Privacy Policy
Clayton David Wood (“we”, “us”) provides coaching services. This privacy policy explains what personal information we collect from clients and prospective clients, how we use it, who helps us process it, and the choices you have. We use CoachTide, a practice management platform, to run our practice, and this policy covers the information handled through it.
Information we collect
- Contact and identity details. Your name, email address, phone number, mailing address, and time zone.
- Intake and coaching information. Your answers to any intake questionnaire, your goals, the notes we keep from our sessions, action items, and any progress notes or measures we track together. This can include personal details you choose to share with us.
- Scheduling information. The sessions you book, reschedule, and attend.
- Billing and payment information. Invoices, amounts, and payment status. If you pay online, your payment is handled by our payment provider and we do not store your full card number.
- Communications and consent. The emails and text messages we exchange with you, and a record of the preferences and consent you set (for example, whether you have agreed to text reminders).
- Agreement signing details. When you sign a coaching agreement online, we record your typed name, the date, and limited technical details (such as your network address and device) to confirm the signature.
How we use your information
- To provide coaching and support the work we do together.
- To schedule sessions and send you confirmations and reminders.
- To keep session notes, track goals, and follow up between sessions.
- To send invoices and process payments.
- To communicate with you and respond to your questions.
- To meet our professional, legal, tax, and accounting obligations.
Your choices
Email and text reminders are optional. You can opt out of text reminders at any time by replying STOP, or ask us to stop sending reminder emails. Essential messages, such as your coaching agreement and your invoices, are always sent so we can work together. If we offer optional AI-assisted note-taking, it is used only with your consent and you can decline it.
Saved cards and automatic payments
If you agree to a payment plan or a recurring fee, you may save a card so that our payment provider can charge the amounts you agreed to automatically on their scheduled dates. Your card is held securely by our payment provider, and we do not store your full card number. You can stop future automatic charges at any time from your client portal, and you can ask us to update or remove your saved card. Stopping automatic charges does not cancel any amount you already owe. If we raise a per-session rate you agreed to, automatic charging pauses until you authorize the new rate.
Group coaching
If we run group or cohort programs, we keep your participation private. The other members are not told that you are in the group, and you are not shown who they are. You see only your own progress, your own attendance, and the materials we choose to release to you. We hold the roster and decide what is shared with the group.
Who helps us process your information
We do not sell your personal information, and we do not use it for advertising. We share it only with the trusted service providers we rely on to run our practice through CoachTide, and only so they can perform their service for us. Depending on the features we use, these may include:
- Secure hosting and a database (where your records are stored, located in Canada).
- An email delivery provider (to send confirmations, reminders, and invoices).
- A payment processor (to handle card or online payments, if you pay online).
- A text-message provider (if you opt in to text reminders).
- A calendar provider (if we connect a calendar to schedule sessions).
- An AI assistant (only for optional features, and set so that your information is not retained by it or used to train AI models).
We may also disclose information if required by law, or to protect the rights and safety of you, us, or others.
Where your information is stored
Your records are stored on servers located in Canada. Some processing, and some of the service providers we rely on, operate in the United States and other countries, so your information may be transmitted outside Canada in the course of providing our services. We handle your personal information in a manner consistent with applicable Canadian privacy law, including PIPEDA and British Columbia’s PIPA.
How long we keep it
We keep your information for as long as you are a client and afterward for as long as we reasonably need it for our records and to meet our professional, legal, tax, and accounting obligations. When information is deleted, it is removed from active systems and then from backups within a short recovery period.
Security
Your information is held in an access-controlled system, kept separate from other practices, and encrypted in transit and at rest. No method of storage or transmission can be guaranteed perfectly secure, but we work to protect your information and to limit who can access it.
Your rights
You may ask to see the personal information we hold about you, to correct it, to receive a copy of it, or to have it deleted, and you may withdraw your consent to optional features at any time. We will respond to your request as required by applicable law.
Children
Our services are intended for adults and are not directed to children. We do not knowingly collect personal information from children.
Changes to this policy
We may update this privacy policy from time to time. The current version is always the one posted on this page.
Contact us
If you have questions about this privacy policy or your information, or you want to exercise any of the choices above, contact Clayton David Wood at claytondavidwood@gmail.com.