Privacy Policy

1. Who We Are

The Coachies is produced by The Teaching Studio, LLC, located at 3211 Shannon Road, Suite 125, Durham, NC 27707. This Privacy Policy explains how we collect, use, and protect your information when you interact with TheCoachies.com.

2. Information We Collect

2.1 Information You Provide

• Nominees: Name, email address, phone number, business name, coaching niche/specialty, website, headshot image, nomination responses, and any other information submitted through nomination forms
• Voters: Email address used to confirm a Community Choice vote
• Purchasers: Name, email, phone, and payment information. We do not store full card numbers, payment data is handled by Stripe, Inc.
• Nominators: Name and email address of individuals nominating coaches on behalf of others
• Waitlist & inquiries: Name and email of individuals who request updates or submit inquiries

2.2 Information Collected Automatically

• Cookies: We use cookies to maintain session state, remember preferences, power our cookie consent mechanism, and analyze site usage. See Section 5 for details.
• Log data: IP address, browser type, pages visited, time spent, referral URLs, and device type
• Analytics: We use Google Analytics (GA4) to understand how visitors use our site. See Google's Privacy Policy.

3. How We Use Your Information

• To process and evaluate nominations using AI-assisted scoring
• To send transactional emails (nomination confirmations, vote confirmations, reminders, payment receipts)
• To send SMS notifications if you have opted in
• To validate and count Community Choice votes
• To communicate program updates, honoree announcements, and event information
• To process payments and deliver digital Nominee Recognition Package deliverables
• To prevent fraud, abuse, and unauthorized use
• To analyze site performance and improve user experience
• For promotional and marketing purposes related to The Coachies

4. AI Processing of Nomination Data

Nomination content is transmitted to third-party AI platforms (Anthropic Claude, OpenAI GPT, Google Gemini) for automated scoring. By submitting a nomination, you consent to this processing. These platforms operate under their own privacy policies. We do not share personally identifiable information beyond what is contained in the nomination itself.

5. Cookies & Tracking

5.1 Types of Cookies We Use

• Strictly necessary cookies: Required for login, session management, and nominee dashboard functionality. Cannot be disabled without affecting site functionality.
• Preference cookies: Store your cookie consent choice so you are not asked repeatedly.
• Analytics cookies: Set by Google Analytics (GA4) to track page views, sessions, and user behavior in aggregate.

5.2 Your Choices & Consent

When you first visit TheCoachies.com, you are presented with a cookie consent notice. By clicking "Accept," you consent to all cookies described above. By clicking "Decline," only strictly necessary cookies will be used. You may change your choice at any time by clearing cookies in your browser settings and reloading the site.

5.3 Managing Cookies

You can disable or delete cookies through your browser settings. Disabling session cookies will prevent login and dashboard access. Most browsers allow cookie management under Settings > Privacy. To opt out of Google Analytics, use the Google Analytics Opt-Out Add-On.

6. Email Communications

We use SendGrid to send transactional and marketing emails. By registering an account or submitting a nomination, you consent to receive transactional communications related to the program. You may opt out of non-transactional marketing emails via the unsubscribe link in any email or by contacting hello@thecoachies.com. Transactional emails (vote confirmation, payment receipt, account creation) cannot be opted out of while actively participating.

7. SMS Communications

If you opt in to SMS communications during registration, you consent to receive text messages about your nomination status and program updates. Message frequency varies. Message and data rates may apply. Reply STOP to unsubscribe at any time. Reply HELP for help. SMS services are powered by Twilio, Inc. Twilio's privacy policy is available at twilio.com/legal/privacy.

8. Payment Processing

All payments are processed by Stripe, Inc. We do not store your full card number, CVV, or other sensitive payment data. Stripe processes and stores payment information in accordance with PCI DSS standards. By making a purchase, you also agree to Stripe's Terms of Service and Privacy Policy. Stripe may set its own cookies during checkout.

9. Data Sharing & Third Parties

We do not sell your personal information. We may share your information with:

• AI platforms (Anthropic, OpenAI, Google), for nomination scoring
• SendGrid, for email delivery
• Twilio, for SMS delivery (if opted in)
• Stripe, for payment processing
• Google Analytics, for site analytics
• The Teaching Studio, LLC, our production partner, for studio-based video production and package deliverables
• Law enforcement or legal process, if required by applicable law

All third-party services are governed by their own privacy policies.

10. International Transfers

Your information may be processed in the United States and other countries where our service providers operate. By using this site, you consent to the transfer of your information to countries outside your country of residence, which may have different data protection rules.

11. Data Retention

Nomination data, account information, vote records, and purchase records are retained for a minimum of two years following the close of the program year. You may request deletion of your personal data by contacting hello@thecoachies.com. Deletion requests are subject to legal retention obligations and may affect your ability to participate.

12. Your Rights

Depending on your location, you may have the right to access, correct, delete, or restrict processing of your personal data; object to processing; and request data portability. EU/EEA residents have these rights under GDPR. California residents have rights under CCPA. To exercise any of these rights, contact us at hello@thecoachies.com.

13. Security

We implement reasonable technical and organizational security measures to protect your information. No method of internet transmission is 100% secure. We cannot guarantee absolute security and are not responsible for unauthorized access resulting from circumstances beyond our control.

14. Children's Privacy

The Coachies is not directed at children under the age of 13. We do not knowingly collect personal information from children. If you believe a child has submitted information to us, contact us at hello@thecoachies.com.

15. Contact

For privacy-related questions or requests: hello@thecoachies.com · The Teaching Studio, LLC, 3211 Shannon Road, Suite 125, Durham, NC 27707.