Privacy Policy

Last updated: June 29, 2026

CoachTide provides practice management software for independent coaches (the “Service”). This Privacy Policy explains what information we collect when you use the Service, how we use it, and the choices you have. It covers the CoachTide platform and website. Each coach is independently responsible for how they handle their own clients’ information within their workspace.

Information we collect

• Account information. Your name, email address, and (if you sign in with Google) your Google profile picture, used to create and secure your account.
• Practice data you enter. The information you add to your workspace, such as clients, sessions, notes, goals, agreements, and invoices. You control this data; we store and process it to provide the Service to you.
• Payment information. If you subscribe to a paid plan, our payment processor handles your card details. We do not store full card numbers.
• Technical data. Cookies needed to keep you signed in, plus standard server logs (such as IP address and browser type) used for security and reliability, and basic usage data such as when you last used the Service.

Google user data

If you choose to sign in with Google, we receive your name, email address, and profile picture from Google to authenticate you and set up your account.

If you connect Google Calendar (an optional integration), we request read and write access to your calendar events so we can sync your sessions in both directions: reading events into CoachTide as scheduled sessions, and creating or updating calendar events for the sessions you schedule. You can disconnect Google Calendar at any time from Settings, which revokes our access.

CoachTide’s use and transfer of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We use Google user data only to provide the features described above. We do not sell it, use it for advertising, or share it with third parties except as needed to provide the Service or as required by law.

How we use information

• To provide, maintain, and improve the Service.
• To authenticate you and keep your account secure.
• To sync your calendar and send transactional email (such as confirmations and reminders) when you enable those features.
• To process subscription billing.
• To respond to support requests and to detect, prevent, and address fraud or abuse.

How we share information

We do not sell your information. We share it only with service providers who help us run the Service, and only as needed for them to perform their work: our hosting and database provider, our email delivery provider, our payment processor, Google (for the features above), our AI provider (for the optional AI features described below), our SMS provider (for the appointment text reminders described below, when your coach enables them), and our analytics provider (Google Analytics, on our public marketing pages only, as described below). We may also disclose information if required by law or to protect the rights and safety of our users and the public.

Analytics on our marketing pages

Our public marketing pages, the ones you can visit without signing in, use Google Analytics to understand aggregate visitor traffic, such as how many people visit a page and which pages are most useful. This runs only on those public marketing pages. It does not run inside the signed-in app or the client portal, and it never has access to your account, your clients, or any coaching data. We use it for traffic measurement only, with advertising and ad personalization features turned off.

Text message (SMS) reminders

If your coach uses CoachTide’s text-reminder feature, you may receive appointment and session reminders by SMS, sent from a CoachTide number on your coach’s behalf. Text reminders are an express opt-in: you consent by checking the text-reminder consent box when you book a session or sign your coaching agreement, or by asking your coach directly to text you. The reminders are transactional only; we do not send marketing texts. Message and data rates may apply, and message frequency varies with your appointments. You can opt out at any time by replying STOP, or by asking your coach to remove your number. The reminder number is send-only, so replies other than STOP and HELP are not monitored. Your mobile number and SMS consent are used only to send these reminders. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes.

Group coaching

Some coaches use CoachTide to run group or cohort programs, where several clients work with the same coach in a shared program. If your coach enrolls you in a group, the roster is kept private: you are never shown who the other members are, and the other members are never shown that you are in the group. In your client portal you see only your own cohort, your own progress and attendance, the materials your coach chooses to release to you, and the messages your coach sends to the group. You never see other members’ identities, contact details, notes, goals, or attendance. Your coach holds the roster and decides what is shared with the group.

Payments to your coach

If you pay your coach through CoachTide, your card is handled by your coach’s own payment processor (Stripe), through the coach’s connected Stripe account. Your coach, not CoachTide, is the merchant for that payment, and CoachTide does not store or see your full card details. If you agree to a payment plan or a recurring fee, you may save a card so that your coach’s processor can charge the amounts you agreed to automatically on their scheduled dates. You can stop future automatic charges at any time from your client portal, and you can ask your coach to update or remove a saved card by contacting them. Stopping automatic charges does not cancel any amount you already owe. If your coach raises an agreed per-session rate, automatic charging pauses until you authorize the new rate. These payments are between you and your coach; CoachTide is not a party to them.

AI features

CoachTide offers optional AI-assisted features: an in-app Guide that answers your questions about using the Service, and AI-assisted client import that helps map a spreadsheet you upload to the right fields. When you use the Guide, the text you type is sent to our AI provider, Anthropic, only to answer your question. For AI-assisted import, only your file’s structure is sent (the column headers and locally-computed shape statistics, such as how many values look like an email); your clients’ actual data (names, emails, notes, amounts) is never sent to the AI. In both cases the data is never used to train AI models and is not retained after your request is processed (zero data retention), except where retention is required by law or to investigate misuse. The AI features cannot access your stored workspace records.

Where your data is stored

Your account data and the information you enter (such as clients, sessions, notes, goals, agreements, and invoices) are stored at rest in Canada, in the Canada Central (Montreal) region. Some processing runs on servers located in the United States, and some of the service providers we rely on operate internationally, so your data may be transmitted outside Canada in the course of providing the Service. We handle personal information in a manner consistent with applicable Canadian privacy law, including PIPEDA and British Columbia’s PIPA.

Security

We use industry-standard safeguards, including encryption in transit (HTTPS/TLS), encryption at rest provided by our managed hosting provider, and strict per-workspace data isolation, so that each coach can only access their own workspace. Our support staff cannot sign into your account to view your data unless you grant support access, which expires automatically and can be revoked at any time. No method of storage or transmission is perfectly secure, but we work to protect your information and to limit access to it.

Data retention

We keep your information for as long as your account is active. If you ask to delete your account, we lock it immediately and permanently delete your workspace data after a 30-day recovery period, during which you can restore it, except where we must retain certain records to meet legal, tax, or accounting obligations. Cancelling a paid subscription is not the same as deleting your account: it locks the workspace but keeps your data so you can resume.

Your choices and rights

You can access and update most of your information directly in the app, and you can export your full workspace, or an individual client’s records, yourself at any time from Settings. You may also request a copy of your personal information, ask us to correct or delete it, or withdraw consent to optional features such as the calendar integration. To make a request, contact us at the address below.

Children

The Service is intended for coaches and other professional users and is not directed to children. We do not knowingly collect personal information from children.

Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the date above and, where appropriate, notify you. Your continued use of the Service after an update means you accept the revised policy.

Contact us

If you have questions about this Privacy Policy or your information, contact us at privacy@coachtide.com.