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Privacy Policy

Introduction

This Privacy Policy describes how CheckinHQ (operator of coachcheck.in) (“we,” “us,” or “our”) collects, uses, discloses, and otherwise processes personal information in connection with CheckinHQ, the client check-in and coaching workflow service available at coachcheck.in (the “Service”).

The Service is designed for coaches and similar professionals who manage recurring check-ins with their clients. Coaches create accounts and enter client information. Clients may complete forms and receive messages without creating a CheckinHQ account.

Who is responsible for your information?

For personal information processed through the Service in connection with our relationship with the coach who uses CheckinHQ, CheckinHQ (operator of coachcheck.in) typically acts as a processor (or “service provider” under some U.S. state laws) on behalf of that coach for much of the client-related data the coach uploads or generates. We also act as a controller for certain information—such as account, billing (if applicable), security, analytics, and operational data—where we determine the purposes and means of processing.

Coaches are responsible for obtaining any required consents, permissions, and lawful bases for collecting and using their clients’ information in the Service, and for honoring client rights to the extent required by applicable law.

Information we collect

From coaches (account and profile)

  • Account credentials and authentication data (for example email address and password).
  • If you use third-party sign-in, we receive identifiers and profile details that provider shares with us according to your settings with that provider.
  • Name, contact details, and settings you configure in the product.

From coaches about their clients

  • Identifiers and contact information (for example name, email, phone number).
  • Scheduling and workflow data (for example check-in day, time, timezone).
  • Communication preferences (for example email, SMS, or other channels you enable).
  • Data needed for integrations you connect (for example account identifiers or credentials you choose to save in settings).

From clients and form respondents

  • Form submissions and any content or files submitted through check-in links, including answers to custom fields your coach configures. The categories of data depend entirely on what the coach asks.
  • Technical data associated with submissions (for example timestamps, IP address, device/browser).

Communications and feedback

  • Content of emails, SMS, and in-app messages sent through the Service (including templates, personalized bodies, and delivery metadata such as send time and channel).
  • Feedback coaches send to clients through the Service, including text and optional video recordings uploaded for delivery or storage.

Technical, cookies, and analytics

  • Log and diagnostic data, error reports, and security signals.
  • Cookies and similar technologies used for session management, preferences, and (when enabled) product analytics to understand how the Service is used.

How we use information

We use personal information to:

  • Provide, operate, maintain, and improve the Service.
  • Authenticate users, prevent fraud, and protect security and integrity.
  • Deliver automated or manual check-in reminders, nudges, and related messages through the channels you configure.
  • When you enable related settings, generate optional AI-assisted wording for messages based on templates and context you provide (see “Artificial intelligence” below).
  • Provide support, respond to requests, and communicate about the Service.
  • Comply with law, enforce our terms, and defend legal claims.
  • Analyze usage in aggregate to understand product performance (including analytics).

We use Microsoft Clarity to better understand how users interact with the Service so we can improve usability and the overall user experience.

Legal bases (EEA, UK, and similar jurisdictions)

Where GDPR or similar laws apply, we rely on one or more of the following:

  • Contract — processing necessary to provide the Service to coaches.
  • Legitimate interests — for example securing the Service, improving features, and limited analytics, balanced against your rights.
  • Consent — where required for cookies, marketing, or optional features (you may withdraw consent where applicable).
  • Legal obligation — where we must retain or disclose information by law.

Artificial intelligence

If you enable optional AI-assisted wording for messages, portions of your templates and related context (for example names, scheduling hints, and link text) may be processed by third-party AI services we use to suggest subject lines or message bodies. You can turn this off in product settings if you do not want that processing.

How we share information

We share personal information with service providers who help us run the Service under our instructions (for example hosting, authentication, email and SMS delivery, analytics when enabled, and AI processing when you opt in). We may also share information when required by law, to protect rights and safety, or in connection with a business transaction (such as a merger) subject to appropriate safeguards.

We do not sell personal information for money. Some laws treat certain analytics or advertising technology as a “sale” or “sharing” of personal information. Where those laws apply, we describe our practices here and honor applicable opt-out rights. You can control cookies in your browser settings.

For more information about Microsoft Clarity, see Microsoft Privacy Statement.

International transfers

We may process information in the United States and other countries where we or our vendors operate. Where required, we use appropriate safeguards (such as Standard Contractual Clauses) offered by vendors or implement supplementary measures as appropriate.

Retention

We retain information for as long as necessary to provide the Service, comply with law, resolve disputes, and enforce agreements. Actual retention depends on the data type, your coach’s practices, and product features (for example whether data is deleted when a coach removes a client or closes an account). Aggregated or de-identified data may be retained longer.

Security

We implement technical and organizational measures designed to protect personal information. No method of transmission or storage is completely secure; we encourage strong passwords and safeguarding integration credentials.

Your rights and choices

Depending on your location, you may have rights to access, correct, delete, export, restrict, or object to certain processing, and to lodge a complaint with a supervisory authority. Coaches can exercise many controls directly in the product. Clients should contact their coach first for access or deletion requests relating to check-in data; we will assist coaches where required by law.

To submit a request to us directly, email contact@coachcheck.in. We may need to verify your identity before responding.

U.S. state privacy notices

Residents of certain U.S. states (including California) may have additional rights regarding personal information under applicable state laws, such as rights to know, delete, and correct personal information, and to opt out of certain types of sharing that may be considered “selling” or “sharing” under those laws. We do not knowingly sell personal information for monetary consideration. Contact us at contact@coachcheck.in to exercise rights; you may appeal certain decisions as provided by law.

Sensitive information: Coaches should not use the Service to collect sensitive categories of information unless they have a lawful basis and appropriate safeguards. We do not intend the Service to be used as a regulated medical record system.

Children’s privacy

The Service is not directed to children under 13 (or the age required by your jurisdiction). Coaches must not invite minors to use the Service in violation of law. If you believe we have collected information from a child, contact us and we will take appropriate steps to delete it.

Changes to this policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and update the “Last updated” date. Where required, we will provide additional notice.

Contact

Questions about this Privacy Policy: contact@coachcheck.in