CoachHost Privacy Policy

CoachHost values your privacy and takes the protection of your information — and your clients’ information — very seriously. This Privacy Policy explains how we collect, use, store, and protect information when you use the CoachHost platform, websites, and related services (collectively, the “Services”).

CoachHost serves coaches, consultants, and service-based professionals. Users of the platform work with clients, not patients. CoachHost is not a healthcare provider and is not subject to HIPAA. That said, we apply strong privacy, security, and data-handling practices designed to respect the sensitive nature of client relationships.

1) Information We Collect

We collect only the information necessary to provide and operate the Services.

• Account Information: Name, email address, billing details, login credentials, and related account data.
• Client/Contact Information: Information you upload or collect through the platform, such as names, email addresses, phone numbers, form responses, appointment details, and communications.
• Usage Information: Platform usage data, logs, device information, and interaction data used to operate, secure, and improve the Services.
• Communications: Messages you send or receive through the platform (email, SMS, voice), stored to enable delivery, logging, and compliance.

2) How We Use Information

We use information solely to operate, support, and improve the Services, including to:

• Provide access to the platform and its features
• Deliver messages, emails, calls, and automations you configure
• Process billing and account management
• Maintain platform security, integrity, and abuse prevention
• Provide customer support and respond to inquiries
• Comply with legal and regulatory requirements

3) Data Ownership & Confidentiality

You own your data. All information you upload to CoachHost — including your clients’ data — remains yours.

CoachHost does not sell, rent, trade, license, or otherwise share your data or your clients’ data with other users, third parties, advertisers, or data brokers.

Your account data is isolated from other accounts. One customer’s data is never accessible to another customer.

4) Limited Sharing With Service Providers

We may share limited data with trusted third-party service providers solely to operate the Services, such as:

• Infrastructure and hosting providers
• Email, SMS, and voice delivery providers
• Payment processors
• Security and monitoring services

These providers are authorized to use data only as necessary to perform services on our behalf and are required to maintain appropriate confidentiality and security safeguards.

5) Data Security

We implement administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, alteration, or destruction. While no system can be guaranteed 100% secure, protecting your data is a top priority.

6) Your Responsibilities

As a CoachHost user, you are responsible for:

• Collecting client information lawfully and with proper consent
• Maintaining your own privacy policy for your business
• Using the platform in compliance with applicable privacy, email, and messaging laws
• Protecting login credentials and controlling user access

7) Data Retention & Deletion

We retain data for as long as your account is active or as necessary to provide the Services. Upon account termination, data may be deleted or anonymized in accordance with our retention policies, except where retention is required by law or for legitimate business purposes.

8) Cookies & Tracking

CoachHost may use cookies or similar technologies to operate the Services, maintain sessions, improve performance, and understand usage patterns. These are not used for selling personal data or cross-platform advertising.

9) Changes to This Policy

We may update this Privacy Policy from time to time. Updates will be reflected by the Effective Date above. Continued use of the Services after changes means you accept the updated policy.

10) Contact Us

If you have questions about this Privacy Policy or how data is handled, contact us at [email protected].