Privacy Policy
Coach4Balance LLC
Effective date: September 23, 2026
1. Introduction
Your privacy matters to Coach4Balance.
This Privacy Policy explains how Coach4Balance LLC ("Coach4Balance," "we," "us," or "our") collects, uses, stores, and shares personal information when you visit our website, contact us, book appointments, purchase services, or participate in coaching.
Coach4Balance is based in Alexandria, Virginia, USA.
Website: https://www.coach4balance.com
Email: lars@coach4balance.com
2. Information We Collect
The information we collect depends on how you interact with us.
Contact and booking information
When you contact us or schedule an appointment, we may collect your name, email address, telephone number, appointment details, and information you voluntarily provide in booking forms or messages.
Coaching information
During coaching, you may voluntarily share personal information about your circumstances, goals, health and well-being, relationships, emotions, beliefs, and experiences.
We may maintain private coaching notes to support continuity and personalize our work together. These notes may contain sensitive personal information.
Payment information
When you purchase coaching services, we may receive information such as the service purchased, transaction amount, payment status, and relevant billing details.
Payment transactions are processed through third-party payment services.
Website information
When website analytics are enabled, information about your visit may be collected, including pages viewed, interactions with the website, browser and device information, and approximate location.
Email marketing information
If you subscribe to marketing communications, we may collect your name, email address, and subscription preferences.
3. How We Use Your Information
We use personal information to respond to inquiries, manage appointments, deliver coaching services, maintain coaching notes, process payments, and communicate about our coaching relationship.
We also use information for business administration, accounting, website improvement, and compliance with applicable legal obligations.
If you subscribe to marketing communications, we may use your contact information to share coaching-related resources, services, and updates.
We handle coaching information for purposes connected to the coaching relationship and any applicable confidentiality arrangements.
4. Website Hosting and Analytics
Our website is built and hosted using IONOS.
Google Analytics 4 is configured for the website, but IONOS website cookie tracking is currently disabled. We therefore do not currently use the IONOS site-tracking setting to collect Google Analytics website-usage data.
If we enable website analytics in the future, we will update this Privacy Policy and, where required, provide appropriate cookie choices.
5. Cookies and Similar Technologies
Our website and integrated third-party services may use cookies or similar technologies to provide website functionality and related services.
IONOS site cookie tracking, including Google Analytics through the IONOS setting, is currently disabled.
Third-party services integrated with the website may use their own cookies or similar technologies when their services are loaded or used. Their use of such technologies is governed by their respective privacy practices.
You can manage or delete cookies through your browser settings. Blocking certain cookies may affect some website functionality.
If we enable optional analytics or other non-essential tracking in the future, we will update this policy and provide consent choices where required.
6. Appointment Scheduling and Client Administration
We use vcita to manage appointments, client information, booking communications, payment requests, and related administration.
When you book a session or interact with our booking system, relevant information is processed through vcita.
You can review vcita's Privacy Policy at:
https://www.vcita.com/privacy-policy
7. Payment Processing
Coach4Balance uses Square and PayPal as payment processors connected to vcita.
When you make a payment, the relevant payment provider processes information necessary to complete the transaction.
We may retain transaction records for accounting, service administration, and applicable legal obligations.
You can review the payment providers' privacy information at:
https://squareup.com/us/en/legal/general/privacy
https://www.paypal.com/us/legalhub/paypal/privacy-full
8. Online Coaching Sessions
We use Zoom to conduct online coaching sessions and introductory conversations.
Information necessary to facilitate a meeting may be processed through Zoom.
Coach4Balance does not record or transcribe Zoom coaching sessions.
Zoom's Privacy Statement is available at:
https://explore.zoom.us/en/privacy/
9. Private Coaching Notes
We maintain private coaching notes using Evernote.
These notes are stored through Evernote and synchronized with the devices used to manage our coaching practice, including a desktop computer and mobile phone.
Coaching notes are used to support continuity between sessions and maintain relevant information about our work together.
Because these notes may contain sensitive personal information, they require appropriate confidentiality and security safeguards.
Evernote's privacy information is available at:
10. Newsletter and Marketing Communications
Mailchimp is our current email marketing platform, although we are not presently sending regular newsletters.
If you subscribe to marketing communications, we may use Mailchimp or another identified email service provider to manage your subscription and send communications.
You can unsubscribe from marketing emails using the unsubscribe instructions included in those messages or by contacting us.
Unsubscribing from marketing communications does not prevent us from sending essential information relating to appointments, purchases, or an existing coaching relationship.
If we change email marketing providers, we will update this policy as appropriate.
11. Information Sharing
We use third-party service providers to operate Coach4Balance. Coach4Balance does not sell personal information.
Depending on the service you use, relevant personal information may be processed by IONOS, Google Analytics, vcita, Square, PayPal, Zoom, Evernote, and our email marketing provider.
These providers process information according to their respective roles, contractual arrangements, and applicable privacy practices.
We may also disclose information when required by applicable law or when otherwise legally permitted.
12. Data Security
We take reasonable steps to protect personal information and limit unnecessary access.
We also rely on third-party platforms that maintain their own security practices.
No system of electronic transmission or storage can be guaranteed to be completely secure.
If you have concerns about sharing particularly sensitive information electronically, please contact us to discuss an appropriate communication method.
13. Data Retention
We retain personal information for as long as reasonably necessary to provide services, administer our business, maintain relevant records, and comply with applicable legal obligations.
Retention periods depend on the type of information and the purpose for which it was collected.
Coaching notes, booking records, transaction records, marketing information, and website analytics data may be subject to different retention arrangements.
We review requests for deletion in accordance with applicable law and any legitimate recordkeeping obligations.
14. Your Privacy Rights and Choices
Depending on applicable law, you may have rights relating to your personal information, including rights to access, correct, delete, or restrict certain uses of that information.
You may also have the right to object to certain processing, request data portability, withdraw consent where processing relies on consent, or lodge a complaint with an applicable data protection authority.
These rights may be subject to legal exceptions.
To submit a privacy-related request, contact:
We will review and respond to your request in accordance with applicable law.
15. International Data Processing
Coach4Balance operates from the United States and may work with clients in other countries.
Our technology providers may store or process information in the United States or other jurisdictions.
Where required by applicable law, appropriate safeguards are used for international transfers of personal information.
16. Third-Party Websites
Our website may contain links to other websites and services.
We are not responsible for the privacy practices of independently operated third-party websites. We encourage you to review their privacy policies.
17. Changes to This Privacy Policy
We may update this Privacy Policy to reflect changes in our services, technology, business practices, or legal obligations.
The current version will be published on our website with its effective date.
18. Contact
For questions about this Privacy Policy or the handling of your personal information, please contact:
Coach4Balance LLC
Alexandria, Virginia, USA
Email: lars@coach4balance.com
Website: https://www.coach4balance.com
