Privacy Policy

WARRIOR WITHIN COACHING, LLC
Website: https://www.warriorwithin.coach
Last Updated: May 20, 2025

Privacy Policy Summary
We collect personal information necessary for providing coaching services, including contact details, coaching-related information, and technical data through forms, cookies, and Zoho services. While we don't actively collect medical information, we protect any sensitive information shared using secure, encrypted systems. Your data is retained for 7 years and is never sold to third parties, though it may be shared with service providers like Zoho and Stripe. We use cookies to enhance your experience and analyze site performance. California residents have additional privacy rights under CCPA. If you have privacy concerns or wish to access, modify, or delete your information, please contact us at legal@warriorwithin.coach.


INTRODUCTION
At Warrior Within Coaching, LLC ("we," "our," "us," "the Company"), we respect your privacy and are committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our coaching services.

Please read this Privacy Policy carefully. By accessing or using our website or services, you acknowledge that you have read, understood, and agree to be bound by all the terms of this Privacy Policy. If you do not agree with our policies and practices, please do not use our website or services.

1. INFORMATION WE COLLECT
1.1 Personal Information
We may collect the following types of personal information:

Basic Contact Information:
   •    Name
   •    Email address
   •    Phone number (optional)
   •    City and state

Coaching-Related Information:
   •    Goals
   •    Barriers
   •    History with specific topics
   •    Motivators for seeking coaching
   •    Demographics (voluntary)
   •    Strengths and weaknesses (voluntary)
   •    Communication style preferences (voluntary)
   •    Other information you voluntarily provide to help with coaching

Technical Information:
   •    IP address
   •    Browser type
   •    Device information
   •    Cookies and usage data
1.2 How We Collect Information

We collect information through:
   •    Forms on our website
   •    Cookies and tracking technologies
   •    Communication with us (email, phone, etc.)
   •    Third-party services (Zoho Suite of products)

2. MEDICAL INFORMATION STATEMENT
We do not specifically request medical information from our clients. However, we understand that sometimes clients may voluntarily include this information in questionnaires, forms, or during verbal communications as part of the coaching relationship.

Because we do not actively collect medical personal information, HIPAA laws do not directly apply to our operations. Nevertheless, we take measures to protect all client information, including any health-related information that may be shared, by utilizing HIPAA-compliant best practices, including:
   •    Encryption of data
   •    Maintaining a HIPAA Business Associate Agreement (BAA) with our third-party service providers where appropriate
   •    Limiting access to personal information to only those team members who need it

3. HOW WE USE YOUR INFORMATION
We use the information we collect for various purposes, including:

3.1 Service Provision
   •    To provide and maintain our coaching services
   •    To process payments and fulfill orders
   •    To communicate with you about your account or services

3.2 Business Operations
   •    To improve our website, products, and services
   •    To understand client needs, preferences, and coaching goals
   •    For internal analytics and research

3.3 Marketing and Communications
   •    To send promotional communications and newsletters (with your consent)
   •    To provide relevant content and information about our services

3.4 Security and Legal
   •    To detect, prevent, and address fraud and potential illegal activities
   •    To protect the security of our website and services
   •    To comply with legal obligations

4. COOKIES AND TRACKING TECHNOLOGIES
4.1 What Are Cookies
Cookies are small data files placed on your device when you visit our website. We use cookies to track visitor activity and behavior on our website for analytics and reporting purposes.

4.2 Types of Cookies We Use
   •    Essential Cookies: Necessary for the website to function properly
   •    Analytical/Performance Cookies: Allow us to recognize and count visitors and analyze website usage
   •    Functionality Cookies: Enable enhanced functionality and personalization
   •    Targeting/Advertising Cookies: Record your visit, pages visited, and links followed

4.3 Managing Cookies
Most web browsers allow you to control cookies through their settings. You can:
   •    Delete existing cookies
   •    Block certain cookies
   •    Be notified when you receive cookies

However, if you disable or refuse cookies, please note that some parts of our website may become inaccessible or not function properly.

5. THIRD-PARTY SERVICES
5.1 Service Providers
We use the following third-party services to help operate our website and business:

Zoho Suite of Products:

• Zoho Checkout (payment processing)

• Zoho Books (accounting and plan subscription management)

• Zoho CRM (client relations management)

• Zoho SalesIQ (engagement and analytics)

• Zoho Forms (scheduling calls and contact forms)

• Zoho Campaigns (email marketing)

• Zoho Marketing Assistant (content delivery)
   

Stripe: Payment processing

Wix: Website Hosting

5.2 Third-Party Privacy Policies
Our Privacy Policy does not apply to third-party websites or services. We encourage you to review the privacy policies of any third-party services we use or link to from our website.

6. DATA SHARING PRACTICES
6.1 When We Share Information
We may share your personal information in the following situations:
   •    Service Providers: With third-party vendors, consultants, and other service providers who need access to your information to perform services on our behalf (e.g., payment processing, data analysis, email delivery)
   •    Legal Requirements: If required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency)
   •    Business Transfers: In connection with, or during negotiations of, any merger, sale of company assets, financing, or acquisition of all or a portion of our business by another company
   •    With Your Consent: When we have your consent to do so
6.2 What We Don't Do With Your Information
   •    We do not sell your personal information to third parties
   •    We do not use your information for purposes incompatible with those disclosed in this Privacy Policy

7. DATA STORAGE AND SECURITY
7.1 Security Measures
We implement reasonable and appropriate security measures to protect your personal information, including:
   •    Encrypted storage of sensitive information
   •    Secure servers with SSL certification
   •    HIPAA BAAs with third-party services where appropriate
   •    Regular security assessments

7.2 Data Retention
We retain your personal information for a period of 7 years after our last interaction or the termination of services, whichever is later. This retention period allows us to maintain records for business, accounting, legal compliance, and potential future service inquiries. After this period, your information will be securely deleted or anonymized, unless a longer retention period is required or permitted by law.

7.3 Data Security Limitations
While we strive to use commercially acceptable means to protect your personal information, no method of transmission over the Internet or method of electronic storage is 100% secure. We cannot guarantee absolute security.

8. USER RIGHTS AND CHOICES
8.1 Your Rights
Depending on your location, you may have certain rights regarding your personal information:
   •    Access: Request access to your personal information
   •    Correction: Request that we correct inaccurate or incomplete information
   •    Deletion: Request that we delete your personal information
   •    Restriction: Request that we restrict the processing of your information
   •    Portability: Request a copy of your personal information in a structured, commonly used format
   •    Objection: Object to our processing of your personal information

8.2 California Consumer Privacy Act (CCPA) Rights
If you are a California resident, you have specific rights under the California Consumer Privacy Act (CCPA), including:
   •    Right to Know: You can request information about the personal information we collect, use, disclose, and sell
   •    Right to Delete: You can request deletion of your personal information
   •    Right to Opt-Out: You can opt-out of the sale of your personal information (note that we do not sell personal information)
   •    Right to Non-Discrimination: We will not discriminate against you for exercising your CCPA rights

8.3 How to Exercise Your Rights
To exercise any of these rights, please contact us at legal@warriorwithin.coach. We will respond to your request within the timeframe required by applicable law.

8.4 Email Preferences
You can unsubscribe from our marketing email list at any time by:
   •    Clicking on the unsubscribe link included in our marketing emails
   •    Contacting us at legal@warriorwithin.coach

We will honor your request as promptly as possible.

9. INTERNATIONAL USERS
9.1 Global Visitors
While we welcome visitors from around the world, our main market is US-based. Our website and services are designed to comply with United States laws and regulations.

9.2 Non-Applicability of Foreign Laws
Any legal requirements from another country, including but not limited to the General Data Protection Regulation (GDPR) of the European Union, do not apply to our website or services. By using our website, you acknowledge and agree that your data will be processed in accordance with US laws and this Privacy Policy.

9.3 Cross-Border Data Transfers
If you access our website from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States. By using our services, you consent to this transfer.

10. CHILDREN'S PRIVACY
Our website and services are not intended for individuals under the age of 18. We do not knowingly collect personal information from children under 18. If you are a parent or guardian and believe your child has provided us with personal information, please contact us immediately at legal@warriorwithin.coach.

11. CHANGES TO OUR PRIVACY POLICY
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last Updated" date. You are advised to review this Privacy Policy periodically for any changes.

12. CONTACT INFORMATION
If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

Warrior Within Coaching, LLC

Email: legal@warriorwithin.coach

By using our website or services, you acknowledge that you have read this Privacy Policy, understand it, and agree to be bound by it.

© 2025 Warrior Within Coaching, LLC. All Rights Reserved.