Coaching Loft Privacy Policy

The act of coaching is deeply personal.  It commonly involves sharing intimate details of what people are dealing with, what their ambitions are, what problems arise, and much more.  We know full well that the expectation of privacy in a coaching relationship is essential.  It is vital to the foundation of trust between coach and client that is so often necessary to do meaningful work in a coaching relationship.  AS SUCH we recognize that, for Coaching Loft to serve as the hub for communication and documentation of the coaching process, we need to have the utmost respect for the privacy of coaches and the people they coach and treat all data with care according to rigorous standards of confidentiality and security. This Privacy Policy outlines what information we collect, how we use it, your rights, and our practices around that information.

 

1. THE INFORMATION WE COLLECT, AND HOW WE USE IT

All of the information we collect in Coaching Loft is in one of three varieties.

 

1.1 USER ACCOUNT INFORMATION

This is the stuff of "who's who" in the system: coaches who sign up, the clients they add to the system, and the other coaches that are added to any given Team Edition account.

The information collected is, at minimum, name, username, email address, and password.

(Well actually we only store a garbled-up version of passwords through the groovy mathematical trick of one-way hashing--we have no idea what your real password is, but when you log in, we sure can compute whether or not you do!)

Additional user account information that CAN be optionally entered and stored includes:

• Address
• Telephone number(s)
• Time zone
• Avatar image
• Gender

 

1.2 HOW WE USE ACCOUNT INFORMATION

All user information is used exclusively for the delivery of the Coaching Loft application user experience.  Specifically, this includes:

• Proper identification and authentication to access the system based on login credentials (username and password).
• In-app display of user activity (e.g. a name & headshot of who posted a comment).
• Sending emails (including system-generated notifications, messages to and from system users, and messages from CA staff to system users).
• Sending system-generated text messages to users with North American cell phone numbers.
• Conversion of times (e.g. "Sent on:" dates) to a user's time zone.
• Generation of gender-specific language (e.g. using "his" or "her" rather than "their").
• CA staff to identify users when assisting with support requests.
• Management and processing of subscription payments for the Coaching Loft service.

And that's it.  It's just for Coaching Loft to communicate with users and the delivery of the Coaching Loft application itself.

 

1.3 USAGE DATA

This is automatically collected log information, including AND limited to:

• Records of login activity (who logged in, when, which browser, and from what IP address)
• Records of in-app activity (who issued what request to the server in the course of using the application, when, and the CPU run time of processing the request)
• Records of visits to the public-facing marketing website and blog.

 

1.4 HOW WE USE USAGE DATA

This information is used exclusively by CA staff and exclusively for the purposes of aiding in support, troubleshooting, debugging, and performance tuning.  When someone reports an issue it's super nice not to have to ask which browser they were using.  This record is also handy to figure out when we can drop support for the next oldest version of IE without making anyone mad. :)

 

1.5 COACHING DATA

This is the real meat of why anyone would use Coaching Loft.  "Coaching Data" encompasses anything that the coach (or in many cases coachee) can set up in the course of using CA to support, document, or communicate within a coaching relationship, including but not limited to:

• Action items
• Metrics and data
• Worksheets
• Session Notes
• Journal Entries
• File uploads, links, and embedded media
• Whiteboards
• Appointments and calendar data feeds
• Templates
• Courses
• Other in-app settings

 

1.6 HOW WE USE COACHING DATA

We don't.  Ever.  That's your business, not ours.

Technically, though, there is something we do with it, and it is exactly what you'd expect.  We capture and store coaching data, as entered by coaches and the people they coach, for the purpose of making it accessible to authorized users, including but not limited to:

• Data that can be accessed in-app by the user who entered it.
• Data that can be accessed in-app by other users who should see it (e.g. Action items set up by a coach for a client, or Session Notes for a client that were NOT marked private).
• Data delivered by email to other parties as initiated by user action (e.g. a progress report set to send weekly to a designated email recipient).
• Appointment data privately made available for calendar system interchange.

 

1.7 HOW WE USE COOKIES

Coaching Loft, like any other web application uses cookies. The cookies we set:

• Site preferences cookies
  
  In order to provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences we need to set cookies so that this information can be called whenever you interact with a page that is affected by your preferences.

To know more details on how we use cookies, read our Cookie Policy.

 

2. YOUR RIGHTS

You have the right to be forgotten by Coaching Loft.  This applies to both coaches and clients.  A coach is able to delete any and all client data within the system at any time.  Upon request Coaching Loft will be happy to delete coach accounts, provided the request comes from a suitably authorized party and the request doesn't clash with the rights of others.

You have the right to correct your data stored within Coaching Loft.  From the "My Account" page a user is free to update whatever account information.  Coach and client are jointly empowered to rectify any coaching data.

The only exception is a retroactive modification of the record of appointments.  This is for the sake of having a largely immutable record, to benefit both parties with regard to common coaching engagement terms.  These can be modified by CA staff upon request.

You have the right to know what data is processed about you by Coaching Loft.  Reading this very privacy policy grants you this right.

You have the right of portability of your data stored by Coaching Loft.  If you want to get your data out of Coaching Loft, you have options.  HTML Client Export Files, numerous downloadable reports, and the raw dump of all account data in JSON each allow you to get your data out.

These rights are mandated by the GDPR for citizens of the European Union, but Coaching Loft is proud to extend these rights to EVERYONE, and is proud to have had these rights be in full effect since day one of our business.  We feel these things are just the right thing to do, and we don't (and never did) require any given jurisdiction to twist our arm to make them available to all. 

For more details regarding the GDPR compliance of the Coaching Loft platform, read our GDPR Compliance overview.

 

3. DATA STORAGE AND SECURITY

Coaching Loft owns the code, databases, and all rights to the Coaching Loft application. You retain all rights to your data. We use third-party vendors to provide hosting, necessary hardware, software, financial processing, networking, storage, and related technology.

To protect the security of personal information submitted to us, Coaching Loft follows generally accepted industry standards both during transmission and after the information is received. All information you provide to us is stored on secure servers. All exchanges between you and the application via the internet are encrypted using TLS encryption.

Where you have chosen a password that enables you to access your account within the application you are responsible for keeping this password confidential. If you choose to share your password, i.e. with a virtual assistant, you do so at your own risk. You may change your password at any time by going to your My Account page.

No method of transmission over the Internet, or method of electronic storage, is 100% secure. We strive to use rigorously secure means to protect your personal information. However, we cannot guarantee its absolute security. Coaching Loft has no liability for disclosure of your information, whether due to errors, unauthorized and improper acts, or otherwise.

If a security breach causes an unauthorized intrusion into our system that materially affects you or your clients, then we will notify you as soon as possible and later report the action we took in response.

 

4. DATA SHARING WITH SERVICE PROVIDERS

While we are the primary custodian and caretaker for your data as entered into Coaching Loft, there are a few companies who will be handling certain parts of your data as a matter of course for us to provide the service.  These companies are authorized to use your personal information only as necessary to provide these services to us, which these services may include:

• Providing our hosting server infrastructure
• Payment processing
• Providing customer service
• Providing website visitor analytics
• Sending email & SMS communications

These third-party companies are subject to strict data processing terms and are prohibited from using your data for any purpose other than as they have been specifically contracted for.

 

5. THINGS WE PROUDLY DON'T DO

We are proud to charge for our product: actual real money by which we can run our business.  As such, it's the Coaching Loft application that is the real product we traffic in: you (and your data) are NOT the product.

 

As such, to put your mind to rest, here are some things we DON'T do:

• We don't sell your data
• We don't sell/rent/give your email to other parties for the purpose of marketing to you (or for anything else)
• We don't use your data to serve you ads
• We don't use your data for research, machine learning, underhanded social engineering experiments, etc.
• We don't use your data to undermine democracy, or for any other terrible application.

 

6. DISCLOSURE UNDER LEGAL NECESSITY

The information we collect is not shared with, rented or sold to others except under the following circumstances:

In order to investigate, prevent, or take action regarding illegal activities, suspected fraud, situations involving potential threats to the physical safety of any person, violations of Coaching Loft's Terms of Service, or as otherwise required by law.

To comply with a governmental entity request or with any legal proceeding or process, or if we believe in good faith that such release is necessary in order to protect the rights, property or safety of Coaching Loft, our users or other third parties.

If Coaching Loft is acquired by or merged with another company. In this event, Coaching Loft will notify you via email, in-system alerts and/or with prominent notices on the Coaching Loft website before information about you is transferred and becomes subject to a different privacy policy.

 

7. CHILDREN

The Site and the Services are not directed to children under the age of 14, and Coaching Loft does not knowingly collect or use any information from children under the age of 14.

If you know of or have reason to believe anyone under the age of 14 has provided us with any personal data, please contact us.  If we learn that Coaching Loft has collected information from a child under the age of 14 we will delete that information as quickly as possible.

 

8. PRIVACY COMPLIANCE

Our servers and offices are located in the United Arab Emirates, so your usage of Coaching Loft means your information will be transferred to and stored there.  Because we serve clients all around the world, Coaching Loft proudly is continuously working to comply with EU as well as U.S. Privacy Frameworks.

 

With respect to personal data received or transferred pursuant to the Privacy Laws and Frameworks of the United Arab Emirates, Coaching Loft is subject to the regulatory enforcement powers of the United Arab Emirates.

We are responsible for the processing of Personal Information we receive under each Privacy Shield Framework and subsequent transfers to service provider third parties. We comply with the Privacy Shield Principles for all onward transfers of personal data from the EU, including the onward transfer liability provisions.

 

9. ADDRESSING CONCERNS AND COMPLAINTS

In compliance with the our Privacy Compliance Principles, (and in compliance with being just plain decent human beings) Coaching Loft commits to resolve complaints about our collection or use of your personal information. If you have inquiries or complaints regarding our Privacy Shield policy or handling of your data in general, please first contact us directly:

Wassim Karkabi, Owner and Founder, [email protected].

We'll do what we can to get the matter sorted promptly.

 

10. CHANGES TO THIS POLICY

Coaching Loft reserves the right to modify or update this Policy at any time. If we make significant changes to this Policy, we will notify you via the News tab within the Coaching Loft application, prominently displayed on the Coaching Loft website and/or via email, at least 30 days prior to the implementation of the changes.

 

11. CONTACT US

If you have any questions, concerns, or complaints about our Privacy Policy we'd love to hear them!  Please email us at [email protected].

 

Owner and Data Controller

Coaching Loft – Dubai Knowledge Village, P.O.Box 500195 Dubai, UAE

Owner contact email: [email protected]

 

Coaching Loft Terms of Service

 

By signing up for the Coaching Loft service ("Service") or any service of Coaching Loft LLC ("Coaching Loft" or "We"), or going beyond this website's homepage, you are agreeing to comply with and be bound by the following terms and conditions ("Terms of Service"). You must read, agree with and accept all of the terms and conditions contained in the Terms of Service and the Privacy Policy before you may become a member of Coaching Loft. If you do not agree to the Terms of Service, you should not use this Service or this website.

Coaching Loft may revise these Terms of Service at any time by updating this posting. You should review these Terms of Service from time to time for any updates or changes that may affect you. Any new features, tools or resources added to the current Service shall be subject to the Terms of Service. Your continued use of the Service after any such changes shall constitute your consent to those changes.

Account Terms

1. You must be 18 years or older to use this Service.
2. You must be human. Registration by "bots" or other automated methods is prohibited and those accounts will be terminated.
3. You must provide your legal full name, a valid email address, and any other information needed in order to complete the signup process.
4. Only one coach may use a given coach account, with the exception of Enterprise Account, which may hold multiple coaches / managers under a single enterprise account.
5. Information that you provide as part of registration is subject to our Privacy Policy. You are solely responsible for maintaining the confidentiality of your password. Coaching Loft cannot and will not be liable for any loss or damage resulting from your failure to maintain the security of your account and password. You may change your password at any time on your Account page.
6. You are responsible for all Content uploaded or created within the system and all activity that occurs under your account. This includes all activity and Content posted by your clients or others who have accounts under your account.
7. You must not transmit any worms, viruses or code of a destructive nature.
8. You may not use the Service for any illegal or unauthorized purpose, including but not limited to copyright laws.

Payment, Refunds, Upgrading and Downgrading Terms

1. Basic Membership is only available as a yearly subscription. Core, Premium, and Master Memberships can be paid monthly or yearly, with 2 months free on the yearly plan. Enterprise and Business memberships are yearly commitments, paid either monthly (12 payments) or yearly, with 2 months free on the yearly plan.
2. The Service is billed in advance on a monthly basis, or annual basis. It is entirely non-refundable. There will be no refunds or credits for partial months of service and no refunds for upgrading/downgrading your account. In the spirit of fairness, no exceptions will be made.
3. All fees are exclusive of all taxes, levies, or duties imposed by taxing authorities, and you shall be responsible for payment of all such taxes, levies, or duties, as per the laws of the United Arab Emirates.
4. If you downgrade your service plan, your credit card will automatically be charged the new rate starting from the next billing cycle. If you upgrade, your credit card will be charged a prorated amount for the remaining days of the current billing cycle, and the new plan rate will take effect from the next billing cycle.
5. For Basic, Core, Premium, and Master memberships: If the credit card you provided becomes invalid at the next billing cycle, your account will be suspended on day 7 until a valid credit card is provided. For Enterprise and Business  memberships: If your credit card becomes invalid at the next billing cycle, we reserve the right, and you authorize us, to retry billing over the next 7 days. If we are still unable to charge the card, your account will be suspended until a new card is provided and all outstanding amounts are paid.
6. Loss of content, features, and/or the capacity of your Account may result from downgrading your Service plan. Coaching Loft does not accept any liability for such loss.

Cancellation and Termination

1. You are solely responsible for properly canceling your account. Email or phone requests for cancellation will not be accepted. You may cancel your account by navigating to the subscription / pricing / billing page where the “Cancel Subscription” button is found.
2. Once your subscription is canceled, all of your content will be retained in your account unless you opt-in for account deletion. Deletion of all data is final and cannot be recovered once your account is canceled. Please make sure you have backed up or otherwise recorded all of your data from the system before canceling your account.
3. If you cancel the Service before the end of your current paid up month, your cancellation will be effective immediately and your credit card will not be charged again.
4. You can cancel your Enterprise / Business subscription at any time; however, we do not offer refunds for any prepaid or unused subscription fees. You will also be required to pay any outstanding fees due for the remainder of your current subscription term.

Modifications to the Service and Prices

1. Prices for all Services are subject to change upon 30 days notice from Coaching Loft. Such notice may be provided at any time by posting the changes to the Coaching Loft Site (Coaching Loft.com), as an announcement in your Coaching Loft account in the News section and/or via email.
2. Coaching Loft reserves the right at any time and from time to time to modify or discontinue, temporarily or permanently, the Service (or any part thereof) with or without notice or explanation.
3. Coaching Loft shall not be liable to you or to any third party for any modification, price change, suspension or discontinuance of the Service.

General Conditions

1. We reserve the right to refuse service to anyone at any time for any reason.
2. Your use of the Service is at your sole risk. The Service is provided on an "as is" and "as available" basis. Neither free trials nor paid subscriptions to the Service include any expressed, implied or statutory warranty or condition.
3. We are only obligated to provide technical support to paying account holders. We will provide support to non-paying customers at our sole discretion. Support is only available through email, FAQs, and forums.
4. You understand that Coaching Loft uses third party vendors and hosting partners to provide the necessary hardware, software, networking, credit card processing, storage, and related technology required to run the Service.
5. You must not in any way modify, adapt or hack the Service or modify another website so as to falsely imply that it is associated with Coaching Loft, the Service or the company.
6. You agree not to reproduce, duplicate, copy, sell, resell or exploit any portion of the Service, use of the Service, or access to the Service without the express written permission of Coaching Loft.
7. We claim no intellectual property rights over the material you provide to the Service. Your profile, user-created content and uploaded materials remain yours. However, by giving your login details to another person such as a Virtual Assistant or by inviting clients to use the system, you agree to allow others to view and share your Content.
8. We may, but have no obligation to, remove Content and Accounts containing Content that we determine in our sole discretion is unlawful, offensive, threatening, libelous, defamatory, pornographic, obscene or otherwise objectionable or violates any party's intellectual property or these Terms of Service.
9. Verbal, physical, written or other abuse (including threats of abuse or retribution) of any Coaching Loft customer, employee, member, or officer will result in immediate account termination.
10. You understand that the technical processing and transmission of the Service, including your Content but excluding credit card information, may be transferred unencrypted and involve (a) transmissions over various networks; and (b) changes to conform and adapt to technical requirements of connecting networks or devices. Credit card information will always be encrypted during transfer over networks.
11. We will not be liable for any files that are lost and/or corrupted (including, for example, from a system crash, security breach, or hard disk failure).
12. You must not upload, post, host, or transmit unsolicited email, SMSs, or "spam" messages.
13. You must not transmit or upload files containing any worms, trojan horses, viruses or any code of a destructive nature.
14. Coaching Loft does not warrant any of the following:
    1. the Service will meet your specific requirements,
    2. features will be added or modified based on any customer requests,
    3. the Service will be uninterrupted, timely, secure, or error-free,
    4. the results that may be obtained from the use of the Service will be accurate or reliable,
    5. the quality of any products, services, information, or other material purchased or obtained by you through the Service will meet your expectations, and
    6. any errors in the Service will be corrected.
15. You expressly understand and agree that Coaching Loft shall not be liable for any direct, indirect, incidental, special, consequential or exemplary damages, including but not limited to, damages for loss of profits, goodwill, use, data or other intangible losses (even if Coaching Loft has been advised of the possibility of such damages), resulting from:
    1. the use or the inability to use the Service;
    2. the cost of procurement of substitute goods and services resulting from any goods, data, information or services purchased or obtained or messages received or transactions entered into through or from the Service;
    3. unauthorized access to or alteration of your transmissions or data;
    4. statements or conduct of any third party on the Service;
    5. or any other matter relating to the Service.
16. The failure of Coaching Loft to exercise or enforce any right or provision of the Terms of Service shall not constitute a waiver of such right or provision. The Terms of Service constitutes the entire agreement between you and Coaching Loft and govern your use of the Service, superseding any prior agreements between you and Coaching Loft (including, but not limited to, any prior versions of the Terms of Service).

Further Inquiries

For more information about Coaching Loft, you may check out our Frequently Asked Questions (FAQs) at www.coachingloft.com/FAQs. If you still have a question, please contact us at [email protected].

Coaching Loft Confidentiality Agreement

 

It is understood and agreed to that the below identified discloser of confidential information may provide certain information that is and must be kept confidential. To ensure the protection of such information, and to preserve any confidentiality necessary under patent and/or trade secret laws, it is agreed that

1. The Confidential Information to be disclosed can be described as and includes:

Invention description(s), technical and business information relating to proprietary ideas and inventions, ideas, patentable ideas, trade secrets, drawings and/or illustrations, patent searches, existing and/or contemplated products and services, research and development, production, costs, profit and margin information, finances and financial projections, customers, clients, marketing, and current or future business plans and models, regardless of whether such information is designated as “Confidential Information” at the time of its disclosure.

2. The Recipient agrees not to disclose the confidential information obtained from the discloser to anyone unless required to do so by law.

3. This Agreement states the entire agreement between the parties concerning the disclosure of Confidential Information. Any addition or modification to this Agreement must be made in writing and signed by the parties.

4. If any of the provisions of this Agreement are found to be unenforceable, the remainder shall be enforced as fully as possible and the unenforceable provision(s) shall be deemed modified to the limited extent required to permit enforcement of the Agreement as a whole.

WHEREFORE, the parties acknowledge that they have read and understand this Agreement and voluntarily accept the duties and obligations set forth herein.