This Privacy Policy explains how Elite Coach Booking ("we", "us") collects, uses, and protects information when you use our website and services (the "Service"). We are committed to handling your information responsibly and transparently.
1. Information we collect
- Account information: name, email address, business details, and login credentials you provide when you sign up.
- Client & booking data: information coaches enter about their clients and sessions, including names, contact details, appointment times, and notes.
- SMS consent data: mobile phone numbers, opt-in status, opt-out status, and messaging activity needed to send booking-related text messages.
- Payment information: processed by our third-party payment processor. We do not store full card numbers on our servers.
- Usage data: device, browser, IP address, and how you interact with the Service, collected via cookies and similar technologies.
2. How we use information
- To provide, maintain, and improve the Service.
- To process subscriptions and facilitate payments.
- To send transactional messages such as booking confirmations, reminders, and account notices.
- To send SMS messages that clients have agreed to receive, including booking confirmations, reminders, schedule changes, coach follow-ups, and verification codes.
- To provide customer support and respond to your requests.
- To detect, prevent, and address fraud, abuse, and security issues.
- To comply with legal obligations.
3. Text messages (SMS)
When a client optionally provides a mobile phone number through a booking form, chat form, or verification step and consents to receive texts, Elite Coach Booking and the coach may send non-marketing booking-related SMS messages to that number. These messages may include booking confirmations, reminders, schedule changes, verification codes, payment links, coach follow-ups, and support replies. Message frequency varies. Message and data rates may apply. Clients can reply STOP to opt out at any time, or HELP for help. Consent to receive SMS messages is not required to book a session.
No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Information sharing to subcontractors in support services, such as customer service and message delivery, is permitted. All other use case categories exclude text messaging originator opt-in data and consent; this information will not be shared with any third parties.
4. How we share information
We do not exchange your personal information for money. We disclose information only as described in this Policy, including to service providers that help us operate, measure, and advertise the Service:
- Service providers: such as payment processors, hosting, email, and SMS providers who help us operate the Service, under contractual confidentiality obligations.
- Legal & safety: when required by law, to enforce our terms, or to protect the rights and safety of users.
- Business transfers: in connection with a merger, acquisition, or sale of assets, subject to this Policy.
5. Subprocessors
We use trusted third-party service providers to host, secure, measure, and deliver the Service. Service providers process data under contractual safeguards. When advertising measurement is enabled, advertising providers process limited event data under their applicable terms.
- Supabase (self-hosted): application database and authentication infrastructure.
- Cloudflare: CDN, DDoS protection, bot mitigation (Turnstile), and edge hosting.
- Stripe: payment processing and subscription billing.
- Twilio: SMS messaging for appointment reminders and client verification codes.
- Resend: transactional email delivery.
- Google: Maps/Geocoding and optional Google Calendar sync when a coach connects their account.
- Google Analytics: website usage measurement and reporting.
- Meta: advertising measurement and conversion reporting when Meta advertising is enabled.
- Retell AI / OpenRouter: optional AI chat features when enabled by a coach account.
6. Google Calendar data
Google Calendar sync is optional and only active if a coach chooses to connect a Google account. When a coach connects, we request permission to view their calendars and to manage events, using the Google OAuth scopes calendar.readonly and calendar.events together with basic openid and email sign-in.
- What we access: the email address of the connected Google account, the list of the coach's calendars, free/busy times on the calendars the coach selects, and the lesson events we create on the coach's chosen calendar.
- How we use it: to hide times the coach is already busy from their public booking availability, and to create, update, or remove calendar events when a lesson is booked, rescheduled, or cancelled. We do not read the contents of the coach's personal events; we use only their busy time intervals.
- How we store it: the Google refresh token is encrypted at rest and used only to keep the connection working. We store the connected account email and the identifiers of the calendars the coach selected. We do not store the coach's full event history.
- Sharing: we do not sell Google user data, use it for advertising, or transfer it to third parties. It is used solely to provide the calendar sync feature to the coach who connected the account.
- Revoking access: a coach can disconnect Google Calendar at any time from their dashboard, or revoke access from their Google Account permissions page at myaccount.google.com/permissions. On disconnect we stop syncing and delete the stored token.
Elite Coach Booking's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
7. Payment processing
Payments are handled by PCI-DSS-compliant third-party payment processors. Your card details are transmitted directly to the processor over an encrypted connection and are not stored on our systems.
8. Data retention
We retain your information for as long as your account is active or as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. You may request deletion of your account data as described below.
9. Your rights
Depending on your location, you may have the right to access, correct, export, or delete your personal information, and to object to or restrict certain processing. To exercise these rights, contact us at support@elitecoachbooking.com.
10. Security
We use industry-standard safeguards, including encryption in transit and access controls, to protect your information. No method of transmission or storage is completely secure, but we work continuously to protect your data.
Some forms use Cloudflare Turnstile in invisible mode to help block automated abuse. Turnstile may collect browser and device signals to assess whether a submission is likely human. For details on that processing, see Cloudflare's Turnstile Privacy Addendum.
11. Cookies
We use cookies, browser storage, and similar technologies to keep you signed in, remember preferences, understand how the Service is used, preserve campaign and landing-page attribution, and measure advertising results. Google Analytics and Meta advertising measurement are enabled by default on our marketing website. The Meta Pixel and server-side Conversions API may receive pseudonymous browser identifiers, hashed contact identifiers, and purchase-event details. You can opt out of Google and Meta measurement at any time through the control in the site footer. We honor a browser Global Privacy Control signal as an opt-out request. You can also control cookies through your browser settings, though some features may not function properly if disabled.
12. Children's privacy
The Service is not directed to children under 16, and we do not knowingly collect personal information from them. If you believe a child has provided us information, contact us and we will delete it.
13. Changes to this Policy
We may update this Privacy Policy from time to time. Material changes will be communicated through the Service or by email, and the "Last updated" date above will reflect the latest revision.
14. Contact
Questions about your privacy? Email support@elitecoachbooking.com.