Privacy
Built for what your clients tell no one else. The same on every plan, free included.
When your clients lead companies, teams or public lives, what they say in a session can be the most sensitive thing they say all week. Here is how CoachTide looks after it, in plain words, and what we do not have yet.
- Two-step sign-in for every coach
- Your data is never sold
Free during the private beta. Beta coaches keep 40% off for life.
Every practice
Private by design
- Stored in CanadaYour records, and the app servers that run CoachTide.
- No staff tool into your practiceNobody at CoachTide can sign in as you.
- No tracking on client emailNo pixel, no open or click tracking.
Where your data lives
Stored in Canada. With every outside service named.
Your account and everything you enter, such as clients, sessions, notes, goals, agreements and invoices, is stored at rest in Canada, in the Canada Central (Montreal) region, and the app runs in Montreal too.
A few specialist services we rely on, like email delivery, card payments and AI help, process the specific information they need in the United States, and pages reach you through a global network of servers. Every one is listed, with what it handles and where, on our Sub-processors page.
We handle personal information in a manner consistent with PIPEDA and British Columbia's PIPA.
Who can see what
Each person sees their part, and nothing more.
Between practices, and in your clients' portal, the database itself enforces this, not only the screens, so it holds even if a page has a mistake.
Everything in your practice.
Your clients, sessions and notes, plus only the extra areas you switch on for them, such as billing or settings. Exports, permission changes, money changes and client deletions go in a log only you, the owner, can read, and nobody can edit.
Only their own sessions, invoices, goals, messages and the documents you share with them, in their own portal. A client in a group program sees the posts to their group, never the list of who else is in it.
When a client sends invoices to an assistant or a company address, that address gets the invoices and a way to pay them, never a way into the portal.
Your name, email and plan, and counts, such as how many clients and sessions you have. Nothing inside your client records. When you need help, we work from a shared screen, screenshots, or a Guide conversation you choose to send us.
No support access
CoachTide has no tool for our staff to sign in as you or look inside your practice, so nobody here can open a client's file on a whim or by mistake.
Our engineers can reach the database to keep the service running, apply updates and fix problems. That work is limited to what the task needs, and we do not open your client records to read them.
No tracking on the email your clients get
The email CoachTide sends your clients for you, from reminders and invoices to your newsletters, goes out with no tracking pixel and no open or click tracking. Nobody is told when your client read it.
For a newsletter you see who it was delivered to, and who left the list.
How it is protected
Locks that do not depend on anyone being careful.
Walled off by the database itself
Before any record comes back, the database checks that it belongs to a practice you are part of. A mistake on one screen cannot hand your clients to another coach.
Two-step sign-in, required
Every coach adds a code from an authenticator app, with 14 days to set it up after joining. Once it is on, a sign-in that skipped the second step gets none of your records. Everyone on the CoachTide team uses it too.
Keys kept in a separate vault
The Stripe and PayPal keys you connect and your Google Calendar connection are encrypted a second time and kept in a separate vault, with only a pointer in your records. No signed-in browser can read one back, yours included.
No passwords needed for your clients
Clients open their portal from a single-use link sent to their own email address. A used or old link only ever sends a fresh one to the address on their record.
Encrypted in transit and at rest
Everything travels over HTTPS, and our hosting provider encrypts it where it is stored.
Card numbers never touch us
Clients pay through Stripe or PayPal on your own accounts. You are the merchant, and CoachTide never stores card numbers.
AI, said exactly
It sees only what each job needs.
The AI features cannot browse the records in your practice. Each one is sent only the part below.
- The in-app Guide gets what you type into it, to answer your question.
- Import help sees only your file's structure, such as the column headings, never your clients' names, emails, notes or amounts.
- Website writing sees your business details, booking types and packages, and the text you ask it to rewrite, never client information.
- Takeaways help, where it is switched on for a practice, sees only the reflection a client chooses to send and the list's title, and CoachTide does not store the reflection.
These requests go to one AI company, Anthropic, through the Vercel AI Gateway with its zero data retention setting switched on, and are not used to train AI models. Our own staff also use AI in our admin console; it never sees the records in your practice. The details are on our Sub-processors page.
Straight answers
What we do not have yet, said plainly.
CoachTide does not hold SOC 2 or ISO 27001 certification, and no outside firm has tested us for weaknesses yet; we plan to before we leave beta. It is not end-to-end encrypted, because it has to read your records to send reminders and invoices for you. And it is built for coaching, not medical records.
Found a problem? Tell us.
Email security@coachtide.com. A person reads every report, and we reply within 3 business days. What to include and what is in scope: how to report a security problem.
Questions about your data
Email privacy@coachtide.com. The legal version of all of this is our privacy policy.
Questions
Before your clients trust you with it
Can anyone at CoachTide read my session notes?
CoachTide has no tool for our staff to sign in as you or open your notes. Our engineers can reach the database to keep the service running, and we do not open your client records to read them.
My client's assistant pays the invoices. What do they see?
Only the invoices. An invoice sent to a separate billing address never carries a way into the portal, so their sessions, goals and messages stay with them.
What if a client forwards one of my emails?
A sign-in link in a portal email opens that client’s portal for whoever uses it first, within 72 hours, so ask clients not to forward portal emails. Once a link has been used or has run out, it only sends a fresh one to the email address on the client’s record, never to whoever clicked it.
Is the privacy different on the free plan?
No. Free or paid, every practice gets the same protections described here.
What about PIPEDA?
We handle personal information in a manner consistent with PIPEDA and British Columbia’s PIPA. We do not hold a certification of our own yet, and we say so on our trust page.
Protect what they tell you. Then just show up and coach.
Free for the beta, 40% off for life after.
