Privacy Policy

1. Who ClickCoach Is

ClickCoach is a coaching-practice management platform operated by Mindful Guidance MR, LLC, a Florida limited liability company.

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. The use and transfer of raw or derived user data received from Google Workspace APIs 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, ClickCoach requests only the OAuth scopes needed for the Google features the coach chooses to enable:

• https://www.googleapis.com/auth/calendar.events — create, update, and delete ClickCoach session events on the coach's Google Calendar.
• https://www.googleapis.com/auth/calendar.readonly — read existing calendar events when the coach enables two-way calendar sync, so ClickCoach can display outside events while scheduling and help identify conflicts.
• https://www.googleapis.com/auth/drive.file — create, upload, list, and manage Google Drive files that the coach creates or opens through ClickCoach.

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:

• 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:

• Upload and manage files the coach chooses to save to Google Drive through ClickCoach File Storage.
• Let the coach select existing Google Drive files to attach to broadcast messages.

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.
• Two-way calendar sync reads existing events for display. Calendar event writes are used for coaching sessions managed through ClickCoach; we do not use calendar data for unrelated purposes.
• We do not access Google Drive files unless the coach creates, uploads, opens, or selects those files through ClickCoach.

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 → Calendar → 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 and Drive files previously created by ClickCoach remain in the coach's Google account unless deleted through ClickCoach or manually by the coach.

3.5 Google data collected, stored, and shared

Depending on the integration you enable, ClickCoach processes OAuth access and refresh tokens, your connected account identifier where available, calendar event IDs, titles, descriptions, start and end times, attendee details, and selected Drive file IDs, names, types, and contents. Tokens allow the requested connection to work without storing your Google password. Session records and linked event or file identifiers may remain in ClickCoach after disconnection; disconnecting stops future API access rather than deleting your coaching records. Contact support@clickcoach.io to request deletion of retained data.

Our hosting and database providers process the data needed to operate these features. When you choose to invite attendees or share a selected file in a broadcast, the corresponding session information or file is shared with the recipients you choose. Google data is not sent to advertising or website analytics services.

3.6 Third-party AI services

ClickCoach uses third-party AI services, not a self-hosted AI model: OpenAI for Coach Elevation framework conversations and drafting, and Google Gemini for features such as organizing session notes and homework and generating accountability questions. The separate public website chat uses Chatbase.

When a coach invokes an AI feature, the request can include their prompt, relevant notes or homework, selected coaching context, and any files they submit to that feature. These inputs are transmitted to the provider to generate the requested response. If a coach includes content obtained from Google in an AI request, that content is part of the request; connecting Calendar or Drive is not itself a request to process that content with AI. Do not submit information you are not authorized to share.

ClickCoach does not use raw or derived Google Workspace data to develop, improve, or train generalized AI or machine-learning models. AI processing is for the requested user-facing feature. AI requests and uploaded files may be retained by the provider according to the service configuration and applicable terms; we do not promise zero retention. Contact support for data-deletion requests. Coaches should review AI-generated drafts before using or sharing 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 coaching records or Google user data or use those records for advertising. Optional marketing-website tracking is described in Section 11 and controlled through Your Privacy Choices.

5. How We Share Information

We share information only with service providers that help us operate the Service, and only to the extent necessary for them to perform their functions. Each provider is contractually obligated to handle data confidentially and in compliance with applicable law.

We may also disclose information:

• To comply with law: when required by subpoena, court order, or other legal process, or to protect the rights, property, or safety of ClickCoach, our users, or others.
• In business transfers: in connection with a merger, acquisition, or sale of assets, with prior notice to affected users.
• With your consent: for any other purpose disclosed at the time of collection.

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 support@clickcoach.io.

7. Coaching Client Data

Coaches can invite clients to a branded client portal to view shared coaching materials, complete homework, answer accountability questions, and update progress information. Clients may also receive emails sent on their coach's behalf, including session reminders, confirmations, homework, assignments, and course completion certificates. Private coach notes are separate from materials shared with clients.

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 support@clickcoach.io. 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 uses a DigitalOcean-managed MySQL database. We use encrypted connections and access controls to protect information processed by the Service.

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 support@clickcoach.io. 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, and to opt out of applicable sale or sharing of personal information. Optional Meta Pixel tracking on the marketing website can involve advertising-related sharing. Use Your Privacy Choices to decline it. Coaching records and Google user data are not used for advertising.

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.

11. Cookies and Analytics

We use cookies and similar technologies for:

• Authentication — keeping coaches signed in to the ClickCoach application (essential).
• Preferences — remembering UI settings such as theme choice on the marketing website (essential/functional).
• Website chat — the Chatbase widget on clickcoach.io may use cookies, local storage, or similar technologies to maintain your chat session and operate the bot. See Chatbase's Privacy Policy for details.
• Analytics — understanding how the Service is used. We use our own in-house analytics, Google Analytics, and (planned) Vercel Analytics on the application and/or website. These services may set cookies or similar identifiers.

On clickcoach.io, Google Analytics loads only after you select Analytics only or Accept analytics and marketing in Your Privacy Choices. Meta Pixel (advertising), Rybbit (visit measurement), and ConvertBox (offers) load only after you accept marketing. Meta Pixel may share visit information with Meta for advertising. Previous analytics consent does not authorize marketing. We exclude query strings and fragments from Google Analytics page locations and disable Google advertising signals and personalization.

Use Your Privacy Choices in the footer to select Decline all to opt out of optional tracking, including advertising-related sale or sharing. You can also choose Analytics only to decline marketing. These choices apply to this browser; repeat them on other browsers or devices. Global Privacy Control and Do Not Track prevent both optional categories from loading, even after prior consent. Essential sign-in and saved privacy preferences remain available. Withdrawing consent stops future collection; it does not delete information already received by a provider. To request deletion, use the contact below.

Request access to, correction of, or deletion of your data. Include your account email and the nature of your request, but never send passwords or payment details. We may need to verify your identity.

Accessibility

We aim to make ClickCoach usable with keyboards and assistive technology, with WCAG 2.2 Level AA as our target. We have not completed a full conformance evaluation and do not claim full compliance. Third-party checkout, chat, and embedded media may have accessibility limitations that have not yet been fully evaluated.

For help or to report a barrier, email support@clickcoach.io. Tell us the page, the task you could not complete, and your browser or assistive technology. We will work with you on an accessible alternative. Last reviewed: October 7, 2026.

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 support@clickcoach.io 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:

© 2026 Mindful Guidance MR, LLC - ClickCoach.io. Built by Mitch Russo, who ran 50+ coaches for Tony Robbins and Chet Holmes.