Introduction
At Goalvana, we are committed to protecting your privacy and maintaining the confidentiality of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your data when you use our coaching platform, whether you are a coach providing services or a coachee receiving guidance.
We understand that coaching relationships are built on trust, and we take our responsibility to protect your data seriously. This policy applies to all users of our platform.
Information We Collect
1. Account Information
- Name, email address, and password (encrypted)
- Profile information (professional background, coaching specialties for coaches)
- Account preferences and settings
- Email verification status
2. Coaching and Session Data
- Coaching session notes, goals, and progress tracking
- Session recordings and transcripts (with explicit consent)
- Assessment responses and intake questionnaire data
- Messages and communications between coaches and coachees
- Feedback and evaluation forms
3. Calendar and Scheduling Data
When you connect your Google Calendar or other calendar services:
- We access your calendar to display availability and schedule sessions
- We create calendar events for booked coaching sessions
- We read calendar events only to prevent scheduling conflicts
- We do not access or store the content of your other calendar events
- You can revoke calendar access at any time through your account settings
4. Payment Information
- Payment information is processed and stored by our trusted payment partners (Stripe and PayPal)
- We do not store complete credit card numbers or banking details on our servers
- We receive only transaction confirmations and payment status from payment processors
- Billing history and invoice records
5. Usage and Technical Data
- IP address, device type, browser type, and operating system
- Session timestamps, page views, and feature usage
- Error logs and diagnostic information
- Analytics data to improve our services (aggregated and anonymized when possible)
How We Use Your Information
For Coaches:
- Facilitate client management and session scheduling
- Provide tools for tracking client progress and outcomes
- Process payments and manage billing
- Enable communication with coachees
- Generate analytics and insights for your coaching practice
For Coachees:
- Match you with appropriate coaches based on your needs
- Personalize your coaching experience
- Track your progress toward goals
- Schedule and manage coaching sessions
- Facilitate communication with your coach
For All Users:
- Improve and optimize our platform features
- Provide customer support and respond to inquiries
- Send important service updates and notifications
- Ensure security and prevent fraud
- Comply with legal obligations
Google Calendar Integration
Goalvana's use and transfer of information received from Google APIs to any other app will adhere to Google API Services User Data Policy, including the Limited Use requirements.
When you connect your Google Calendar, we:
- Only access calendar data necessary for scheduling coaching sessions
- Do not use calendar data for advertising purposes
- Do not share your calendar data with third parties except as necessary to provide our services
- Allow you to revoke access at any time through your Google account settings or our platform
AI-Powered Features
Goalvana uses AI services (OpenAI and Anthropic) to power features in our InterviewReady program:
- Story Extraction: Documents you upload are processed to identify and extract STAR stories
- Interview Practice: AI generates personalized questions and provides feedback on your responses
- Voice Interviews: Audio is transcribed and analyzed to score your interview performance
- Narrative Building: AI helps you craft compelling interview narratives
Data Handling by AI Providers
Key assurances: Your data is never used to train AI models. Data is automatically deleted after the retention period. Uploaded file contents are not stored by Goalvana after processing.
Data Sharing and Disclosure
Coach-Coachee Relationship
Information shared between coaches and coachees is visible to both parties within the coaching relationship. Coaches can view coachee goals, session notes, and progress data. Coachees can view their coach's profile and session notes.
Service Providers
We share data with trusted third-party service providers who help us operate our platform:
- Payment Processors: Stripe and PayPal process payments securely on our behalf
- Cloud Hosting: We use secure cloud infrastructure to store data
- Communication Services: Email and notification delivery services
- Analytics: Aggregated usage analytics to improve our services
We Do Not Sell Your Data
We do not sell, rent, or trade your personal information to third parties for marketing purposes. Your coaching data remains confidential.
Legal Requirements
We may disclose information if required by law, court order, or governmental regulation, or if we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
Data Security
We implement industry-standard security measures to protect your information:
- All data transmission is encrypted using SSL/TLS (HTTPS)
- Passwords are encrypted using strong hashing algorithms
- Regular security audits and vulnerability assessments
- Access controls and authentication requirements
- Secure data centers with physical and digital safeguards
- Employee training on data privacy and security best practices
While we strive to protect your data, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security but are committed to using reasonable efforts to protect your information.
Data Retention
We retain your personal data only as long as necessary to provide our services and comply with legal obligations:
- Active Accounts: Data is retained while your account is active
- Inactive Accounts: Accounts inactive for 3+ years may be archived or deleted after notice
- Coaching Records: Session notes and progress data are retained to maintain continuity of coaching relationships
- Financial Records: Transaction records are retained for 7 years for tax and legal compliance
- After Account Deletion: Personal data is permanently deleted within 30 days, except where legal retention is required
Your Rights and Choices
You have the following rights regarding your personal data:
- Access: Request a copy of the personal data we hold about you
- Correction: Update or correct inaccurate information in your account settings
- Deletion: Request deletion of your account and associated data
- Export: Download your data in a portable format
- Opt-Out: Unsubscribe from marketing communications (service notifications may still be sent)
- Revoke Permissions: Disconnect third-party integrations like Google Calendar at any time
- Object: Object to certain data processing activities
To exercise these rights, contact us at privacy@goalvana.com or use the data management tools in your account settings.
Deleting Your Account
You can delete your account at any time from your account settings. When you delete your account:
- Your profile and personal information will be permanently removed
- All coaching session data, notes, and communications will be deleted
- Active coaching relationships will be terminated
- Scheduled sessions will be canceled
- Your data will be completely removed from our systems within 30 days
Note for Coaches: Financial transaction records may be retained for legal and tax compliance even after account deletion.
Children's Privacy
Goalvana is not intended for users under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected data from someone under 18, we will take steps to delete that information promptly.
International Data Transfers
Your information may be transferred to and processed in countries other than your country of residence. These countries may have different data protection laws. When we transfer data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with this Privacy Policy.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of material changes by email or through a prominent notice on our platform. Your continued use of Goalvana after such changes constitutes acceptance of the updated policy.
Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:
Email: privacy@goalvana.com
Support: support@goalvana.com
Last updated: January 15, 2025