Terms of Service

These terms are between you and My Coaching Practice LLC, a limited liability company formed in Florida, United States (“we”, “us”). They govern your use of the software at www.my-coaching-practice.com and everything reachable from it.

Accepting them creates a record: the date and the version are stored against your account, and the version is printed at the top of this page. If we publish a version that materially changes your rights we will ask you to accept it again the next time you sign in.

You must be at least 18 and able to enter a contract. One account is one coach. A practice with three coaches buys three accounts - there are no seats, and sharing a login is a breach of these terms as well as a poor idea for a record of somebody else’s coaching.

We may decline to sell in a country. Which countries are open, and whether they are open to consumers, to businesses or to both, is a decision we take deliberately and can change.

This is coaching software, and it is not a medical record. You may not use it to deliver therapy, psychiatric treatment, diagnosis or any other clinical service, and you may not store protected health information as that term is used in HIPAA or its equivalents.

We are not a covered entity or a business associate, and we do not offer a Business Associate Agreement. If your practice needs one, this is not the right software and we would rather say so here than after you have moved your clients into it.

You remain solely responsible for the professional and ethical standards of your own practice, including deciding when a client needs a clinician rather than a coach.

You decide what you record about the people you coach. In data-protection terms you are the controller of that information and we are your processor: we hold it, we make it work, and we act on your instructions. The privacy policy and the Data Processing Agreement set out exactly what that means.

We do not impersonate you. There is no function anywhere in our administration console that signs in as a coach or reads a coachee’s record, and that is a structural property of the software rather than a policy we ask our staff to observe.

You agree not to:

• use the software to break the law, or to help somebody else break it;
• upload malware, or attempt to reach data belonging to another account;
• probe, scan or load-test the service without written permission;
• resell, sub-licence or white-label the software;
• use automated means to extract data at a scale the interface does not offer; or
• send bulk unsolicited mail through the platform.

Security researchers are welcome. Report what you find through the in-app support form and we will not pursue you for good-faith testing that stops short of accessing anybody’s data.

No limitation on coachees, within fair use. The plans place no limit on the number of coachees for a realistic solopreneur practice - use by one coach, at the size such a practice actually reaches. Accounts carry a technical review threshold: when an account reaches it we are notified, review the usage and raise the threshold.

Fair use of AI, dictation and storage. Every account includes a monthly allowance of AI processing and of dictation, and an allowance of storage, sized for that same realistic practice. The AI and dictation allowances renew each month. When an allowance is used up, only the feature that needs it pauses - AI drafts and dictation wait for the next month, new uploads wait until space is freed - and nothing you have stored is deleted. If your practice needs more, contact support and we will review it.

Where we see abnormal or automated usage we retain the right to limit the account - including the number of coachees, storage or AI use - and we will tell you why when we do.

Every plan starts with a free trial of 14 days. No card is required to begin it, and the length you are granted is fixed on the day you start - if we change the standard trial later, yours does not move.

Subscriptions renew automatically until cancelled, monthly or annually as you chose. Prices are shown before you buy and are effective-dated: if we raise a price you keep the one you signed up on unless we tell you otherwise in advance. Your billing currency is set by your billing country at checkout and cannot be changed afterwards without cancelling and re-subscribing.

On an annual plan we will remind you 14 days before it renews. Tax is added where it is due, at your own country’s rate.

Monthly plans are not refunded pro rata. Cancel whenever you like and the plan runs to the end of the period you have paid for. The free trial exists so that nobody pays before they have tried it.

Annual plans are not refunded either. Once paid, the year is yours to use: cancelling stops the next renewal, and the plan runs to the end of the year you have paid for.

Where a law gives you a right of withdrawal that cannot be waived, that right applies whatever the above says. The full policy is at /refunds.

If a payment fails we retry it and write to you. If an account stays unpaid it becomes read-only and then locked. Exporting requires an active paid plan: a read-only or closed account can still sign in and read, but not export. If one of your clients makes a legal request for their own data while your account is in that state, contact support and we will provide that client's data to you.

Your clients’ own links keep working while this happens. A booking page, a signing link or a questionnaire you have already sent stays live until an account is closed, because the person on the other end of it did nothing and should not lose a booked session over a billing dispute.

Closing an account - by you or by us - begins a 90-day period during which you can still sign in and read; to export, reactivate a paid plan before the period ends. We write to you at closure, at 60 days, and 7 days before the data is destroyed. Some records survive that destruction where the law requires it: invoices and countersigned agreements, principally. The final notice says which.

We aim to keep the service available and we do not promise that it always will be. We may change features, and we will not remove something you depend on without notice where we can avoid it.

Support is through the in-app form. We do not support your clients directly - their route to help is you, which is also the only arrangement consistent with us not reading their records.

We own the software. You own what you put into it: your practice details, your materials, your clients’ records. You grant us only the licence we need to run the service for you - to store, process, transmit and display your content, and to make backups.

The coaching tools we ship as a standard library are ours and are licensed to you for use in your own practice. Anything you write yourself stays yours.

Some features send text to a third-party model provider to produce summaries, briefings and drafts. Which provider, and what leaves the platform, is set out in the sub-processor list.

You can turn it off, for your whole account, and your content is not used to train anybody’s model. AI output is a draft. It is your professional judgement that decides what goes into a client’s record, not ours and not a model’s.

The service is provided “as is”. To the fullest extent the law allows we disclaim implied warranties of merchantability, fitness for a particular purpose and non-infringement.

Neither party is liable for indirect, incidental, special or consequential loss, or for lost profits or lost data, however caused. Our total liability in any twelve-month period is limited to the fees you paid us in that period.

Nothing here limits liability that cannot lawfully be limited - including for death or personal injury caused by negligence, for fraud, or for a consumer’s non-excludable statutory rights.

You will indemnify us against claims arising from your use of the service in breach of these terms, from your professional practice, or from content you put into the platform.

We may change these terms. The version is printed at the top of this page and recorded against your account when you accept it. A change that materially affects your rights is notified in advance and requires acceptance; continuing to use the service after a minor change is acceptance of it.

These terms are governed by the laws of the State of Florida, United States, without regard to conflict-of-law rules, and the state and federal courts located in Florida have exclusive jurisdiction.

If you are a consumer resident in the EU, the EEA or the UK, this does not deprive you of the protection of the mandatory law of your own country, or of your right to bring proceedings there.

Everything reaches us through the in-app support form, which routes to a person and creates a ticket with a response target. Security reports are treated as urgent from the moment they arrive.