Privacy Policy

Cardinal Point Coaching

Last Updated: October 1, 2025

Introduction

Cardinal Point Coaching ("we," "us," or "our") is committed to protecting your privacy and handling your personal information with care and respect. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website cardinalpointcoach.com ("Website") and use our coaching services.

Please read this Privacy Policy carefully. By using our Website or services, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

1. Information We Collect

We collect several types of information from and about users of our Website and services.

Personal Information You Provide

We collect information that you voluntarily provide to us, including:

Contact Information:

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Full name
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Email address
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Phone number
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Mailing address (if provided)
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Time zone
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Preferred contact method
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Application & Intake Information:

Information about your high-conflict situation

Relationship details about parties involved

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Your goals and desired outcomes
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Current life impact assessments
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Background information relevant to coaching

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Availability and scheduling preferences
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How you heard about us
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Account Information:

Login credentials (if we implement user accounts)

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Communication preferences
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Session history and notes
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Subscription or package information
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Payment Information:

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Billing name and address
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Payment method details (processed through third-party payment processors)

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Transaction history
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Communications:

Emails, messages, or other communications you send to us

Feedback, testimonials, or survey responses

Text messages (if you opt into text support services)

Session Content:

Information discussed during coaching sessions

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Completed worksheets or exercises
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Documents you submit for review
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Progress notes and coaching records
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Information Automatically Collected

When you visit our Website, we automatically collect certain information:

Device & Browser Information:

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IP address
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Browser type and version
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Device type (computer, mobile, tablet)
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Operating system
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Screen resolution
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Usage Information:

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Pages visited and time spent on pages
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Referring website
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Date and time of visit
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Click-through patterns
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Search terms used to find our Website
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Cookies & Tracking Technologies:

We use cookies, web beacons, and similar technologies (see "Cookies" section below)

Information from Third Parties

We may receive information about you from:

Scheduling platforms (e.g., Calendly, Acuity Scheduling)

Payment processors (e.g., Stripe, PayPal)

Email marketing services (e.g., Mailchimp, ConvertKit)

Social media platforms (if you interact with us there)

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Referral sources (with your permission)
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2. How We Use Your Information

We use the information we collect for the following purposes:

Providing Services

Deliver coaching services you've requested

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Schedule and manage appointments
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Communicate with you about sessions
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Provide session materials and resources
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Track your progress and coaching journey

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Conduct document review (non-legal)
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Administrative Purposes

Process payments and maintain billing records

Send confirmations, receipts, and invoices

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Manage subscriptions and memberships
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Respond to inquiries and provide customer support

Send important notices about services or policy changes

Communication

Send appointment reminders via email and text

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Provide session follow-up materials
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Share relevant educational content
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Send newsletters (with your consent)
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Notify you about workshops or group sessions

Improvement & Analysis

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Understand how our Website is used
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Improve our services and user experience

Analyze trends and client outcomes (in aggregate)

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Develop new programs or offerings
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Conduct internal research and quality assurance

Marketing (With Your Consent)

Send promotional materials about our services

Share testimonials or success stories (anonymized or with permission)

Advertise on social media or other platforms

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Create case studies (fully anonymized)
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Legal & Safety

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Comply with legal obligations
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Protect our rights and property
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Prevent fraud or misuse of services
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Enforce our Terms of Service
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Respond to legal requests or court orders

3. Legal Basis for Processing (GDPR)

If you are located in the European Economic Area (EEA), our legal basis for collecting and using your information depends on the specific information and context:

Consent: You have given explicit consent (e.g., for marketing communications)

Contract: Processing is necessary to provide services you've requested

Legal Obligation: We must process information to comply with the law

Legitimate Interests: Processing is in our legitimate business interests and does not override your rights

You have the right to withdraw consent at any time where we rely on consent as the legal basis.

4. How We Share Your Information

We respect your privacy and do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:

Service Providers

We may share information with trusted third-party service providers who assist us in operating our business:

Payment processors (Stripe, PayPal, etc.) - to process transactions

Scheduling platforms (Calendly, Acuity, etc.) - to manage appointments

Email services (Google Workspace, Mailchimp, etc.) - to communicate with you

Cloud storage (Google Drive, Dropbox, etc.) - to store session notes securely

Video conferencing (Zoom, etc.) - to conduct virtual sessions

Website hosting (Squarespace, etc.) - to host our Website

Analytics providers (Google Analytics, etc.) - to analyze Website traffic

These service providers are contractually obligated to:

Use your information only for specified purposes

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Maintain appropriate security measures
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Comply with applicable privacy laws
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Legal Requirements

We may disclose your information if required by law or in response to:

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Court orders or subpoenas
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Legal processes or government requests
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Protection of our rights, property, or safety

Investigation of fraud or illegal activity

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Compliance with regulatory requirements
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Mandatory Reporting

As described in our Terms of Service, we may be legally required to report:

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Suspected child abuse or neglect
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Suspected abuse of elderly or dependent adults

Imminent danger of harm to self or others

Business Transfers

If Cardinal Point Coaching is involved in a merger, acquisition, sale of assets, or bankruptcy:

Your information may be transferred to the successor entity

You will be notified via email and/or Website notice

The new entity will be bound by this Privacy Policy

With Your Consent

We may share information for purposes not described in this policy with your explicit consent.

Anonymized Information

We may share aggregated or anonymized information that cannot identify you personally:

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For research or statistical purposes
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In marketing materials or case studies
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To demonstrate coaching effectiveness
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In presentations or publications
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5. Confidentiality in Coaching

Professional Standards

As a professional coach, we maintain confidentiality in accordance with coaching ethics and standards. Information shared during coaching sessions is treated as confidential.

Session Notes & Records

We may take notes during sessions for coaching purposes

Notes are stored securely and are not shared

Notes may include goals, action items, and progress tracking

Session recordings are not made without explicit consent

Limits of Confidentiality

As outlined in our Terms of Service, confidentiality may be breached when:

Required by law (mandatory reporting requirements)

You authorize release of information in writing

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Necessary to prevent serious harm
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Required to defend against legal claims you initiate

Group Coaching

In group settings:

You are responsible for maintaining others' confidentiality

We cannot guarantee other participants will honor confidentiality

Information shared in groups may not have the same level of privacy as individual sessions

6. Data Security

We implement reasonable security measures to protect your information from unauthorized access, alteration, disclosure, or destruction.

Security Measures Include:

Technical Safeguards:

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Encryption of data in transit (SSL/TLS)
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Secure hosting environments
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Password protection for accounts
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Regular security updates and patches
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Firewalls and intrusion detection
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Administrative Safeguards:

Limited access to personal information (need-to-know basis)

Employee/contractor confidentiality agreements

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Regular privacy and security training
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Incident response procedures
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Physical Safeguards:

Secure storage of physical documents (if any)

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Locked filing systems
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Controlled facility access
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Limitations

While we strive to protect your information:

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No internet transmission is 100% secure
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No electronic storage system is completely secure

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We cannot guarantee absolute security
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You are responsible for maintaining confidentiality of your login credentials

Data Breach Notification

In the event of a data breach that affects your personal information:

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We will notify you as required by law
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We will describe the breach and steps we're taking

We will provide guidance on protecting yourself

7. Data Retention

We retain your personal information only as long as necessary for the purposes outlined in this Privacy Policy.

Retention Periods:

Active Clients:

Information retained throughout our coaching relationship

Session notes and records maintained for continuity of care

Former Clients:

Records retained for 7 years after last session (professional standard)

Payment records retained as required by tax law (typically 7 years)

Marketing contacts retained until you unsubscribe

Website Visitors:

Analytics data retained for 26 months (Google Analytics default)

Cookie data retained according to cookie settings

Deletion Requests

You may request deletion of your information (see "Your Rights" section below). However, we may retain certain information:

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To comply with legal obligations
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To resolve disputes or enforce agreements

For legitimate business purposes (anonymized)

8. Your Privacy Rights

Depending on your location, you may have certain rights regarding your personal information.

General Rights (All Users)

Access: Request access to personal information we hold about you

Correction: Request correction of inaccurate or incomplete information

Deletion: Request deletion of your personal information (subject to legal requirements)

Objection: Object to processing of your information for certain purposes

Restriction: Request limitation of how we use your information

Portability: Request transfer of your information to another service (where technically feasible)

Withdraw Consent: Withdraw consent for processing based on consent (doesn't affect prior processing)

How to Exercise Your Rights

To exercise any of these rights:

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Email us at: [your email address]
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Include "Privacy Request" in the subject line

Provide sufficient information to verify your identity

Specify which right(s) you wish to exercise

We will respond to your request within:

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30 days (general requests)
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45 days (complex requests, with notice of extension)

Additional Rights for California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act:

Right to Know: Request information about:

Categories of personal information collected

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Sources of information
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Purposes for collection
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Categories of third parties we share with

Specific pieces of information we've collected

Right to Delete: Request deletion of personal information (with exceptions)

Right to Opt-Out: Opt-out of sale of personal information (Note: We do not sell personal information)

Right to Non-Discrimination: Not receive discriminatory treatment for exercising CCPA rights

Shine the Light: Request information about information shared with third parties for marketing (annually)

Additional Rights for EEA Residents (GDPR)

If you are located in the European Economic Area:

You have the right to lodge a complaint with your local supervisory authority

You can request information about cross-border data transfers

You have enhanced rights regarding automated decision-making (we don't use automated decision-making)

9. Cookies & Tracking Technologies

What Are Cookies?

Cookies are small text files stored on your device when you visit our Website. They help us provide a better user experience.

Types of Cookies We Use:

Essential Cookies:

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Required for Website functionality
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Enable core features like security and accessibility

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Cannot be disabled
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Analytics Cookies:

Help us understand how visitors use our Website

Track page views, bounce rates, traffic sources

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Examples: Google Analytics
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Functional Cookies:

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Remember your preferences and settings
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Enable enhanced features
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Examples: language preferences, region settings

Marketing Cookies:

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Track visitors across websites
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Used to display relevant ads (if we use advertising)

Measure effectiveness of marketing campaigns

Third-Party Cookies

We may use third-party services that set their own cookies:

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Google Analytics (analytics)
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Facebook Pixel (if we use Facebook ads)
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LinkedIn Insight Tag (if we use LinkedIn ads)

Managing Cookies

You can control cookies through:

Browser Settings:

Most browsers allow you to refuse or delete cookies

Instructions vary by browser (Chrome, Firefox, Safari, Edge)

Visit your browser's help section for specific instructions

Opt-Out Tools:

Google Analytics Opt-out: https://tools.google.com/dlpage/gaoptout

Network Advertising Initiative: http://www.networkadvertising.org/choices/

Digital Advertising Alliance: http://www.aboutads.info/choices/

Note: Disabling cookies may affect Website functionality.

Do Not Track

Some browsers have "Do Not Track" features. Our Website does not currently respond to Do Not Track signals, as there is no industry standard for compliance.

10. Email Communications & Marketing

Types of Emails We Send:

Transactional Emails (Required):

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Appointment confirmations and reminders
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Payment receipts and invoices
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Service-related announcements
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Responses to your inquiries
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You cannot opt out of transactional emails while using our services.

Marketing Emails (Optional):

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Newsletters
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Educational content
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Special offers or promotions
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Invitations to workshops or events
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Opting Out of Marketing

You can unsubscribe from marketing emails by:

Clicking "unsubscribe" at the bottom of any marketing email

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Emailing us at [your email address]
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Updating preferences in your account (if applicable)

We will process opt-out requests within 10 business days.

Text Messages

If you opt into text message reminders or support:

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You will receive appointment reminders
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Subscription clients may receive coaching support via text

You can opt out by replying "STOP" to any text

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Message and data rates may apply
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11. Third-Party Websites & Links

Our Website may contain links to third-party websites, including:

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Professional organizations
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Resource websites
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Partner services
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Social media platforms
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We Are Not Responsible For:

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Privacy practices of third-party sites
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Content on external websites
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Security of third-party platforms
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Recommendation: Review the privacy policies of any third-party sites you visit.

12. Children's Privacy

Our services are not directed to individuals under 18 years of age.

We do not knowingly collect information from minors

If we learn we've collected information from a minor, we will delete it promptly

If you believe we have information about a minor, please contact us immediately

Parents/Guardians: If your minor child has provided us with personal information, please contact us to request deletion.

13. International Data Transfers

Cardinal Point Coaching is based in [Your State/Country]. If you access our services from outside this location:

Your information may be transferred to and processed in [Your Country]

We will take steps to ensure adequate protection of your information

By using our services, you consent to this transfer

For EEA Residents:

We comply with GDPR requirements for international transfers

We use appropriate safeguards (Standard Contractual Clauses, etc.)

You have the right to request information about transfer mechanisms

14. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

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Changes in our practices
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Legal or regulatory requirements
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New features or services
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Feedback from clients
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How We Notify You:

Material Changes:

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Prominent notice on our Website
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Email notification to active clients
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Updated "Last Updated" date at the top
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Minor Changes:

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Updated "Last Updated" date
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Posted on Website
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Your Continued Use

Your continued use of our services after changes indicates acceptance of the revised Privacy Policy. If you do not agree with changes, please discontinue use of our services.

15. California Privacy Rights Summary

Personal Information Categories Collected:

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Identifiers (name, email, phone)
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Commercial information (purchase history)

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Internet activity (Website usage)
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Professional information (relevant to coaching)

Inferences (coaching needs, preferences)

Sources:

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Directly from you
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Automatically through Website use
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Third-party service providers
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Business Purposes:

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Providing coaching services
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Customer service
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Marketing (with consent)
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Analytics and improvement
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Sharing:

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Service providers (as described above)
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Not sold to third parties
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16. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices:

Cardinal Point Coaching

Email: matthew@cardinalpointcoach.com
Website: cardinalpointcoach.com

For Privacy Requests:

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Use subject line: "Privacy Request"
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Include your name and email used for services

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Describe your request clearly
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We will respond within 30 days
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17. Consent

By using our Website and services, you consent to:

Collection and use of information as described

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Transfer of information as described
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Cookie use as described
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Our privacy practices outlined in this policy

You may withdraw consent at any time by discontinuing use of our services and requesting deletion of your information (subject to legal retention requirements).

Last Updated: October 1, 2025

Version: 1.0

Summary: Your Privacy Matters

At Cardinal Point Coaching, we are committed to:

✓ Collecting only information necessary to serve you
 ✓ Protecting your information with appropriate security
 ✓ Using information only for stated purposes
 ✓ Respecting your confidentiality as a coaching client
 ✓ Honoring your privacy rights and preferences
 ✓ Being transparent about our practices
 ✓ Never selling your personal information

Questions? We're here to help. Contact us anytime at matthew@cardinalpointcoach.com