Privacy Policy

Last updated: October 23, 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. For a plain-language summary of how we protect your data, see our Trust and security page.

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.
Beta access requests. If you ask to join the CoachTide beta, we collect your name, email address, phone number, and anything you choose to tell us about your practice. We use this to review your request and to reach you about the beta: we call beta coaches from time to time to hear how it is going, and the phone number is our backup when email does not get through. We do not use it for marketing texts. If you tick the optional box for CoachTide updates and then confirm it from the link in the email we send you, we also email you product news now and then, and every one of those emails lets you unsubscribe.
Booking a call with us. If you book a demo or a call with someone at CoachTide through one of our booking pages, we collect your name, email address, phone number, and your answers to any questions the booking page asks. We use these to arrange the call, send you the confirmation and calendar invite, and let the person you booked with prepare. The phone number is there so we can call you if the video call drops; we do not use it for marketing texts.
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.
Testimonials left through a coach’s share link. A coach can share a public link where anyone, including people who are not their clients, can leave them a testimonial. When you use it, we collect on the coach’s behalf your email address (to confirm it is yours and to send you a link to withdraw your testimonial), your words, how you want your name to appear, and where you agreed it may be shown. As a record of your agreement we keep your network address and browser details, as we do for a signed agreement. To limit misuse of the link we also keep a salted hash (a scrambled code) of your network address and of your email address, never either one in readable form, for 30 days. If you do not confirm your email address within 7 days, the testimonial is deleted and nobody sees it, the coach included. Once confirmed, it stays in that coach’s workspace until you withdraw it or the coach deletes it; the record of what you agreed to, and of any withdrawal, is kept as proof of your consent.
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, one that remembers whether you chose light or dark for our public pages, 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. Our public website uses the country our hosting provider works out from your connection for two things only: to show prices in Canadian dollars (in Canada) or US dollars (everywhere else) on the home, pricing and beta pages, and to show a maple leaf instead of a shield beside the link to how we protect your data. We do not keep the country on our servers. If you visit from Canada, one cookie called ct_region holds only the letters “ca” for 30 days so every page can show the leaf; it holds nothing else, and a visit from anywhere else removes it.
Usage data. We can see whether your workspace is in use, such as how many clients, sessions, or invoices you have added and when you last signed in. We use this to support you and to understand how CoachTide is used. We cannot see what those records contain: your clients’ names, contact details, notes, and everything else you enter stay inside your workspace, as described under Security. When CoachTide itself emails you (getting-started notes, personal notes, and news), we record whether each email was delivered, opened, or clicked, so we can make those emails more useful. The emails you send your clients through CoachTide are not tracked this way.

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.
To contact beta participants about the beta and ask for their feedback, by email or phone.
To call you back if a video call you booked with us drops.

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.

The full list of companies that handle customer information for us, and where, is on our Sub-processors page.

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. Besides page views, it counts when someone presses a button that leads to our beta request form, starts filling the form in, and sends it. Those counts carry the page and the wording of the button, never anything you type.

When you send a beta request, it also records how you found the form: the first page of our site you opened in that browser tab, the page whose button you pressed, the name of the site that sent you there (for example google.com, never the full address), and any campaign tag in the link you followed. Your browser keeps these for that tab only, with no cookie, and forgets them when you send the form or close the tab. Once you send it, they are stored with your request so we can see which pages help coaches find us.

Page speed in the signed-in app

Inside the signed-in coach app and our own team’s console, Vercel Speed Insights measures how quickly pages load, so we can find and fix slow pages. Each measurement holds the load timings, the page’s address with record numbers and anything after a question mark removed, and the kind of browser and device. It uses no cookies, it does not identify you, and it never sees your clients or any coaching data. It does not run on our public pages, on coach websites, in the client portal, or in a demo workspace.

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.

Your client portal

If you are a client of a coach who uses CoachTide, you have a private client portal. It is set up automatically, using the email address your coach has for you, the first time your coach emails you through CoachTide (or when you ask for a sign-in link on the portal sign-in page). In it you see your own sessions, invoices, paperwork, goals, and messages with your coach, and nothing about anyone else. There is no password. Emails from your coach carry a sign-in link that works once and for 72 hours; a link that has already been used, or has run out, signs no one in, and opening it sends a fresh link to your own address instead. After you sign in, your device stays signed in for 30 days after your last visit, and never more than 180 days in all, unless you tell us it is a shared computer, in which case you are signed out when you close the browser. You can sign out, or sign out of every device at once, from inside the portal. Invoices your coach sends to a separate billing contact never carry a sign-in link, so a billing contact never sees your coaching.

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, AI-assisted client import that helps map a spreadsheet you upload to the right fields, and AI drafting and rewriting for your coach website. 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. When you ask the AI to draft your website, it is sent your business name and practitioner name, the names, lengths and descriptions of your booking types and packages, and the voice settings you choose (your preferred tone, words to use or avoid, and any writing sample you add). When you ask it to rewrite a piece of your website, it is sent that text and the same voice settings. No client information is sent for website drafting or rewriting. Where a coach turns on AI help for takeaways in the client portal, a reflection a client chooses to send to it goes to Anthropic with the title of the list it is for (with the client’s name taken out of it) and without the client’s account details, only to suggest a few short lines; CoachTide does not store the reflection, and nothing is added to the client’s list unless they keep a line. In every case the data is never used to train AI models and is not retained by our AI provider after your request is processed (zero data retention), except where retention is required by law or to investigate misuse. The provider does keep the results of its automated safety checks, which flag possible misuse. The AI features cannot browse your stored workspace records; they receive only what is described above.

CoachTide itself saves your Guide conversations (your questions and the Guide’s answers) in your workspace, and they are included when you export your data. Our team can read a whole Guide conversation only when you press Send to support, which shares that one conversation. When the Guide could not answer a question from our help articles, our team sees only that question, with the date and the page you were on, so that we can improve the articles: not the rest of the conversation, the Guide’s answers, or who asked. Guide conversations are kept with the rest of your workspace data and deleted with it, as described under Data retention below.

Where your data is stored

Your data is stored in Canada, and CoachTide’s application servers run in Canada 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. Every one is listed on our Sub-processors page.

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, and the application servers run in Montreal. Pages and static files are delivered through our hosting provider’s global network, and its request logs, page-speed measurements and AI requests pass through its systems outside Canada, including the United States. Some of the other 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. CoachTide has no tool that lets our staff sign into your account or look inside your practice. When you need help, we work from a shared screen, screenshots, or a Guide conversation you choose to send us. 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 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.

Beta access requests are kept separately from accounts, including the ones we decline, so that we can recognize a repeat request and follow up with you later. If you would like yours deleted, write to us at the address below and we will remove it.

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.