Terms of Service.

These Terms of Service (“Terms”) are an agreement between you (“Coach,” “you”) and Coach Partners (“Coach Partners,” “we,” “us”). By creating an account or using coachpartners.app and its associated features (the “Service”), you agree to these Terms and to our Privacy Policy, which is incorporated by reference.

If you do not agree, do not use the Service.

Coach Partners is a practice management platform for professional coaches. The Service helps you manage client rosters, intake forms, coaching sessions, frameworks, resources, EAP authorizations, and basic billing records. The Service is currently in open beta.

Coach Partners is not a therapy, counseling, medical, or healthcare service. The Service is not a covered entity under HIPAA, and we do not provide HIPAA-compliant infrastructure or sign Business Associate Agreements (BAAs). If your work requires HIPAA compliance, Coach Partners may not be appropriate for you in its current form. You are responsible for determining whether the Service meets the regulatory requirements that apply to your practice.

You must be at least 18 years old and legally able to enter into binding contracts to use the Service. You are responsible for the accuracy of the information you provide when creating your account, and for keeping your sign-in credentials secure. You are responsible for all activity that occurs under your account.

If you sign up on behalf of an organization, you represent that you have authority to bind that organization to these Terms.

You agree not to use the Service to:

• Violate any applicable law, regulation, or third-party right (including any duty of confidentiality you owe to your clients);
• Upload, store, or transmit material that is unlawful, infringing, defamatory, harassing, or that contains malware or other harmful code;
• Attempt to gain unauthorized access to the Service or to another user's account or data, or interfere with the integrity or performance of the Service;
• Use the Service to provide services to a third party in a way that violates these Terms;
• Reverse-engineer, decompile, or attempt to extract source code from the Service, except as expressly permitted by law;
• Scrape, harvest, or systematically retrieve content from the Service except via features we explicitly provide (such as data export); or
• Resell the Service or provide access to it to anyone other than coaches in your practice under your direction.

We may suspend or terminate accounts that violate these Acceptable Use rules.

You own your content.Session notes, frameworks, resources, ratings, organizational records, and any other data you create or upload to the Service (“Your Content”) remain yours. Coach Partners claims no ownership over Your Content.

You grant Coach Partners a limited, non-exclusive, worldwide, royalty-free license to host, store, transmit, back up, and display Your Content solely to operate and improve the Service for you. This license terminates when Your Content is deleted from the Service.

We do not sell Your Content. We do not share it with third parties except sub-processors required to operate the Service (see Section 7) and as required by law. We do not use Your Content to train machine learning or AI models.

You can export Your Content at any time from Admin → Your data in machine-readable formats (JSON, CSV). You can delete your practice and all associated data permanently from Admin → Danger zone.

When you collect information about your clients through the Service — intake responses, contact details, session notes, EAP authorization data, payment status, etc. (“Client Data”) — Coach Partners processes that information on your behalf.

For purposes of data-protection laws (including the EU GDPR, UK GDPR, and the California Consumer Privacy Act / California Privacy Rights Act), you are the data controller of Client Data and Coach Partners is the data processor. You determine what client information to collect, how long to keep it, and what to do with it; we follow your instructions.

You are responsible for:

• Providing your clients with appropriate notices about the collection and processing of their personal data, including informing them that their information is processed using Coach Partners;
• Obtaining any consents you need from clients to collect and process their data (including any special-category or sensitive data your intake form captures);
• Honoring client requests to access, correct, export, or delete their data. You can fulfill access and export requests through the Service's data-export feature; deletion is supported via the practice-deletion flow or by removing individual client records;
• Determining whether the Service is appropriate for the categories of data your practice handles (see Section 2 regarding HIPAA).

If you need a data-processing addendum (DPA) for your internal compliance, email contact@coachpartners.app — we can sign one.

To operate the Service, Coach Partners engages a small number of third-party providers (“Sub-Processors”). Each has a published privacy notice and security program; we list them here so you can review them before deciding to use the Service:

• Supabase, Inc. — managed Postgres database, authentication, and storage. Data is hosted in the United States.
• Vercel, Inc. — application hosting and content delivery.
• Resend, Inc. — transactional email delivery (sign-in links, client reminders, welcome emails, notifications).
• Stripe, Inc. — donation payment processing. Stripe collects payment information directly; Coach Partners does not store payment card details.
• Google LLC— optional “Sign in with Google” authentication, and optional read-only iCal access to your Google Calendar (only if you paste your iCal feed URL into Coach Partners).
• Tally Forms B.V. — contact and feedback form submissions on the marketing site.

We may add or change Sub-Processors as the Service evolves. Material changes will be communicated through this page and/or by email. Continued use of the Service after a Sub-Processor change constitutes acceptance.

Coach Partners implements reasonable administrative, technical, and organizational measures to protect the Service and the data you store in it. These include, currently:

• Encryption in transit (TLS) for all connections to the Service;
• Encryption at rest (AES-256-GCM) for sensitive fields including session notes, next-steps, intake responses, assessment data, client synopses, and self-rating reflection notes. Encryption keys are held by Coach Partners and are not accessible to coaches, clients, or our Sub-Processors;
• Row-Level Security (RLS) policies in our database that scope data access to the organization (practice) it belongs to;
• An audit log of meaningful changes (record creation, updates, deletions) accessible to organization admins;
• Sub-Processors selected for their published security programs.

No system is perfectly secure. You are responsible for keeping your sign-in credentials confidential, using a strong unique email account, and notifying us promptly if you suspect unauthorized access at contact@coachpartners.app.

The Service is currently in open beta and is provided “as is.” Features may be added, changed, deprecated, or removed during the beta period. We will give reasonable notice (via in-app messaging, this page, or email) before changes that materially affect your stored data.

During beta, the Service is free to use. Donations are accepted but do not entitle you to any additional warranties, service levels, or features. Donations are non-refundable.

We reserve the right to introduce paid plans in the future. If we do, current free-during-beta users will receive reasonable notice and an opportunity to evaluate the new pricing before paid plans become mandatory.

You may stop using the Service or delete your practice at any time from Admin → Danger zone. Deletion permanently removes your organization record and cascades across every org-scoped record (clients, sessions, notes, intake responses, frameworks, billing records, memberships). Audit log entries are retained in disassociated form for legal and security purposes.

We may suspend or terminate your access if you violate these Terms, if your account becomes inactive for an extended period, or if we discontinue the Service. If we discontinue the Service, we will give reasonable advance notice and an opportunity to export Your Content.

Sections that by their nature should survive termination (including content ownership, indemnification, disclaimers, limitation of liability, and dispute resolution) will survive.

The Service is provided “as is” and “as available,” without warranties of any kind, whether express or implied.

To the maximum extent permitted by applicable law, Coach Partners disclaims all warranties, including the implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, secure against all attacks, or that defects will be corrected within any particular timeframe.

Coach Partners does not provide professional advice. Nothing in the Service constitutes legal, medical, clinical, psychological, financial, or other professional advice. You are solely responsible for the professional services you provide to your clients.

To the maximum extent permitted by applicable law, Coach Partners and its officers, employees, agents, and Sub-Processors will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenues, data, goodwill, or other intangible losses, arising out of or relating to your use of (or inability to use) the Service, whether based in contract, tort, statute, or any other legal theory.

Coach Partners' total cumulative liability for any claims arising out of or relating to the Service or these Terms will not exceed the greater of (a) the total amounts you have paid Coach Partners (including donations) in the twelve months preceding the event giving rise to the claim, or (b) one hundred U.S. dollars (USD $100).

Some jurisdictions do not allow the exclusion of certain warranties or the limitation of certain damages, so some of the above may not apply to you.

You agree to defend, indemnify, and hold harmless Coach Partners and its officers, employees, and agents from and against any claims, liabilities, damages, losses, and expenses, including reasonable attorneys' fees, arising out of or in any way connected with (a) Your Content, (b) Client Data and the services you provide using the Service, (c) your violation of these Terms or applicable law, or (d) your violation of any third-party right.

These Terms are governed by the laws of the State of Michigan, USA, without regard to its conflict-of-laws principles. Any dispute arising out of or relating to these Terms or the Service that is not resolved informally will be brought in the state or federal courts located in Oakland County, Michigan, and you consent to the jurisdiction and venue of those courts.

Before filing any formal claim, you agree to first contact us at contact@coachpartners.app and attempt in good faith to resolve the dispute for at least thirty (30) days.

We may update these Terms from time to time. When we make changes, we will update the “Last updated” date at the top of this page. For material changes, we will also notify you in-app or by email at least fourteen (14) days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Terms.

If you do not agree to the updated Terms, you may stop using the Service and delete your practice from Admin → Danger zone before the effective date.

Entire Agreement. These Terms, together with our Privacy Policy, constitute the entire agreement between you and Coach Partners regarding the Service, and supersede any prior agreements.

Severability. If any provision of these Terms is held invalid or unenforceable, the remaining provisions will remain in full force and effect.

No Waiver. Our failure to enforce any right or provision is not a waiver of that right or provision.

Assignment. You may not assign these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of all or substantially all of our assets.

Contact. Questions about these Terms or the Service: contact@coachpartners.app.