Legal
Privacy Policy
This Privacy Policy explains how Mindful Guidance MR, LLC ("ClickCoach," "we," "us," or "our") collects, uses, discloses, and protects information when you use the ClickCoach website, application, and related services (collectively, the "Service") at https://www.clickcoach.io and through the ClickCoach web application at https://app.clickcoach.io.
By using the Service, you agree to this Privacy Policy. If you do not agree, please do not use the Service.
1. Who ClickCoach Is
ClickCoach is a coaching-practice management platform operated by Mindful Guidance MR, LLC, a Florida limited liability company.
Mindful Guidance MR, LLC (d/b/a ClickCoach)750 N Ocean Blvd, Ste 1410
Pompano Beach, FL 33062
United States
Email: [email protected]
2. Information We Collect
2.1 Coach account information (our subscribers)
ClickCoach is a paid service used exclusively by professional coaches. When a coach creates an account, we collect:
- Name, email address, and password (stored hashed).
- Business details such as coaching practice name, website, and profile photo.
- Phone number (optional).
- Billing information processed by Stripe (we do not store full card numbers).
- Communications you send to our support team.
2.2 Coaching client information (entered by coaches)
Coaches enter information about their coaching clients into ClickCoach. This information is entered and controlled by the coach, and ClickCoach stores it on the coach's behalf. See Section 7 for how we handle this data. Categories may include:
- Name, email address, and phone number.
- Session notes, journals, and coaching observations.
- Goals, progress tracking, assessments, and homework assignments.
- Documents and files uploaded by the coach, which may include audio recordings if the coach chooses to upload them (ClickCoach itself does not record coaching sessions).
- Scheduled session times, Zoom meeting links, and completion status.
- Course completion certificates.
We do not collect payment card data about coaching clients.
2.3 Information collected automatically
- Usage data: pages visited, features used, session duration, timestamps.
- Device and log data: IP address, browser type, operating system, referring URLs.
- Analytics events: collected via our own in-house analytics dashboard and the third-party services listed in Section 11.
2.4 Information from third-party integrations
When a coach connects a third-party account to ClickCoach (such as Google Calendar), we receive information from that service as described in Section 3.
2.5 Marketing website (clickcoach.io)
Visitors to our public marketing website may provide or generate information through:
- Contact form: name, email address, topic, and message content when you submit the form at /contact/. Submissions are delivered to us through Formspree, Inc.
- Website chat widget: if you use the Chatbase chat bubble, we and Chatbase, Co. may process the content of your messages, your email address or other details if you provide them in chat, and technical data such as IP address, browser type, device identifiers, and timestamps needed to operate the widget. Do not share sensitive personal information or coaching-client data in the marketing-site chat; it is intended for general sales and support questions about ClickCoach.
The marketing website does not require an account. Information you submit there is separate from data entered by coaches about their clients inside the ClickCoach application.
3. Google User Data
Limited Use Disclosure. ClickCoach's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
3.1 Google scopes we request
When a coach connects their Google account, we request the following OAuth scopes:
https://www.googleapis.com/auth/calendar.events— view and edit events on the coach's calendars (used for the Google Calendar integration).https://www.googleapis.com/auth/drive.file— view and manage only the specific Google Drive files the coach explicitly opens with ClickCoach or that ClickCoach creates on the coach's behalf (used for the Google Drive integration).
3.2 How we use Google user data
We use data obtained through Google APIs solely to provide user-facing features of ClickCoach.
Google Calendar (calendar.events):
- Display existing calendar events inside ClickCoach so the coach can see their schedule while booking a new coaching session and visually identify conflicts.
- Create events on the coach's primary calendar when a coaching session is scheduled in ClickCoach, including session title, start/end time, description, Zoom link, and the coaching client as an attendee.
- Update events when the coach reschedules or edits a session.
- Delete events when the coach cancels a session.
Google Drive (drive.file):
- Open and display files the coach explicitly selects through the Google Picker so they can be attached to coaching sessions, homework, assignments, or client records inside ClickCoach.
- Save files that ClickCoach creates on the coach's behalf (such as session reports or completion certificates) to the coach's Drive when the coach chooses to do so.
- Manage only those specific files the coach picked or ClickCoach created — including reading metadata, updating contents the coach edits in ClickCoach, and removing files when the coach asks ClickCoach to delete them.
The drive.file scope deliberately does not give ClickCoach access to the rest of the coach's Drive. We can only see files the coach explicitly chooses through Google's file picker or files we created. We cannot browse, search, list, or read any other content in the coach's Drive.
3.3 What we do not do with Google user data
- We do not transfer Google user data to third parties except as necessary to provide or improve user-facing features of ClickCoach, to comply with applicable law, or as part of a merger, acquisition, or sale of assets with user notice.
- We do not use Google user data for serving advertisements, including retargeted or personalized advertising.
- We do not allow humans to read Google user data unless we have obtained the user's affirmative agreement for specific messages, it is necessary for security purposes (such as investigating abuse), to comply with applicable law, or for internal operations where the data has been aggregated and anonymized.
- We do not use Google user data to develop, improve, or train generalized AI or machine learning models.
- We do not access, create, modify, or delete calendars other than those events the coach creates or modifies through ClickCoach, and we do not store a long-term copy of the coach's calendar contents on our servers.
- We do not access any Google Drive files other than those the coach explicitly selects through the Google Picker or that ClickCoach itself created. We do not enumerate, browse, search, or download files outside that scope.
3.4 Revoking Google access
A coach can revoke ClickCoach's access to their Google account at any time by:
- Disconnecting the integration inside ClickCoach (Settings → Integrations → Disconnect Google Calendar or Disconnect Google Drive), or
- Visiting https://myaccount.google.com/permissions and removing ClickCoach.
When access is revoked, we delete the stored OAuth tokens within 30 days. Calendar events previously created by ClickCoach remain on the coach's calendar unless deleted through ClickCoach or manually by the coach. Files saved to the coach's Drive by ClickCoach remain in the coach's Drive unless the coach deletes them.
4. How We Use Information
- To provide, maintain, and improve the Service.
- To authenticate coaches and keep accounts secure.
- To synchronize coaching sessions between ClickCoach and connected calendars.
- To deliver transactional emails to coaches and their coaching clients, including session reminders, confirmations, homework, assignments, and course completion certificates.
- To process subscription payments and manage billing.
- To respond to support requests, contact-form submissions, and website chat conversations, and to communicate service updates.
- To detect, prevent, and address fraud, abuse, or technical issues.
- To comply with legal obligations.
We do not sell personal information, and we do not use personal information for marketing or advertising purposes. ClickCoach does not send marketing emails.
6. Data Controller and Processor Roles
ClickCoach's role depends on whose data is involved:
- For coach account data (information about the coach subscriber), ClickCoach acts as the data controller. We determine how this information is collected and used.
- For coaching client data (information the coach enters about their clients), ClickCoach acts as the data processor. The coach is the data controller of their clients' information and is responsible for establishing a lawful basis for collecting it, providing notice to their clients, and obtaining any consents required by applicable law.
ClickCoach processes coaching client data only on the documented instructions of the coach, except where required to do otherwise by law. Coaches who require a Data Processing Addendum (DPA) for compliance with GDPR, UK GDPR, or similar regulations may request one by emailing [email protected].
7. Coaching Client Data
Coaching clients do not create ClickCoach accounts and do not log into the Service. They may, however, receive emails from ClickCoach (sent on behalf of their coach via Postmark) that include session reminders, confirmations, homework, assignments, and course completion certificates.
7.1 How we protect coaching client data
- Coaching client records are stored in the coach's tenant within the ClickCoach database and are accessible only to that coach and to authorized ClickCoach personnel performing system maintenance, security investigations, or responding to support requests.
- Session notes, journals, documents, and uploaded files are treated as sensitive and are not used for any purpose other than providing the Service to the coach.
- ClickCoach does not sell coaching client data and does not use it for advertising, profiling, or training AI or machine learning models.
7.2 Rights of coaching clients
If you are a coaching client and want to access, correct, or delete information about you held in ClickCoach, you can:
- Contact your coach directly — they have primary control over your record, and
- Contact ClickCoach at [email protected]. We will handle the request directly and coordinate with your coach as needed. We will respond within 30 days.
8. Data Storage and Security
ClickCoach is hosted on Vercel, and user data is stored in a DigitalOcean Managed PostgreSQL database located in the United States. Data is encrypted in transit using TLS 1.2 or higher and at rest using industry-standard encryption (AES-256 or equivalent).
Security measures we maintain include:
- Role-based access controls limiting employee access to production systems.
- Encrypted storage of OAuth tokens and credentials.
- Regular automated backups with encryption.
- Monitoring through an in-house error and activity dashboard.
- Secure software development practices including code review and dependency scanning.
While we implement reasonable administrative, technical, and physical safeguards, no method of transmission or storage is 100% secure. You are responsible for keeping your account credentials confidential.
9. Data Retention
- Coach account data: retained while the account is active and for up to 90 days after account deletion, except where longer retention is required by law.
- Coaching client data: retained at the direction of the coach. When a coach deletes a client record, it is removed from active systems within 30 days. When a coach closes their ClickCoach account, all coaching client records in their tenant are deleted within 90 days.
- Google OAuth tokens: deleted within 30 days after the integration is disconnected or the account is closed.
- Transactional email logs (Postmark): retained for up to 45 days for deliverability troubleshooting, then purged.
- Billing records: retained for up to seven (7) years as required by applicable tax and accounting laws.
- Backups: residual copies may persist in encrypted backups for up to 180 days before being overwritten.
- Support correspondence: retained for up to 2 years after the conversation ends.
- Contact form submissions (Formspree): retained for up to 2 years for sales and support follow-up, unless deleted earlier upon request.
- Marketing website chat (Chatbase): retained according to our Chatbase configuration and Chatbase's retention practices; contact us to request deletion of a conversation you had through the website widget.
10. Your Rights
Depending on where you live, you may have the following rights regarding your personal information:
- Access: request a copy of the personal information we hold about you.
- Correction: request that we correct inaccurate or incomplete information.
- Deletion: request that we delete your personal information.
- Portability: request a machine-readable copy of your information.
- Objection or restriction: object to or restrict certain processing.
- Withdraw consent: withdraw consent for processing based on consent.
To exercise these rights, email [email protected]. We respond within 30 days. You may also lodge a complaint with a data protection authority in your jurisdiction.
California residents (CCPA/CPRA)
California residents have the right to know what personal information we collect, to request deletion, to correct inaccurate information, to opt out of the "sale" or "sharing" of personal information, and to limit use of sensitive personal information. ClickCoach does not sell or share personal information as those terms are defined under California law, and we do not use sensitive personal information for purposes requiring an opt-out.
EEA, UK, and Swiss residents (GDPR / UK GDPR)
We process personal data under these legal bases: performance of a contract (to deliver the Service), legitimate interests (to secure and improve the Service), consent (for optional features), and legal obligation. For coaching client data, the coach is the data controller and establishes the legal basis for processing.
12. Children's Privacy
The Service is intended for use by professional coaches and is not directed to children under 13 (or under 16 in the EEA and UK). We do not knowingly collect personal information from children. If a coach uses ClickCoach in connection with coaching a minor, the coach is responsible for obtaining any parental or guardian consent required by applicable law. If you believe a child has provided information to us directly, contact [email protected] and we will delete it.
13. International Data Transfers
ClickCoach operates from the United States and stores data on U.S.-based infrastructure. If you access the Service from outside the United States, your information will be transferred to, stored, and processed in the United States. Where required, we rely on appropriate safeguards such as the European Commission's Standard Contractual Clauses.
14. Breach Notification
If ClickCoach becomes aware of a personal data breach affecting your information, we will notify you and, where required, the appropriate regulatory authority without undue delay and, where feasible, within 72 hours of becoming aware, in accordance with applicable law.
15. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify affected users by email or through an in-app notice at least 14 days before the changes take effect. The "Last updated" date at the top of this page reflects the latest revision.
16. How to Contact ClickCoach
If you have questions about this Privacy Policy or our data practices, or if you want to exercise any of the rights described above, contact us at:
Mindful Guidance MR, LLC (d/b/a ClickCoach)750 N Ocean Blvd, Ste 1410
Pompano Beach, FL 33062
United States
Email: [email protected]
Website: https://www.clickcoach.io
© 2026 Mindful Guidance, LLC - ClickCoach.io. Built by Mitch Russo, who ran 50+ coaches for Tony Robbins and Chet Holmes.