Privacy Policy

Root to Rise Coaching ("we", "us", or "our") respects your privacy. This policy explains what personal information we collect through this website and our coaching services, why we collect it, how we use it, how long we keep it, and your rights.

This website serves a Canadian audience and is governed by Canadian privacy law, including the federal Personal Information Protection and Electronic Documents Act (PIPEDA). We aim to apply data minimization and informed-consent principles throughout.

1. Who is responsible

Root to Rise Coaching is the business responsible for this site and the personal information collected through it.

2. What we collect

Information you give us

• Contact form data: name, email address, the message you write.
• Booking request data: name, email address, the date and time you select for an introductory call, and any optional note you choose to provide.
• Reflection questionnaire responses if you complete the optional questionnaire on the site (your selections only; no medical history is requested).
• Coaching intake notes after we agree to begin coaching: routines, goals, sensory preferences, and other information you choose to share.
• Email correspondence between you and us, retained for service delivery.

Information collected automatically

• Server access logs from our hosting provider (Cloudflare Pages), including IP address, request URL, and user agent. These are kept short-term for security, performance, and abuse prevention.
• Strictly necessary cookies and storage required for site features, such as remembering whether you have dismissed the questionnaire invite. See our Cookie Policy for details.

Information from payment processors

Payments are processed by Stripe. We receive limited transaction metadata (such as payment status, last four digits of the card, and your name and email as you provide them). We do not store full card numbers on this website. See our Payment Security page for more details.

3. Why we collect it

• To respond to your inquiry and to schedule and confirm introductory calls.
• To provide coaching, support delivery, and follow-up.
• To send service-related emails (booking confirmations, scheduling changes).
• To meet legal, accounting, and security obligations.
• To send occasional updates about Root to Rise Coaching, only if you opt in to marketing communications. You can withdraw this consent at any time.

4. Service providers we use

We use a small set of trusted vendors to operate the site and run the practice. Your information may be processed on their systems strictly to provide these services.

• Cloudflare Pages – hosting, content delivery, and request logging.
• Stripe – payment processing for paid services.
• Google Workspace (Gmail) – email delivery for contact form submissions and booking confirmations.

Some of these providers may store data outside Canada (for example, in the United States). They are bound by their own privacy commitments. By using this site, you consent to this cross-border processing.

5. How long we keep it

• Inquiry and booking emails: retained for up to 24 months from last contact, unless an active coaching relationship continues.
• Active coaching records: retained for the duration of the engagement and up to 7 years afterward to meet Canadian record-keeping expectations for receipts and tax records.
• Marketing list entries: retained until you unsubscribe, then removed within 30 days.
• Server access logs: retained short-term (typically 14–30 days) by the hosting provider.

6. Your rights

You have the right to:

• Ask what personal information we hold about you.
• Ask us to correct inaccurate information.
• Ask us to delete information we no longer need to keep.
• Withdraw consent for marketing or non-essential processing at any time.
• Receive a copy of your data in a common, machine-readable format on request.
• Make a complaint to the Office of the Privacy Commissioner of Canada if you are not satisfied with how we handle your information.

7. Minors and caregiver-supported communication

Some participants are minors or are supported by a parent, caregiver, or guardian. In those cases, we ask the responsible adult to make the inquiry, complete intake, and consent to coaching on behalf of the participant. We use information shared through caregivers solely to deliver coaching and to communicate progress.

8. Crisis and clinical care

Coaching is non-clinical. Please do not submit urgent medical, mental health, or crisis information through forms on this site. If you or someone you care for is in crisis, contact local emergency services or a clinical provider. See our Coaching Disclaimer for more details.

9. Security

We use HTTPS across the site, security headers (including a Content Security Policy and HSTS), and strong authentication on admin tools. We rely on Stripe’s PCI-DSS compliant infrastructure for payments. No method of transmission over the Internet is 100% secure, but we work to protect your information using reasonable safeguards.

10. Changes to this policy

We may update this policy as our services or applicable law change. The "Last updated" date at the top of this page reflects the most recent revision. Material changes will be highlighted on the site or communicated to active clients by email.