AI-assisted suggestions for coach bios, message drafts, pre-session briefs, and matching recommendations,
• moderate reviews and detect abuse, fraud, or policy violations,
• improve the Platform and develop new features,
• maintain security, prevent fraud, and enforce our Terms of Service and Coach Agreement,
• comply with legal obligations, including tax reporting and responses to lawful requests.

We do not sell your personal information.

3. AI Processing

3.1 What Goes to AI

The Platform uses Anthropic's Claude API to power AI features. The following data is sent to Anthropic for processing:

• Coach bio generation: the structured profile data the coach enters during onboarding,
• AI matching: the client intake responses and coach profile attributes,
• Message drafts and pre-session briefs: the booking context and prior message history within that booking,
• Review moderation: the text of submitted reviews.

3.2 What Does Not Go to AI

We do not send full payment card data, account passwords, or government identification documents to AI providers.

3.3 AI Provider Terms

Anthropic processes data under its commercial API terms, which prohibit using customer data to train Anthropic's models by default. See Anthropic's privacy policy at anthropic.com/privacy for details.

3.4 AI Suggestions Are Not Decisions

AI output is reviewed by a human (you, your Coach, or Coachd staff) before any consequential action is taken. AI-drafted messages are never auto-sent to clients.

4. How We Share Information

4.1 With Coaches

When you book a session, we share your name, intake summary, booking details, and messages with the Coach you booked. The Coach is contractually obligated under the Coach Agreement to use this information solely to provide the Services.

4.2 With Clients

When a client views your coach profile, we display your bio, photo, specialty, pricing, vetting tier, and reviews. Your tax and banking information is never displayed to clients.

4.3 With Service Providers

We share information with third parties who perform services for us:

• Stripe (payment processing, payouts, identity verification): payment and tax data,
• Supabase (database and authentication hosting): account, intake, booking, and message data,
• Vercel (web hosting): all Platform traffic,
• Resend (transactional email delivery): email address and message content,
• Anthropic (AI features): the data described in Section 3.1,
• Google (sign-in only, if you use it): authentication tokens.

These providers are bound by contract to use your information only as needed to perform their services for us.

4.4 For Legal Reasons

We may disclose information to comply with applicable laws, valid legal process (subpoenas, court orders, search warrants), or government requests, and to protect the rights, property, or safety of Coachd, our users, or the public.

4.5 Business Transfers

If Coachd is involved in a merger, acquisition, financing, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any change in ownership or use of your personal information.

4.6 Aggregated and Anonymized Data

We may share aggregated or anonymized data that cannot reasonably be used to identify you, for analytics, marketing, research, or industry reporting.

5. Data Retention

We keep your personal information for as long as needed to:

• provide the Platform and your account,
• comply with legal obligations (for example, tax records for 7 years),
• resolve disputes and enforce our agreements.

When you close your account, we delete or anonymize personal information within 90 days, except for:

• transaction records required for tax or accounting purposes,
• review content (which may remain visible after account closure but with your name removed on request),
• information we are legally required to retain.

You may request deletion of specific data at any time by contacting privacy@getcoachd.ai, subject to legal exceptions.

6. Data Security

We use reasonable administrative, technical, and physical security measures to protect your information, including:

• encryption in transit (TLS 1.2 or higher),
• encryption at rest for sensitive fields,
• row-level security policies in our Supabase database,
• rate limiting and input validation on all API endpoints,
• access controls limiting employee access to personal data on a need-to-know basis,
• regular security audits and dependency scanning.

No method of transmission or storage is 100% secure. We cannot guarantee absolute security, but we work to protect your information using industry-standard practices.

If we become aware of a data breach affecting your personal information, we will notify you and applicable regulators within the timeframes required by law.

7. Your Rights and Choices

7.1 Access and Update

You may access and update most account information directly from your dashboard. For other data, contact privacy@getcoachd.ai.

7.2 Deletion

You may request deletion of your personal information by closing your account or by contacting privacy@getcoachd.ai.

7.3 Data Portability

You may request a copy of the personal information you have provided to us in a structured, machine-readable format.

7.4 Opt-Out of Marketing Email

Transactional emails (booking confirmations, password resets) are required for the service and cannot be turned off. Marketing emails include an unsubscribe link in every message.

7.5 California Residents (CCPA)

If you are a California resident, you have the right to:

• know what personal information we collect, use, share, or sell about you,
• delete personal information we have collected,
• correct inaccurate personal information,
• opt out of the sale or sharing of personal information (we do not sell or share for cross-context behavioral advertising),
• limit the use of sensitive personal information,
• not be discriminated against for exercising your rights.

To exercise these rights, contact privacy@getcoachd.ai. We may need to verify your identity before processing your request.

7.6 European Residents (GDPR)

If you are in the European Economic Area, the United Kingdom, or Switzerland, you have the right to:

• access your personal data,
• request correction or deletion,
• restrict or object to processing,
• data portability,
• withdraw consent (where processing is based on consent),
• lodge a complaint with your local data protection authority.

The legal basis for our processing is one or more of: performance of a contract (your use of the Platform), legitimate interests (operating and improving the Platform), consent (where required), and legal obligation (tax and compliance).

7.7 Canadian Residents (PIPEDA)

If you are a Canadian resident, you have rights under PIPEDA to access and correct your personal information and to withdraw consent to certain processing. Contact privacy@getcoachd.ai to exercise these rights.

7.8 Automated Decision-Making (California)

California residents may contact us at privacy@getcoachd.ai to request information about or opt out of AI-based matching and automated decision-making as provided under applicable California law (CCPA/CPRA ADMT regulations effective January 1, 2026).

8. International Data Transfers

Coachd is based in the United States and our service providers operate primarily in the United States. If you are accessing the Platform from outside the United States, your information will be transferred to, stored in, and processed in the United States and other countries where our service providers operate. By using the Platform, you consent to this transfer.

For transfers from the European Economic Area, United Kingdom, or Switzerland, we rely on the European Commission's Standard Contractual Clauses or other approved transfer mechanisms.

9. Cookies and Tracking

We use the following categories of cookies:

• Strictly necessary cookies. Authentication, session management, security. These cannot be turned off.
• Functional cookies. Remembering your preferences and settings.
• Analytics cookies. Understanding how the Platform is used so we can improve it.

We do not use third-party advertising cookies. We do not share data with ad networks for behavioral targeting.

You can manage cookie preferences through our cookie banner (where required by law) and through your browser settings. Blocking strictly necessary cookies will break Platform functionality.

10. Children's Privacy

The Platform is not intended for children under 13. We do not knowingly collect personal information from children under 13. If you believe we have collected such information, contact privacy@getcoachd.ai and we will delete it promptly.

If you are between 13 and 17, you may use the Platform only with verifiable parental or guardian consent.

11. Third-Party Links

The Platform may contain links to third-party websites or services. We are not responsible for the privacy practices of those third parties. Review their privacy policies before sharing personal information with them.

12. Do Not Track

Our Platform does not respond to Do Not Track browser signals because there is no industry-standard interpretation. We respect the cookie controls and rights described in this Policy.

13. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated by email to your account address or by notice on the Platform with at least 30 days advance notice before taking effect. Continued use of the Platform after the effective date is acceptance. If you do not agree to a change, your sole remedy is to stop using the Platform and close your account.

14. Contact Us

For privacy questions, requests, or complaints, contact:

• Email: privacy@getcoachd.ai
• Data protection inquiries (EU/UK): privacy@getcoachd.ai

If you are not satisfied with our response, you may have the right to lodge a complaint with your local data protection authority.