Terms of Service

By accessing or using Coaching360° ("the Service"), operated by PandaPlatforms LLC ("Company", "we", "us"), you agree to be bound by these Terms. If you do not agree, you may not use the Service.

These Terms apply to all users: coaches, administrators, and clients invited through the platform.

Coaching360° is a coaching management platform including:

• Client relationship management (CRM)
• Session scheduling and calendar integration
• Email communication tools
• Payment tracking, invoicing, and billing
• File storage and document management
• Goal tracking and progress monitoring
• Proposals, agreements, and e-signatures
• AI-powered Compass assistant
• AI session summaries and coaching insights
• Session audio recording and transcription
• Marketing and communication tools
• Custom forms and intake questionnaires

We reserve the right to modify or discontinue the Service at any time with reasonable notice.

Three account types exist: Administrator (manages org-wide settings), Coach (manages clients and sessions), and Client (receives coaching services).

You are responsible for maintaining the security of your account credentials. You agree not to share your login with others or allow unauthorized access.

Coaching360° offers paid plans on a subscription basis. A 14-day free trial is available with no credit card required.

• Individual Coach Plan: $10/month or $100/year
• Team/Organization Plan: $25/month or $200/year

Subscriptions auto-renew unless cancelled before the billing date. Refunds are handled on a case-by-case basis — contact support@pandaplatforms.com.

Trial accounts that expire without upgrading will be restricted to read-only access for 30 days before permanent deactivation.

You agree not to:

• Use the Service for any unlawful purpose
• Upload malicious code or attempt to compromise platform security
• Scrape, harvest, or extract data in an unauthorized manner
• Impersonate other users or provide false information
• Use the platform to harass, abuse, or harm others

Coaching360° and its original content, features, and functionality are owned by PandaPlatforms LLC and protected by applicable intellectual property laws.

You retain ownership of all coaching content, session notes, and data you create in the platform. By using the Service, you grant us a limited license to store and display that content to provide the Service.

Your use of the Service is also governed by our Privacy Policy, which is incorporated by reference into these Terms.

We store data in the United States. By using the Service, you consent to transfer of your data to the US.

Coaching360° includes AI-powered features. By using these features, you agree to the following:

• Session Summaries & Insights: When you use the AI session summary feature, session notes and transcripts you submit are processed by a third-party AI provider (OpenAI) to generate summaries and coaching insights. You retain ownership of all source data and outputs.
• Session Audio Recording: Coaches may record sessions with the consent of all participants. See Section 7B for full consent obligations.
• Audio Transcription: Session audio is transcribed using OpenAI's Whisper service. The audio file is processed for transcription and then deleted per the retention policy you configure. The resulting transcript is stored securely in your account and is never shared with third parties.
• No Model Training: Your data, session notes, audio, and transcripts are never used to train AI models by PandaPlatforms LLC or our AI providers.
• AI Output Accuracy: AI-generated summaries and insights are provided as tools to assist coaches and are not guaranteed to be accurate, complete, or suitable for any particular purpose. Coaches retain full editorial control and responsibility for all session-related content shared with clients.
• Compass AI: The Compass AI assistant operates within your account context. Conversations with Compass may be retained to provide continuity within a session but are not shared externally.
• Data Retention: Audio recording files are subject to the retention policy configured by each coach (default: deletion after 1 year). Transcripts and summaries are retained until explicitly deleted. Clients may request deletion at any time.

You, as the coach or organization administrator, are solely and exclusively responsible for obtaining all legally required consents before recording any coaching session. This includes, without limitation:

• All-Party Consent States: In California, Florida, Illinois, Maryland, Massachusetts, Michigan, Montana, Nevada, New Hampshire, Oregon, Pennsylvania, Washington, Delaware, and any other jurisdiction requiring all-party consent, you must obtain explicit verbal or written consent from every participant before initiating a recording. Failure to do so may constitute a criminal violation.
• Federal Law: Under the Electronic Communications Privacy Act (ECPA), recording without consent of at least one party is prohibited. You must comply with all applicable federal, state, and local recording laws in your jurisdiction and in the jurisdiction of your clients.
• ICF Ethics Compliance: If you are a credentialed ICF coach, you are additionally bound by the ICF Code of Ethics (2025), which requires explicit client consent before recording and disclosure of any AI tools used in the coaching process.
• AI Disclosure: You must inform clients before or at the outset of each session when AI tools (transcription, summarization, or other AI features) will be used to process their session content.
• Written Consent Best Practice: We strongly recommend obtaining written consent via the "Recording & AI Processing Consent" form available in the platform's Stock Forms library before conducting any recorded session.
• Right to Withdraw: You must honor any client's request to stop recording or to delete prior recordings, and must inform clients of this right.

Coaching360° provides consent collection tools (in-session consent dialogs, consent forms, and consent tracking) as a convenience. Use of these tools does not guarantee legal compliance. You are responsible for understanding the law in your jurisdiction and the jurisdiction of your clients.

PandaPlatforms LLC, Coaching360°, and all of their respective employees, officers, directors, board members, shareholders, agents, contractors, licensors, and successors ("Platform Parties") expressly disclaim all liability arising from or related to:

• Any coach's or organization's failure to obtain proper recording consent under applicable law;
• Any coach's or organization's failure to disclose AI tool usage to clients;
• Any recording made without the knowledge or consent of any participant;
• Any violation of federal, state, or local wiretapping, eavesdropping, recording, or privacy laws by any user of the platform;
• Any misuse of AI-generated transcripts, summaries, or session content by a coach, administrator, or third party;
• Any breach of client confidentiality by a coach or organization using platform recording features;
• Any damages — direct, indirect, incidental, consequential, punitive, or exemplary — arising from the recording or AI features of the platform, regardless of whether the Platform Parties have been advised of the possibility of such damages.

Indemnification: You agree to indemnify, defend, and hold harmless the Platform Parties from and against any and all claims, liabilities, damages, losses, costs, and expenses (including reasonable attorneys' fees) arising out of or related to: (a) your use of the recording or AI features; (b) your failure to obtain required consents; (c) your violation of any applicable law in connection with recording or AI features; or (d) any claim by a third party that your recording or use of AI tools violated their rights.

This indemnification obligation survives termination of your account and these Terms.

You may cancel your account at any time through the Settings page or by contacting support. We reserve the right to suspend or terminate accounts that violate these Terms.

Upon termination, you may export your data for 30 days. After 30 days, data may be permanently deleted.

To the fullest extent permitted by law, PandaPlatforms LLC shall not be liable for indirect, incidental, special, consequential, or punitive damages, or any loss of profits or data arising from your use of the Service.

Our total liability to you for any claim shall not exceed the amount you paid us in the 12 months preceding the claim.

These Terms are governed by the laws of the State of Idaho, USA, without regard to its conflict of law provisions. Any disputes shall be resolved in the courts located in Idaho.

Questions about these Terms? Contact us:

• 📧 legal@pandaplatforms.com
• 🌐 PandaPlatforms LLC, Boise, ID, USA