Terms and policies

Terms of Service

These terms are an agreement between you (the coach) and The Coaching Planner (we, us), the operator of the service (the service). By creating an account or using the service you accept them. If you do not accept them, do not use the service.

1. What the service is

The Coaching Planner is software that helps a professional coach run their practice: keeping client records, drafting and sending coaching agreements, collecting intake questionnaires, planning and logging sessions, and exporting a coaching log. It is a tool. It does not provide coaching, supervision, accreditation, therapy, medical, legal or financial advice, and it is not a substitute for your own professional judgment.

2. Your account

• You must be at least 18 and legally able to enter into this agreement.
• One account is for one coach. Do not share your login. You are responsible for everything done under your account.
• The details you give us must be accurate, and you must keep them current — they appear on the agreements and logs you send to clients.
• Tell us promptly if you believe your account has been accessed by someone else.

3. Plans, trials and payment

• New accounts start on a free trial. When it ends, continued use requires a paid plan.
• Each plan sets a limit on active clients and on daily AI generations. Limits are shown in the app and may change with notice.
• Fees are stated at the point of purchase, are payable in advance, and are collected by our payment provider. We do not store your card details.
• Unless the law requires otherwise, fees already paid are not refundable. You may cancel at any time; cancellation takes effect at the end of the period you have paid for.
• Taxes are your responsibility unless we state that a price includes them.

4. AI-generated content

The service can draft session outlines and related text using a third-party AI model. This output is a draft suggestion. It may be wrong, incomplete, generic or unsuitable for your client. You are responsible for reading, editing and approving anything you use with a client, and you remain fully responsible for the coaching you deliver. We do not warrant that AI output is accurate, appropriate or fit for any purpose.

What you send to the AI model is described in the Privacy Policy. Do not paste content into the service that you are not permitted to disclose to a processor.

5. Your content and your clients

• You own the content you put into the service: client records, notes, plans, logs and agreements. We claim no ownership of it.
• You grant us a limited licence to host, store, transmit, back up and display that content solely to operate the service for you.
• You are responsible for having a lawful basis to record your clients' personal data in the service, for telling them what you record and why, and for honouring their rights. The Data Processing Addendum sets out how we handle it on your behalf.
• Coaching agreements the service generates are templates. Whether one is adequate for your practice, your jurisdiction and your client is your decision, not ours.

6. Our intellectual property

The service — its software, design, text, templates and name — belongs to us and is protected by law. You may use it as these terms allow, and no further. You may not copy, resell, sublicense, reverse engineer, scrape, or build a competing product from it, and you may not remove or obscure any notice of ownership.

7. Availability

We aim to keep the service available and to keep your data safe, but we provide it as is and as available, without warranties of any kind, express or implied, including fitness for a particular purpose, uninterrupted operation, or freedom from error. We may change, suspend or withdraw features, and we may perform maintenance that makes the service briefly unavailable. We rely on third parties (hosting, database, email, payment and AI providers) and their failures may interrupt the service.

8. Limitation of liability

To the maximum extent permitted by law:

• We are not liable for indirect, incidental, special, consequential or punitive loss, nor for lost profit, lost business, lost goodwill, lost clients, or loss or corruption of data, however caused.
• We are not liable for any decision you or your client takes on the basis of anything the service produces, including AI-generated drafts and generated agreements, nor for the outcome of any coaching engagement.
• Nothing in these terms excludes liability that cannot lawfully be excluded, including for fraud or for death or personal injury caused by negligence.

The service is a low-cost tool operated by a small independent developer. This allocation of risk is a condition of offering it at that price, and you accept it as reasonable.

9. Your indemnity to us

You will indemnify us against claims, losses and reasonable costs arising from your use of the service in breach of these terms, from content you put into it, from your coaching practice, or from your failure to meet your obligations to your clients or under data protection law.

10. Suspension and termination

You may stop using the service at any time and delete your account from Settings. We may suspend or terminate an account that breaches these terms or the Acceptable Use Policy, that we are required to act on by law, or that is used in a way that threatens the security of the service. Where practical we will give notice and an opportunity to fix the problem first.

On deletion, your data is removed as described in the Privacy Policy. Export anything you need to keep — including your coaching log — before you delete.

11. Changes to these terms

We may update these documents. When we do, the version string changes and you will be asked to accept the new version the next time you use the app. Continued use after acceptance is agreement to the updated terms. If you do not accept, you may delete your account.

12. Governing law

These terms are governed by the laws of India. The courts of India have exclusive jurisdiction, except that either party may seek urgent injunctive relief in any competent court. Where you are located in the EU or UK, nothing here removes rights you have under mandatory local consumer or data protection law.

Privacy Policy

This policy covers personal data we hold about you, the coach. Personal data about your clients is held on your instructions and is governed by the Data Processing Addendum below. It is written to meet India's Digital Personal Data Protection Act, 2023, and the GDPR where it applies to your clients in the EU or UK.

1. Who is responsible

For your own account data, the data fiduciary and controller is The Coaching Planner. Reach us through the Feedback & support form in the app.

2. What we collect and why

We do not sell your personal data, we do not use it for advertising, and we do not profile you for automated decisions with legal effect.

3. Who we share it with

Only the service providers we need to operate the app — hosting and database, email delivery, payment processing and the AI model — each under contract, only for that purpose, and never for advertising or sale. Some of them process data outside India and outside the EEA; where the GDPR applies, those transfers rely on Standard Contractual Clauses or an adequacy decision. We also disclose data to professional advisers or a public authority where the law requires it. A current list of our service providers is available on request.

4. What goes to the AI model

When you generate a session plan, the service sends the prompt for that plan — which can include the client's first name, session focus, and notes you have written — to the AI provider. It is sent to produce your draft and for no other purpose. We do not permit it to be used to train models. Do not include information in a prompt that you are not permitted to disclose.

5. How long we keep it

• Account and content data: while your account exists.
• On account deletion: your profile, clients, sessions, plans, agreements and questionnaires are deleted immediately, and your login is removed.
• Backups roll off within 30 days of deletion.
• Records we must keep by law — invoices, tax records, and the record that you accepted these terms — are retained for the period the law requires, then deleted.

6. Security

Data is encrypted in transit and at rest by our hosting providers. Access to your rows is enforced at the database level so one coach cannot read another's data. Administrative access is limited to the operator and used only to support the service. No system is perfectly secure; if a breach affects your data we will notify you and the relevant authority as the law requires.

7. Your rights

You may ask us to give you a copy of your data, correct it, delete it, restrict or object to a use, or withdraw consent to product-update mail. Most of this you can do yourself in the app — Settings holds your details, your coaching-log export, mail preferences and account deletion. For anything else use the Feedback & support form in the app and we will respond within 30 days. You may complain to the Data Protection Board of India, or to your local supervisory authority in the EU or UK.

8. Children

The service is not for anyone under 18, and we do not knowingly collect a child's personal data as a coach account. If you coach a minor, you are responsible for the consent of a parent or guardian before recording their data in the service.

9. Changes

If we make a material change we will change the version string and ask you to accept it in the app.

Data Processing Addendum

This addendum forms part of the Terms of Service and applies whenever you put personal data about your clients into the service.

1. Roles

For your clients' personal data, you are the controller (data fiduciary) and we are the processor (data processor). You decide what is collected and why; we act only on your instructions, which are given by your use of the service's features. You are responsible for the lawfulness of what you record and for the notices and consents your clients are due.

2. Subject matter and scope

3. Our obligations

• Process client data only to provide the service, or where the law compels us — and tell you if compelled, unless prohibited.
• Keep it confidential and limit access to those who need it.
• Apply appropriate technical and organisational measures, including encryption in transit and at rest and row-level access control.
• Use only sub-processors under equivalent obligations, and give notice before adding one. The current list is available on request.
• Assist you, so far as we reasonably can, with your clients' rights requests, with breach notification, and with any impact assessment.
• Notify you without undue delay, and in any event within 72 hours, of a personal data breach affecting your clients' data.
• Delete client data on your instruction or on account deletion, except where the law requires retention.

4. Your obligations

• Have a lawful basis for recording each client's data, and give them the notice they are due.
• Record only what you need. The service does not ask for identity documents, financial details or health records, and you should not put them in free-text notes.
• Keep your account credentials secure, and export or delete data promptly when an engagement ends.
• Answer your clients' requests. We will help, but the obligation is yours.

5. Audit

On reasonable written notice, and no more than once a year unless a breach or an authority requires it, we will provide the information reasonably needed to confirm we are meeting this addendum. We are not obliged to grant access to systems holding other coaches' data.

6. Liability

Clause 8 of the Terms of Service (limitation of liability) applies to this addendum, except where the law does not permit it to.

Acceptable Use Policy

Use the service for running your coaching practice. Do not do any of the following.

• Break the law, or infringe anyone's rights, with or through the service.
• Record personal data you have no lawful basis to hold, or upload someone else's confidential material without permission.
• Share an account, resell access, or use one account to serve what are really several coaches' practices.
• Attempt to reach data that is not yours, probe or attack the service, bypass plan limits or rate limits, or automate access without our written permission.
• Use the AI features to generate unlawful, deceptive, harassing or hateful content, or to produce medical, legal, financial or psychiatric advice presented as professional advice.
• Present AI-generated drafts to a client as work you have reviewed when you have not.
• Send mail through the service to people who have not agreed to hear from you, or use the agreement and questionnaire links for anything other than your own coaching engagements.
• Copy the service's software, design or templates for a competing product, or reverse engineer any part of it.
• Upload malware, or anything that damages or degrades the service for others.

We may investigate suspected breaches and may suspend an account immediately where there is a risk to other coaches' data, to a client, or to the service. Report a breach or a security issue through the Feedback & support form in the app.