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Privacy Policy

Coaching360° · operated by PandaPlatforms LLC

Last updated: May 6, 2026

Introduction

Welcome to Coaching360° ("we", "us", "our"), a product of PandaPlatforms LLC. We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application.

Information We Collect

We collect information you provide directly, including:

  • Account Information: Name, email, and role (coach, admin, client).
  • Client & Coach Data: Contact details, session notes, goals, and payment info.
  • Session Recordings & Transcripts: If a coach uses the recording feature, session audio is temporarily stored for transcription, then deleted. The resulting transcript is stored in your account.
  • Integration Data: Information from third-party integrations you connect.

Google Integrations

If you connect your Google Account, we access:

  • Google Drive: We create and manage files only within the "Coaching360° Clients" folder. We do not access any other files.
  • Google Calendar: We create, read, and update calendar events you authorize. We access only coaching-related events.
  • Gmail: If you connect Gmail for coach-to-client emails, we send emails on your behalf only when you explicitly trigger them.

Google user data is used solely to provide the features described above and is never used to train AI models, sold to third parties, or used for advertising.

You can revoke Coaching360°'s access to your Google data at any time by disconnecting the integration in Coaching360° Settings, or by removing Coaching360° under your Google Account's third-party access settings at https://myaccount.google.com/permissions.

How We Use Your Information

  • To provide, maintain, and improve our services
  • To communicate with you about your account and support
  • To process payments and send invoices
  • To send system notifications (session reminders, trial updates)
  • To comply with legal obligations

Data Security

We implement industry-standard security measures including encryption in transit (TLS) and at rest. Access to your data is restricted to authorized personnel only. We use Base44's managed infrastructure, which provides bank-level security protections.

Data Sharing & Third Parties

We share data only with:

  • Stripe: Payment processing
  • Resend: Transactional email delivery
  • Base44: Application hosting and database
  • Google/Microsoft APIs: Calendar and email integrations you authorize

We do not sell your personal data to third parties.

AI Features & Data Use

Coaching360° uses AI features (session summaries, goal insights, Compass AI) to enhance your coaching experience. Here is exactly how AI interacts with your data:

  • Session Summaries: When a coach uses the AI summary feature, session notes or transcripts are sent to OpenAI's API for processing. The resulting summary is stored in your account and is never shared externally.
  • Session Audio Recording: Coaches may record sessions using the in-app recording tool. Recordings are uploaded and stored securely as private files. Coaches are solely and exclusively responsible for obtaining participant consent and complying with all applicable recording laws in their jurisdiction and in their client's jurisdiction. Platform Parties (as defined in our Terms of Service) bear no liability for recording or consent violations. See our Terms of Service § 7B for full coach obligations.
  • Audio Data Retention: Audio recording files are retained according to the retention policy configured by each coach (default: 1 year, configurable from immediate-post-transcription deletion to manual-only). Clients may request deletion of their recordings at any time by contacting their coach or support@pandaplatforms.com. Transcripts and AI summaries are retained separately.
  • Audio Transcription: Session audio is transcribed using OpenAI Whisper. The audio file is deleted after transcription. The transcript is stored securely and associated with the session record.
  • Compass AI Assistant: Conversations with the Compass AI are used to provide in-session context and are not stored permanently or shared externally.
  • No Model Training: Your data, session notes, audio recordings, and transcripts are never used to train AI models by PandaPlatforms LLC or any of our AI providers (including OpenAI).
  • AI Output Accuracy: AI-generated content is provided as an assistant tool. Coaches retain full editorial control and responsibility for all content shared with clients.
  • Third-Party AI Provider: We use OpenAI's API for transcription and summarization. OpenAI's API data usage policies prohibit using API inputs to train their models. See OpenAI's API Data Usage Policy.

Calendly & Third-Party Scheduling

If you connect a Calendly account, we store your Calendly scheduling links and Personal Access Token securely. We use this only to display booking options and register webhooks for appointment syncing. We never access your full Calendly account data or contacts.

Your Recording & AI Rights

If your coach uses session recording or AI features, you have the following rights:

  • Right to Consent: You must be informed before any session is recorded, and your consent must be obtained. In many states this is a legal requirement. You may consent verbally in session or via a written consent form.
  • Right to Withdraw: You may withdraw recording consent at any time with written notice to your coach. Future sessions will not be recorded. Previously recorded sessions are not affected by withdrawal.
  • Right to Access: You may request a copy of your recordings, transcripts, or AI-generated summaries by contacting your coach.
  • Right to Deletion: You may request deletion of your recordings, transcripts, and AI summaries at any time by contacting your coach or emailing support@pandaplatforms.com. We will process deletion requests within 30 days.
  • AI Disclosure: When AI tools are used to process your session content (transcription, summarization), your coach is required to disclose this to you.
  • No Sale of Data: Your session recordings, transcripts, and AI summaries are never sold, shared with advertisers, or used to train AI models.

Marketing Emails & Unsubscribe

We may send platform updates and product announcements to coaches and admins. These are not marketing emails in the traditional sense. Clients only receive emails initiated by their coach or required system notifications (session reminders, portal invitations).

Every marketing email includes a one-click unsubscribe link. You may also email privacy@pandaplatforms.com to opt out of all non-essential communications.

California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

  • Right to Know: Request disclosure of the categories and specific pieces of personal information we collect about you.
  • Right to Delete: Request deletion of your personal information (subject to legal retention requirements).
  • Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights.
  • Do Not Sell: We do not sell personal information. Period.

To exercise CCPA rights, contact us at privacy@pandaplatforms.com.

Cookies & Tracking

Coaching360° uses only essential session cookies required to maintain your logged-in state. We do not use advertising cookies, third-party tracking pixels, or analytics cookies that track you across other websites. Our infrastructure provider (Base44) may use cookies for platform operation purposes.

Data Breach Notification

In the unlikely event of a data breach affecting your personal information, we will notify affected users within 72 hours of discovery, consistent with applicable laws. Notification will be sent to the email address on file.

Your Rights

You have the right to access, update, or delete your personal data at any time. To exercise these rights, contact us at privacy@pandaplatforms.com.

Data Retention

We retain your data as long as your account is active. Upon account deletion, data is removed within 30 days, except where required for legal or financial record-keeping.

Children's Privacy

Coaching360° is not directed to children under 13. We do not knowingly collect data from children.

Changes to This Policy

We may update this policy from time to time. We'll notify you of material changes via email or in-app notice.

Contact Us

Questions about this policy? Contact us at privacy@pandaplatforms.com or write to: PandaPlatforms LLC, Boise, ID, USA.