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PRIVACY POLICY – KATIE WRIGHT PROFESSIONAL COACHING
 

Effective Date: October 27, 2025
 

1. Who We Are

We are Katie Wright Professional Coaching (referred to in this Privacy Policy as “Wright Coaching,” “we,” “us,” or “our”). We provide professional career coaching services to individuals, including through our website and related online services (the “Site”), and through live sessions conducted in person or remotely.
 

2. Purpose of This Privacy Policy

This Privacy Policy explains how we collect, use, disclose, and protect your Personal Information when you use our Site or otherwise engage our career coaching services, whether delivered in person in Ontario, Canada or remotely to individuals located in other Canadian provinces and internationally (collectively, the “Services”). We are guided by the Personal Information Protection and Electronic Documents Act (Canada) (“PIPEDA”) and applicable provincial laws. By accessing the Site or using the Services, you acknowledge that you have read and understand this Privacy Policy and you consent to our handling of your Personal Information as described herein.

If you have questions about this Privacy Policy, please contact us at katie@katiewrightcoaching.com
 

3. If You Elect Not to Provide Personal Information

You may choose not to provide Personal Information. However, if you do not provide information that is necessary to deliver the Services, we may be unable to register you, schedule or conduct sessions, process payments, or otherwise provide the Services.


4. What Is Personal Information

“Personal Information” means information about an identifiable individual. Depending on your interactions with us, this may include: name, postal address, telephone number, email address, demographic information, payment information, billing and transactional details, communications and preferences, session scheduling information, coaching goals, career history and interests, resume or employment-related information you choose to share, feedback and assessment responses, website and app usage information (including IP address, device identifiers, browser type, operating system, referral source, pages viewed, and time spent), and any other information you choose to provide to us in connection with the Services or your use of the Site.

We do not require or request “sensitive” information (e.g., health information) for our Services. If you voluntarily provide such information, you consent to our processing of that information for the purposes described in this Policy.
 

5. Why We Collect Personal Information

We collect and use Personal Information to:

  • provide, operate, schedule, and deliver the Services (including individual coaching sessions in person, by telephone, and via online platforms such as Microsoft Teams and Zoom);

  • verify identity; create and manage accounts and client profiles; and communicate with you about the Services;

  • record and maintain session notes and coaching records, including notes created manually, on a computer, or with the assistance of authorized artificial intelligence–enabled note-taking or transcription tools;

  • process payments and manage transactions;

  • provide technical and client support, respond to inquiries, and address feedback or complaints;

  • personalize, develop, enhance, and improve our Site and Services, including through analytics and research;

  • send service-related communications and, with consent where required, marketing communications and promotional offers; and

  • satisfy legal, regulatory, insurance, accounting, and audit requirements, and enforce our agreements.

We may also aggregate and de-identify data to analyze usage and improve our Services. Aggregated or de-identified information is not Personal Information.
 

6. How We Collect Personal Information

(a) Directly from You. We collect Personal Information that you provide when you register or schedule sessions, complete forms, upload documents, participate in assessments or surveys, communicate with us, or otherwise use the Site or Services.

(b) During Coaching Sessions. We collect Personal Information during in-person sessions, telephone interviews, and virtual sessions conducted via platforms such as Microsoft Teams and Zoom. With your consent where required by law, we may create session notes or use authorized transcription or AI-enabled note-taking tools to assist in maintaining accurate records and delivering the Services.

(c) Automatically from Your Device. When you use the Site, we automatically collect certain technical information using cookies, device identifiers, and similar technologies as described in Section 9.

(d) From Service Providers and Partners. We may receive information from third-party service providers who support our delivery of the Services (for example, scheduling, payments, communications, analytics, and conferencing platforms) as permitted by law and in accordance with this Privacy Policy.
 

7. Sharing of Personal Information

We do not sell your Personal Information. We may disclose Personal Information as follows:

  • Service Providers. To third parties that perform services on our behalf, including hosting, data storage, scheduling, conferencing platforms (e.g., Microsoft Teams, Zoom), AI-assisted note-taking or transcription tools, payment processing, email and SMS communications, analytics, customer support, and IT/security. These providers are contractually required to protect Personal Information and to use it only for the purposes of providing services to us.

  • Legal and Compliance. Where required or permitted by applicable law, including in response to lawful requests from public authorities; to comply with legal obligations; to protect our rights, safety, or property; to detect, prevent, or address fraud, security, or technical issues; or in connection with legal claims.

  • Business Transactions. In the event of a prospective or completed merger, acquisition, financing, sale, or other transaction involving all or part of our business, Personal Information may be disclosed under appropriate confidentiality protections and, where required, subject to additional notices.
     

8. Consent

We seek to collect, use, and disclose Personal Information with your knowledge and consent, except where otherwise permitted or required by law. Your consent may be express (e.g., written or verbal agreement) or implied (e.g., when you provide information necessary for the Services). Where required by law, we will seek your express consent for particular activities, such as sending marketing communications or enabling certain types of recording or transcription. You may withdraw your consent at any time, subject to legal or contractual restrictions and reasonable notice. Withdrawal of consent may affect our ability to provide some or all of the Services.
 

9. Cookies and Device Identifiers

We use cookies, device identifiers, and similar technologies to operate and improve the Site, remember your preferences, and perform analytics. You can control cookies through your browser settings, though disabling cookies may affect Site functionality. Any Personal Information collected via cookies or similar technologies will be treated in accordance with this Policy.
 

10. Site Usage Information

We collect and analyze aggregated, de-identified Site usage information to evaluate and improve our Site and Services. Aggregated data does not identify you personally. We may share aggregated statistics with service providers or partners to support analytics and improvement.

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11. Session Notes, Recordings, and AI-Assisted Tools

We may create coaching notes and summaries during or after sessions. With your consent where required by law, we may use authorized third-party transcription or AI-enabled note-taking tools to assist in creating and organizing notes. Unless expressly agreed with you in advance, we do not make audio or video recordings of coaching sessions. If a session is to be recorded, you will receive prior notice and the opportunity to consent or decline. Where AI-assisted tools are used, we take reasonable steps to ensure that those providers implement appropriate privacy and security safeguards and are subject to contractual obligations to protect your Personal Information and to use it only to provide their services to us.

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12. Cross-Border Transfers

We are located in Ontario, Canada. We provide Services to clients across Canada and internationally. Personal Information may be transferred to, processed, and stored outside your province, state, or country, including in the United States and other jurisdictions where our service providers are located. Such jurisdictions may have privacy laws that differ from those in your home jurisdiction. When Personal Information is transferred to other jurisdictions, it may be subject to lawful access by courts, law enforcement, or regulatory authorities in those jurisdictions. We take appropriate measures, consistent with PIPEDA and applicable law, to safeguard Personal Information transferred across borders, including by using contractual protections where appropriate.

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13. Children’s Privacy

Our Services are intended for adults. We do not knowingly collect Personal Information from children under the age of 16 without verifiable parental consent. If you believe a child has provided us with Personal Information, please contact us and we will take appropriate steps to delete such information.

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14. Security and Retention

We maintain administrative, technical, and physical safeguards appropriate to the sensitivity of the Personal Information we hold, including secure networks, access controls, encryption where appropriate, and staff training. No system can be guaranteed 100% secure, but we take reasonable steps to protect Personal Information against unauthorized access, disclosure, or misuse. We retain Personal Information for as long as necessary to provide the Services, to comply with our legal obligations, to resolve disputes, and to enforce our agreements. Retention periods may vary based on the nature of the information and legal requirements.

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15. Marketing Communications

Where legally required, we will obtain your consent before sending you Commercial Electronic Messages (CEMs), including emails or texts about promotions or services. You may withdraw your consent or opt out of CEMs at any time by following the unsubscribe instructions in the message or by contacting us. Opting out of marketing communications will not affect our service-related communications or the processing of Personal Information necessary to provide the Services.

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16. Links to Third Parties

The Site may link to third-party websites or services. We are not responsible for the privacy practices of such third parties. We encourage you to review their privacy policies.

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17. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. The “Effective Date” at the top of this Policy will indicate when it was last updated. Your continued use of the Site or Services after an update constitutes your acceptance of the revised Policy.

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18. Governing Law

Our privacy practices are governed by the laws of Canada and the Province of Ontario. By providing Personal Information to us, you consent to its transfer, processing, and storage in accordance with this Privacy Policy and applicable the laws in force in the Province of Ontario and the federal laws of Canada applicable therein, without reference to conflict of laws principles. By entering into this Agreement, the parties hereto agree to submit to the jurisdiction of the courts of the Province of Ontario, including the federal courts resident therein, and to waive any objections based upon venue.

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19. Contact Us

For questions, requests, or complaints regarding this Privacy Policy or our privacy practices, please contact: katie@katiewrightcoaching.com

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