Privacy Policy Essentials for Online Coaching Businesses

Your privacy policy should map exactly how your coaching business collects and shares data across platforms. Identify your legal bases under GDPR (Art. 6), disclose consumer rights under CCPA/CPRA, and, if you serve Canadians, align with PIPEDA. Name each tool (e.g., Kajabi, Teachable) and clarify controller/processor roles. If data leaves the EEA, reference Standard Contractual Clauses and transfer impact assessments. Include a Data Processing Agreement with vendors. LegalDocs.ai can help you generate consistent clauses, audit your vendor list, and keep disclosures versioned as your tech stack evolves.

For video coaching, obtain explicit consent before recording calls, and state whether you capture video, audio, chat, or transcripts. Specify retention periods and storage locations, and describe security (encryption, access controls). Under GDPR, recording often relies on consent or legitimate interests; many EU states’ ePrivacy Directive rules demand prior consent. If you coach minors, follow COPPA for U.S. users and obtain verifiable parental consent. Name platforms (Zoom, Google Meet) and link to their DPAs. LegalDocs.ai offers templates to document consent workflows and update disclosures when features change.

For payments, explain that you use PCI DSS-compliant processors (e.g., Stripe, PayPal), avoid storing full card numbers, and describe Strong Customer Authentication where applicable under PSD2. Disclose what billing data you retain for tax and accounting, your lawful bases, and how long you keep it. State how refunds and chargebacks are handled and your breach notifications (GDPR’s 72-hour rule). Provide links to cookie and analytics notices if purchase tracking is used. LegalDocs.ai can generate processor addenda and refresh policies as regulations evolve.