Privacy

This policy explains what information CoachPrep collects, how it is used, and what choices you have when using the study tools, AI Coaching Simulator, reflection and mentor-coaching features, secure client forms and agreements, local progress features, email list, feedback form, AI support chat, WhatsApp Business, and phone support line.

1. Information we collect

• Study settings, selected answers, flags, timer state, theme preference, and saved session state stored in your browser.
• For signed-in users, CoachPrep Standards Scavenger Hunt settings, mission answers, source locations, completion progress, hints opened, answer checks, answer guides revealed, revisions, and hunt history saved to your CoachPrep account so they can be restored on another device. Do not include confidential client information in scavenger hunt answers.
• If you choose to start a Tool Passport, CoachPrep stores the tools included with your access, server-recorded active exploration time and actions, earned stamps, completion-proof references, rolling quest cycle, reward or drawing claims, and your three stamp-feedback responses. Do not include confidential client information or sensitive personal details in stamp feedback.
• AI Coaching Simulator information, including your selected fictional scenario and voice, a transcript of what you and the simulated client said, session timing, AI-generated observations and supporting transcript evidence, and the version and time of your privacy consent. CoachPrep does not intentionally store the microphone audio from these simulator sessions. Do not say real client names or include identifying client, employer, health, or other confidential details.
• Email course signup information you choose to provide, such as email address, optional first name, signup source, subscription status, and signup time.
• If you request the Before You Study meditation download, your email address, request source, confirmation status, and request and confirmation times.
• Feedback form information you choose to provide, such as name, email, page/tool, feedback type, and message.
• Phone- and browser-call support information, such as the caller's phone number when available, call metadata, menu selections, microphone audio provided during the call, the support details provided, call recording, transcript, and an automated structured summary of the request.
• Support-chat information, such as your messages, the page where chat began, contact details you provide, account name and email when you start chat while signed in, chat metadata, AI-generated responses, and a structured support summary or ticket.
• WhatsApp-support information, such as your phone number, profile name, messages, attachments, and other details you choose to send through WhatsApp Business.
• Mentor coaching or paid-service information you choose to provide, such as contact details, scheduling context, selected offer, checkout status, and payment processor transaction metadata.
• Secure mentor-coaching form information, including intake and pre-session responses, private service feedback, the exact version of any agreement and electronic-record disclosure presented, required acknowledgments, typed client and coach electronic-signature names and consent, one-time-code delivery and email-verification times, document and audit-certificate fingerprints, submission and countersignature times, link and verification status, and a keyed network-address fingerprint plus browser identifier used to document signing. Small supporting attachments may be stored in encrypted mentor-artifact storage. CoachPrep does not retain the plaintext verification code. Do not include unnecessary identifying details about your coaching clients or other third parties.
• Pseudonymous ACC assessment-research information, such as item and form versions, selected option, question position, first or repeat exposure, visible response time, timed or untimed mode, completion status, controlled field-test assignment and selection method, language, and a restricted accommodation setting when one is supplied. De-identified analysis exports use hashed participant and session references and suppress small language or accommodation groups. These records and exports do not include question or option wording, your email address, or your raw account ID.
• First-party product analytics, such as page views, CTA clicks, sign-in and checkout events, tool opens, exam starts and finishes, route/device metadata, coarse location metadata, anonymous analytics IDs, and account IDs for signed-in users.
• Redacted first-party product diagnostics, such as route, click, scroll, resize, visibility, heartbeat, viewport size, and redacted input/change events. Input values, emails, answers, tokens, and other private-looking text are not intentionally recorded.
• Technical information such as browser, device, network logs, API failures, and error events generated by hosting or API infrastructure.

2. How we use information

We use information to run the site, Tool Passport, AI Coaching Simulator, AI support chat, WhatsApp Business, and phone or browser-call support; verify passport exploration and award stamps or rewards; administer optional drawings; generate formative simulator feedback grounded in the visible transcript; restore in-progress practice sessions; send requested email course messages and meditation confirmation links; answer CoachPrep questions; process feedback and support requests; send and administer secure mentor-coaching forms, document agreements and signatures, coordinate mentor coaching or paid services; troubleshoot issues; notify CoachPrep support; review redacted product diagnostics for debugging; evaluate and improve ACC practice questions and forms; improve study tools; understand public funnels and product usage; and respond to user messages.

3. Browser storage

CoachPrep practice tools use local storage to remember your theme, restore unfinished sessions, keep an offline copy of scavenger hunts and history, and store consent preferences as coachprep-consent-v1. Signed-in scavenger hunt data is also synchronized to your CoachPrep account, and a guest hunt is migrated into that account when you sign in. If analytics is enabled, local storage may keep an anonymous analytics ID as icf-anon-id-v1. If diagnostics is enabled, session storage may keep a temporary technical diagnostics session ID. Browser copies remain until you clear them, reset the session, close the tab, or your browser removes them.

4. Feedback form

If you submit feedback, the details you enter are sent to the configured feedback API and stored by CoachPrep. Do not include sensitive personal information, confidential coaching details, or private client information in feedback.

5. Email course and meditation delivery

If you join the 13-Week Sprint email course, your signup information is stored by CoachPrep and may be sent to an email service provider so the course messages can be delivered. You can unsubscribe from course emails using the unsubscribe link in those messages.

If you request the Before You Study meditation, CoachPrep stores the request and uses an email service provider to send one confirmation email. Confirming unlocks the download page. This request does not enroll you in the 13-Week Sprint or another recurring email series.

6. AI Coaching Simulator

When you explicitly consent and start a simulator session, your browser streams microphone audio directly to OpenAI for the live simulated-client voice and speech transcription. CoachPrep receives the resulting transcript, sends that transcript to Amazon Web Services Bedrock to generate formative feedback, and stores the transcript and review in an encrypted Amazon DynamoDB account-history table. CoachPrep does not save the microphone audio itself. The review is a practice aid, not an ICF performance evaluation or credentialing decision.

The simulator is for invented or de-identified practice only. Do not use a real client's name or disclose details that could identify a client, sponsor, employer, colleague, patient, or other person. You can delete one saved session from simulator history, delete all simulator history, or export your simulator history from the simulator and Profile page.

6A. Reflection Studio, practice loops, Mentor Room, and Recording Library

Signed-in Reflection Studio entries, private reflections, practice-loop text responses and feedback, optional Reflection Studio voice responses, and optional AI transcripts are stored in encrypted account storage until you delete them. Practice-loop voice recordings stay only in the current browser tab; they are not uploaded or included in saved attempts. Recording and playback do not require AI. Reflection audio is sent to OpenAI only after you opt in to transcription. Keep client names and identifying details out whenever possible.

Mentor Room workspaces can contain participant reflections, shared transcripts, notes, action plans, practice evidence, and uploaded files. Mentor Room recordings and uploaded artifacts are encrypted and retained for up to 90 days unless permanently deleted sooner. Recording cannot begin until the required participant consent is confirmed. Recording Library media, imported or generated transcripts, annotations, and developmental AI review history remain in encrypted account storage until you delete them.

The Profile coaching-data controls provide a paginated JSON export of this structured content with temporary authenticated media paths. Account-wide deletion removes active simulator, reflection, practice-loop, Mentor Room, and Recording Library content; revokes public review links; permanently removes current and versioned media objects; and creates identifier-only deletion audits containing the account identifiers, operation identifier, counts, and outcome needed to audit the request. Bookings, executed agreements, payments, review-credit ledgers, and legally required records are outside this coaching-content deletion.

7. Mentor coaching and payments

If you purchase mentor coaching or another paid service, payment checkout may be handled by Stripe or another payment processor. CoachPrep may receive limited checkout, transaction, and contact information needed to confirm purchase status, schedule services, provide support, and maintain records. CoachPrep does not receive or store full payment card numbers.

When Trey sends you a secure mentor-coaching form, CoachPrep stores the form invitation, delivery and opening status, responses, and completion time. A signed record also stores the frozen template and disclosure presented, typed client and coach signatures, signature intent, verified-email timing, limited device and network-verification evidence, tamper-evident document fingerprints, and the data needed to generate the signed PDF and separate electronic-signature audit certificate. Verification codes are stored only as short-lived non-reversible values and removed after successful verification. A two-party agreement remains pending until the mentor coach countersigns it. CoachPrep then freezes the executed PDF and audit certificate in versioned, retention-protected storage and publishes a status record containing the document ID and integrity hashes, but not the client’s name, email, answers, or private PDF. A document may later be marked void or superseded without silently replacing its original bytes. Form links are private, expire before completion, and may be revoked or reissued.

8. When we share information

We do not sell personal information, and we do not use advertising, retargeting, or social tracking cookies. Information may be shared only as needed for hosting, authentication, payment checkout, telephone service, recording, transcription, WhatsApp business messaging, simulator voice and transcription through OpenAI, simulator feedback and encrypted storage through Amazon Web Services, AI-assisted support intake, feedback processing, email delivery, security, diagnostics, legal compliance, or protection of rights and safety.

9. Retention

Information stored in your browser remains there until cleared. Signed-in scavenger hunt records remain in your account until you delete them from hunt history or request account-data deletion. Tool Passport stamps, feedback, and reward records remain with your account until you request deletion and may be retained as needed to fulfill or document a claimed reward. AI Coaching Simulator transcripts and reviews become inaccessible from active history after 90 days and are removed through daily cleanup and DynamoDB time-to-live controls. Mentor Room recordings and uploaded artifacts also have 90-day active retention. Reflection Studio entries and audio, practice loops, Mentor Room workspace text, and Recording Library sessions and media remain until you delete them through their individual controls or the account-wide Profile control. Deleting coaching data removes active account copies and media immediately after the service verifies every covered database and object-store location. Deleted or expired coaching data may remain in encrypted point-in-time or disaster-recovery backups for up to 35 additional days, is not available through the product, and is restored only when needed for disaster recovery. Unconfirmed meditation download requests expire after four days, and confirmed download request records expire after 30 days. Expired request records may remain in encrypted point-in-time backups for up to 35 additional days and are not used for recurring marketing. Pseudonymous ACC assessment-research records are eligible for automatic deletion after 395 days, and generated assessment-research export files expire after 30 days. Raw analytics events are retained for 180 days. Product diagnostics sessions are retained for 30 days. Phone-support recordings and transcripts expire after 90 days. Support-chat transcripts are encrypted and retained for up to 90 days. Mentor-form supporting attachments are encrypted and retained for up to 90 days. Executed mentor-form PDFs and their audit certificates are retained in protected, versioned storage for seven years so the signature and document history can be verified; a valid legal or privacy request may affect associated active records, subject to legal, dispute, and professional-record obligations. CoachPrep's active WhatsApp inbox copy of message text, phone number, and profile name expires after 90 days through DynamoDB time-to-live controls; expired copies may remain in encrypted point-in-time backups for up to 35 additional days and are not available through the inbox. Mentor-coaching intake, booking, executed-agreement, payment, review-credit, and completion records may be retained as reasonably needed to deliver and document the engagement, address disputes or professional obligations, comply with law, or honor a valid request. Structured support records, email subscription records, other feedback records, payment or checkout records, server logs, and API records may be retained as needed to operate the service, honor unsubscribe or deletion requests, resolve issues, prevent abuse, provide services, or comply with legal obligations.

10. Your choices

• Clear site data in your browser to remove locally stored study sessions and preferences.
• Delete a past scavenger hunt from its history card to remove its account copy and saved mission answers.
• Export all active simulator, reflection, practice-loop, Mentor Room, and Recording Library coaching content as JSON from Profile, or permanently delete all covered coaching content and media in one verified request. These controls remain available after paid access ends.
• Use Cookie settings to manage analytics and diagnostics separately. Global Privacy Control is honored as an opt-out where supported.
• Unsubscribe from email course messages using the unsubscribe link in any course email.
• Use the study tools without submitting feedback.
• Tool Passport participation is optional. Start it from the Tool Passport page; ordinary signed-in tool visits are not added to a passport you have not started.
• Contact us to request access, correction, or deletion of Tool Passport, simulator, assessment-research, feedback, email subscription, meditation download request, reflection, or mentor coaching data associated with you.

11. Children

CoachPrep is not directed to children under 13. If you believe a child has submitted personal information, contact us so we can review and remove it where appropriate.

12. Security

We use reasonable measures to protect information, but no electronic system is perfectly secure. Use the site only from a device and network you trust.

13. Contact

Privacy requests or questions: coachprep@trey.coach. Please use email for a formal privacy request so we have an accurate written record.

Automated phone support: +1 855-302-7265. Calls are recorded and transcribed after an announcement.

AI support chat: use the Ask CoachPrep button on supported pages. Chat is automated; it is not a live or emergency-response service.

Mailing address: Trey.Coach LLC, 13395 Voyager Pkwy, Ste 130, PMB 2002, Colorado Springs, CO 80921