Privacy Policy

1. Identity and contact details of the controller

Freedom Coaching LLC, a company organized under the laws of Florida, United States, operates CoachPro Tools and acts as the controller of personal data relating to visitors, prospects, purchasers, account holders, and individuals who communicate directly with the Company.

2. Scope of this Policy

This Policy applies to coachpro.tools, its public pages, landing pages, checkouts, private areas, interactive tools, forms, shared links, scheduling features, communications, support, and all other digital services operated by Freedom Coaching LLC.

It does not govern the independent practices of external websites or providers accessed through a link. Those third parties apply their own privacy policies and terms.

3. Privacy roles: Company, coach, and coachee

For coach account information, purchases, support, website activity, and the commercial relationship, Freedom Coaching LLC determines the principal purposes and means of processing and acts as controller.

When a coach enters information about clients or coachees—for example, names, notes, goals, forms, commitments, or bookings—the coach decides why and how that information is used and acts as controller. CoachPro Tools processes it on the coach's behalf as processor under the Data Processing Agreement (DPA).

An individual wishing to exercise rights over information entered by their coach should contact that coach first. CoachPro Tools will reasonably assist the coach in responding to the request.

4. Sources of personal data

• Information provided directly when registering, purchasing, requesting a demonstration, booking, completing a form, or contacting support.
• Information entered by coaches and individuals invited to tools or forms.
• Information generated automatically when browsing or using the platform.
• Information received from authentication, payment, CRM, advertising, calendar, and security providers.
• Information derived from interactions with campaigns, emails, and links, such as UTM parameters or click identifiers.

5. Categories of personal data processed

Identification and contact details

First and last name, email address, telephone number, country, language, company, professional brand, and information supplied in messages or forms.

Account and profile

User identifier, credentials managed by the authentication system, avatar, preferences, plan, access status, white-label configuration, logo, colors, and professional information.

Commercial and transaction information

Product or plan, price, currency, coupons, affiliate, purchase status, renewals, refunds, invoices, and customer, payment, or subscription identifiers. CoachPro Tools does not store full payment-card numbers or security codes.

Technical and usage information

IP address, user agent, browser, operating system, device, date and time, pages, routes, events, logs, errors, downloads, usage frequency, referring URL, UTM parameters, and information reasonably necessary for security, support, and measurement.

Professional content

Client data, session notes, goals, answers, assessments, commitments, files, results, bookings, and any content that coaches or their invitees choose to enter. Some content may be sensitive and should not include unnecessary information.

6. Purposes of processing

• Create, authenticate, and administer accounts.
• Provide the tools, workspaces, forms, exports, bookings, and contracted functions.
• Process purchases, subscriptions, billing, trials, cancellations, and refunds.
• Send operational, security, support, and service communications.
• Prevent fraud, abuse, unauthorized access, and uses contrary to the Terms.
• Diagnose errors, maintain records, analyze performance, and improve the platform, drawing on technical data, usage data, and the feedback users themselves provide.
• Measure campaigns, attribute conversions, build audiences, and optimize advertising.
• Comply with legal, tax, and accounting obligations and respond to competent authorities.
• Protect rights and resolve claims or disputes.

Improving the platform does not draw on the professional content described in section 5. Session notes, coachee answers, assessments, results, and files entered by a coach are not used to analyze the product, compile statistics, or develop new features.

7. Legal bases

Depending on the relationship and applicable jurisdiction, processing may be based on performance of a contract or pre-contractual measures; legal obligations; legitimate interests in operating, protecting, measuring, and improving the service; and consent where required by law.

Legitimate interests are weighed against individuals' rights. Where processing depends on consent, consent may be withdrawn for the future. Publication of this Policy provides information about the practices described, but does not replace consent where the law requires a specific affirmative action.

8. Accounts, authentication, and access

Authentication is managed through Supabase and may include email and password, recovery links, and Google OAuth. When Google is used for sign-in, account identifiers, name, email, avatar, and technical information needed to complete access may be received, according to the permissions displayed by Google.

Access and relevant activity are logged to maintain sessions, apply plans, protect the account, and troubleshoot incidents. Users must keep their credentials secure and notify the Company if they suspect unauthorized use.

9. Client data, forms, and shared tools

Coaches can create client records, invitations, forms, sessions, assessments, notes, links, and results relating to their clients. The coach controls the information requested and must have a valid legal basis, give appropriate notice to clients, and limit collection to what is necessary.

Public or shared links may contain tokens and identifiers used to validate a participant, display branding, and associate answers with the correct record. They must not be published or forwarded beyond authorized individuals. CoachPro Tools may keep creation, opening, saving, and completion records to provide the service and protect its integrity.

Staff access to professional content

CoachPro Tools does not access the professional content of coaches or their clients in the ordinary course of the service. The only exception is resolving an incident raised by the coach: in that case, authorized technical staff may access the minimum information needed to reproduce and diagnose the problem, solely for that purpose and for no longer than necessary. Such access is not used to review, copy, analyze, or reuse the information for any other reason.

10. Bookings, scheduling, and Google Calendar

Booking information may include name, email, optional telephone number, note, appointment type, date, time, time zone, status, and references to the coach. It is used to check availability, create or cancel appointments, prevent conflicts, and send related communications.

If a coach connects Google Calendar, CoachPro Tools processes the authorized scope, a refresh token, calendar identifier, connection and synchronization dates, technical errors, and mappings between appointments and events. The token is not returned in public responses. CoachPro Tools uses the authorization to create, update, or delete events required for the requested synchronization. The coach may disconnect the integration and may also revoke access through their Google account.

11. Payments, subscriptions, and billing

Payments are processed primarily through Stripe and, where offered, other methods such as PayPal. The provider receives the information needed to authorize and administer the transaction. CoachPro Tools receives information such as name, email, amount, currency, general payment method, status, and customer, payment, or subscription identifiers.

Stripe may act as processor for certain functions and as an independent controller for fraud prevention, compliance, and its own obligations. Its practices are described in the Stripe Privacy Policy.

12. Cookies, local storage, and tracking technologies

The website uses cookies, local storage, pixels, tags, scripts, and server requests. These technologies may be necessary for authentication, security, preferences, attribution, analytics, and advertising.

Items that may be stored or read include authentication sessions, language, promotion and attribution preferences, browser and advertising-click identifiers, UTM parameters, and functional states. Duration depends on the purpose, browser, and provider that sets the technology.

13. Current status and available controls

CoachPro Tools currently does not offer a cookie banner, consent management platform (CMP), or proprietary panel for accepting, rejecting, or configuring cookies, and Google Consent Mode v2 is not implemented. This statement supersedes any prior version stating otherwise.

Users may block or delete cookies through their browser, use device privacy controls, and manage advertising through Google My Ad Center, Meta preferences, the Digital Advertising Alliance, or Your Online Choices. These actions may affect features, sessions, or measurement and do not erase information already processed lawfully.

The Company may introduce a geolocated preference mechanism in the future. If implemented, this Policy will be updated before or at the same time as that change.

14. Meta Pixel and Conversions API

CoachPro Tools uses Meta Pixel in the browser and the Conversions API (CAPI) from the server for measurement, attribution, reporting, audience creation, and advertising optimization. Some events are sent through both channels with a shared identifier so Meta can deduplicate them.

Events may include PageView, ViewContent, InitiateCheckout, StartTrial, and Purchase, as well as URL, time, action source, product, amount, currency, campaign parameters, and event identifier.

To improve matching, the Company may transmit IP address, user agent, browser identifier (fbp), click identifier (fbc/fbclid), external identifier, and contact details such as email or telephone number. Contact fields are normalized and hashed when required by Meta; IP address, user agent, and certain technical identifiers are sent without hashing because Meta's format requires it.

Meta may associate this information with accounts across its products and use it under its Business Tools Terms and Privacy Policy.

15. Google Tag Manager, analytics, advertising, and OAuth

Google Tag Manager is used to manage tags. Depending on the published configuration, Google services may receive technical, browsing, event, URL, campaign, and identifier information for analytics, measurement, and advertising. Google OAuth is used for authentication and, separately and optionally, to authorize Google Calendar.

Google processes information under its own terms and Privacy Policy. The presence of Google Tag Manager does not, by itself, mean that every possible tag is active on every page.

16. CRM, support, and communications

GoHighLevel may be used for CRM, automation, tags, commercial follow-up, and communications. Email providers, including Mailgun or Resend where applicable, may process sender, recipient, content, delivery status, bounces, opens, or clicks needed to operate and measure messages.

Operational communications—for example, access, security, purchase, booking, or essential service changes—form part of the service. Promotional communications can be unsubscribed from through the link provided or by contacting support.

17. Artificial intelligence features and user-provided keys

CoachPro Tools does not train artificial intelligence

The Company has no artificial intelligence models of its own and does not train, tune, or fine-tune any model. The professional content of coaches and their clients — documents, methodologies, session notes, answers, assessments, and results — is not used to train or improve artificial intelligence systems, whether identified, aggregated, or anonymized, either by the Company or by passing it to third parties for that purpose.

User-provided keys

Some features allow a coach to connect a personal key from an artificial intelligence provider, such as OpenAI, Google, or Anthropic. When they do, the submitted content — instructions, text, or context — travels to the provider the coach chose to generate the response, is handled inside the account that coach holds with that provider, and is subject to its terms, its retention policy, and its training settings. The Company does not control those conditions and recommends reviewing them before turning the feature on.

In the OpenAI BYOK integration, the key is forwarded transiently through a proxy that neither logs nor stores it, and no copy of the request or response content is kept. Other integrations may communicate directly from the browser.

The key a coach configures is stored encrypted and tied to their account. It is never shown in the interface or in platform responses: it is decrypted on the server only at the moment of making the call to the chosen provider. When the account is deleted, the key is deleted with it.

Users must not enter sensitive or third-party information without authorization.

18. Analytics, segmentation, and profiling

The Company may combine browsing, campaign, CRM, purchase, and usage information to analyze funnels, attribute results, segment audiences, personalize communications, and assess likely interest or conversion. These processes support commercial and advertising decisions.

Where applicable law recognizes a right to object to targeted advertising, advertising-data sharing, or certain profiling, a request may be submitted using the methods described in this Policy.

19. Recipients, processors, and providers

Information is disclosed only when necessary for the purposes described, at the User's direction, to protect rights, or to comply with law. Principal providers may include:

The list may change as the service evolves. Subprocessors relevant to processing on behalf of coaches are also described in the DPA documentation.

20. International transfers

Freedom Coaching LLC is established in the United States, and several providers operate globally. Information may therefore be processed outside the User's country of residence or the European Economic Area.

Where required, recognized safeguards will be used, such as Standard Contractual Clauses, adequacy decisions, the EU-U.S. Data Privacy Framework where applicable, and supplementary measures. No mechanism completely eliminates risks arising from foreign laws or lawful government requests.

21. Retention and deletion

Information is retained according to its purpose, the duration of the account, the coach's instructions, legal obligations, and reasonable security or defense needs.

• Account and platform: while the account is active and for the period needed for closure, export, backups, and claims.
• Coachee data: according to the coach's instructions and the DPA, unless legally required retention applies.
• Transactions: for applicable tax, accounting, antifraud, and dispute periods.
• Support and communications: for as long as necessary to resolve the inquiry and document the relationship.
• Marketing: until unsubscribe, objection, or loss of necessity, while retaining a minimal suppression record where appropriate.
• Logs: for a period proportionate to security, diagnosis, abuse prevention, and defense.
• Third-party data: according to each provider's retention periods.
• Account deletion: when a user deletes their account, the associated content is removed and only the record of financial transactions — amounts, dates, currency, and transaction identifiers — is retained for the applicable tax, accounting, and dispute periods.

Deletion from active systems may not immediately remove protected backup copies, which are purged according to their cycles and are not used for ordinary purposes.

22. Security and incidents

The Company applies proportionate technical and organizational measures, such as encryption in transit, authentication, access controls, logical segregation, request validation, logging, backups, privilege limitation, and anti-abuse mechanisms. No internet-connected system can guarantee absolute security.

Following a confirmed incident, the Company will investigate its scope, take containment measures, and provide required notices to customers, individuals, or authorities where applicable.

23. Minors and sensitive categories

CoachPro Tools is designed as a professional platform for coaches and not for minors to create independent accounts. A coach processing information about a minor client must have the required authorization and legal basis, provide necessary information to legal representatives, and avoid excessive collection.

Coaching tools may contain personal reflections capable of revealing sensitive information. Coaches must assess the necessity of each item and must not use general fields for medical records, diagnoses, complete financial information, or other specially protected categories unless they have an appropriate legal basis, safeguards, and professional purpose.

24. Rights and privacy requests

Depending on location and applicable law, an individual may request information, access, a copy, correction, deletion, restriction, portability, or objection; withdraw consent; appeal a decision; use an authorized agent; or complain to a competent authority.

Requests must be sent to [email protected], identifying the right and providing the information needed to locate the data. The Company may verify identity and authority before responding. No individual will be discriminated against for exercising rights recognized by applicable law.

Portability and erasure from your own panel

A coach does not need to request portability or erasure: both can be exercised directly and at any time from My account in the panel. From there a coach can download everything the platform holds about their activity, in CSV and JSON, along with any files they uploaded; and can delete their account together with the associated data. Deletion is immediate and permanent, so anything worth keeping should be exported first. Rights that cannot be exercised this way are handled through the procedure described above.

If the information was entered by a coach, the request will be referred to or coordinated with that coach, who will normally be the controller.

25. Marketing communications and objections

The Company may send marketing information to people who requested it, purchased, registered, or where another permitted basis applies. Each promotional message must provide a reasonable unsubscribe mechanism. Unsubscribing from marketing does not prevent necessary account, security, purchase, booking, or contractual-change messages.

An objection to direct marketing may also be submitted by contacting support. A minimal record may be retained to honor the opt-out permanently.

26. Automated decision-making

Automations are used to grant access, apply plans, send messages, prevent abuse, synchronize bookings, classify contacts, and measure campaigns. The Company does not intend to make decisions solely by algorithm that produce legal or similarly significant effects on an individual.

Payment, security, and advertising providers may apply their own risk, matching, or delivery models. Individuals should review those providers' policies for information about such independent processing.

27. Changes to this Policy

This Policy may be updated in response to legal, technical, commercial, or provider changes. The date and version will be updated upon publication. If a change materially alters processing, an additional notice will be provided where required by law.

New terms apply prospectively from their effective date. A textual amendment does not, by itself, make lawful a new use that requires consent or another specific legal basis.

28. External links, versions, and language

Provider links are offered for convenience and may change beyond CoachPro Tools' control. The Spanish and English versions of this Policy are intended to describe the same practices. Any translation difference will be interpreted consistently with the technical facts, the contract, and applicable law, without limiting mandatory rights.

Related documents: Terms and Conditions, DPA, and the Spanish Política de Privacidad.

29. Contact and complaints

For questions, rights requests, objections, unsubscribes, or privacy complaints:

An individual located in the EEA, United Kingdom, or another jurisdiction with a data protection authority may lodge a complaint with the competent authority, without prejudice to other available remedies.