Skip to content

Terms of Service

Last updated: September 28, 2026

Agreement to terms

By accessing or using CoachBase (the "Service"), operated by Outpost Labs LLC ("we", "us", "our"), you agree to be bound by these Terms of Service. If you do not agree to these terms, you may not use the Service. These terms apply to all users of the platform, including coaches and their clients who access the client portal.

Description of the Service

CoachBase is a practice management platform designed for professional coaches. The Service provides tools for client management, scheduling, session notes, invoicing, payments, and related functionality to help coaches operate their practices efficiently.

Account registration

To use CoachBase, you must create an account with accurate and complete information. You are responsible for:

  • Maintaining the confidentiality of your login credentials
  • All activity that occurs under your account
  • Notifying us immediately of any unauthorized access
  • Ensuring your use complies with applicable laws and professional regulations

Subscriptions and billing

CoachBase is offered on a subscription basis. By subscribing, you agree to the following:

  • Subscriptions renew automatically at the end of each billing cycle (monthly or annual) unless cancelled
  • You may cancel your subscription at any time from your account settings
  • Cancellations take effect at the end of the current billing period — no partial refunds are issued
  • We reserve the right to adjust pricing with 30 days notice via email
  • Eligible new accounts receive a 14-day Pro trial without providing payment information. If you add a payment method, your selected paid plan begins when the trial ends unless you cancel beforehand. Without a payment method, the trial ends without a charge and access is locked. Your data remains saved so you can subscribe later.

Your data and content

You retain full ownership of all data and content you create, upload, or store on CoachBase, including client records, session notes, and documents. By using the Service, you grant us a limited license to host, store, and transmit your content solely to provide the Service to you.

You are solely responsible for the accuracy, legality, and appropriateness of the content you store. We do not access, review, or share your client data except as required to operate the Service or as compelled by law.

Acceptable use

You agree not to use CoachBase to:

  • Violate any applicable laws or regulations
  • Store or transmit content that infringes on the rights of others
  • Attempt to gain unauthorized access to other accounts or our systems
  • Use the Service for any purpose other than professional coaching practice management
  • Resell, redistribute, or sublicense the Service without written permission

Service availability

We strive to maintain high availability but do not guarantee uninterrupted access. The Service may be temporarily unavailable due to maintenance, updates, or circumstances beyond our control. We will make reasonable efforts to provide advance notice of planned downtime.

Limitation of liability

To the maximum extent permitted by law, Outpost Labs LLC shall not be liable for any indirect, incidental, special, consequential, or punitive damages arising from your use of the Service. Our total liability for any claim shall not exceed the amount you paid us in the twelve months preceding the claim.

Termination

We may suspend or terminate your account if you violate these terms or engage in conduct that we determine is harmful to other users or the Service. You may terminate your account at any time. Upon termination, your right to use the Service ceases immediately, and we will delete your data in accordance with our Privacy Policy.

Changes to these terms

We may update these terms from time to time. When we do, we'll post the revised version here and update the date above. Continued use of the Service after changes are posted constitutes acceptance of the revised terms. For material changes, we'll notify you via email at least 30 days in advance.

Governing law

These terms are governed by the laws of the State of Tennessee, United States, without regard to conflict of law provisions. Any disputes arising from these terms or the Service shall be resolved in the courts of Tennessee.

Contact

If you have questions about these terms, reach out to us at [email protected]

Outpost Labs LLC
Tennessee, United States