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Privacy Policy

Last updated: August 25, 2026

Overview

CoachBase is operated by Outpost Labs LLC, a Tennessee limited liability company. We are committed to protecting the privacy of every coach and client who interacts with our platform. This policy explains what we collect, why we collect it, and how we safeguard your information.

Information we collect

We collect information you provide directly when creating an account, managing clients, or communicating with us. This includes:

  • Account information (name, email address, password)
  • Client records you create and manage within the platform
  • Session notes, goals, and progress data you enter
  • Billing and payment information (processed securely via Stripe)
  • Usage data and analytics about how you use CoachBase itself (never Google user data — see “Google user data” below)

How we use your information

We use your information solely to provide, maintain, and improve CoachBase. Specifically:

  • To operate your account and deliver the services you request
  • To process payments and manage your subscription
  • To send transactional emails (receipts, session reminders, account updates)
  • To send newsletters and product updates when you subscribe; you can unsubscribe at any time
  • To improve the platform based on aggregated, anonymized CoachBase usage patterns (Google user data is excluded from this)
  • To respond to support requests and communicate product updates

What we never do

Your trust is the foundation of our business. We will never:

  • Sell your personal data or client data to third parties
  • Use your data to train machine learning models without explicit consent — and we never use Google user data to train machine-learning or AI models, with or without consent
  • Share client information with anyone outside your practice
  • Send unsolicited marketing emails to your clients

Data security

All data is encrypted in transit (TLS 1.3) and at rest (AES-256). We use industry-standard infrastructure and undergo regular security audits. Access to production data is strictly limited to authorized personnel, and all access is logged and monitored.

Data retention and deletion

You own your data. You can export or delete your account and all associated data at any time from your account settings. When you delete your account, we remove all personal and client data from our systems within 30 days, except where retention is required by law.

Cookies

We use essential cookies to keep you logged in and maintain your session. We use Google Analytics, Pirsch, and PostHog to understand how the site and platform are used. We also use the Meta Pixel to measure and improve our advertising on Meta platforms.

Third-party services

We use a limited number of trusted third-party providers to operate CoachBase:

  • Stripe for payment processing
  • Netlify for hosting
  • Google Analytics, Pirsch, and PostHog for site analytics
  • Meta Pixel for advertising measurement on Meta platforms
  • Postmark for transactional email
  • HubSpot for newsletter subscriptions and marketing email

Each provider is bound by their own privacy policies and our data processing agreements.

Google user data

This section governs all data CoachBase receives from Google APIs, and it controls wherever anything else in this policy would conflict with it. We use Google user data only to provide and improve the user-facing Google Calendar features described here — never for advertising, market research, product analytics, resale, or training machine-learning or AI models.

CoachBase offers an optional Google Calendar integration. When you choose to connect your Google Calendar, CoachBase requests access to the following Google account data through Google's OAuth consent screen:

  • Basic profile (openid, email, profile) — to identify your Google account and its email address.
  • Calendar list and free/busy times (calendar.readonly) — to show you which calendars are available to connect, and to read only the busy time ranges from the calendars you select, so CoachBase can block times you are already busy and prevent clients from double-booking you. CoachBase reads free/busy availability only; it does not read the titles, descriptions, attendees, or contents of your existing calendar events.
  • Calendar events (calendar.events) — to create, update, and delete CoachBase coaching-session events on the single calendar you designate. CoachBase only manages the events it creates; it does not modify your other events.

How we use it. Google Calendar data is used solely to (a) display your connectable calendars, (b) prevent scheduling conflicts by reading your busy times, and (c) keep your booked coaching sessions in sync as calendar events. We do not use Google user data for advertising, and we do not use it to train machine-learning or AI models.

How we store it. We store your Google OAuth access and refresh tokens in encrypted form so the integration can run in the background. Busy-time data is read on demand to compute availability and is not retained as a copy of your calendar. You can disconnect Google Calendar at any time in CoachBase settings, which revokes CoachBase's access and deletes the stored tokens.

Sharing. We never sell Google user data, and we do not share it with third parties except as needed to provide the integration (transmitting event details to Google's own Calendar API).

Limited Use. CoachBase'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.

Your rights

You have the right to access, correct, export, or delete your personal data at any time. If you are located in the EU, UK, or California, you have additional rights under GDPR, UK GDPR, and CCPA respectively. To exercise any of these rights, contact us at the address below.

Changes to this policy

We may update this policy from time to time. When we do, we'll post the revised version here and update the date above. For significant changes, we'll notify you via email.

Contact

If you have questions about this policy or how we handle your data, reach out to us at [email protected]

Outpost Labs LLC
Tennessee, United States