Privacy Policy

Last updated: August 23, 2026

Introduction

Relationship Coach King, LLC, doing business as Relationship Coach and Coach King ("Relationship Coach," "we," "us," or "our"), is committed to protecting the privacy and confidentiality of the personal information we collect and maintain.

This Privacy Policy explains what information we collect, how we use and protect it, when it may be disclosed, and the choices available to you. It applies to visitors to relationship.coach, prospective and current coaching clients, quiz participants, newsletter subscribers, and others who communicate with us.

Coaching confidentiality is ethical and contractual, but it may not carry the same legal privilege as communications with a licensed therapist, physician, or attorney.

Information We Collect

Depending on how you interact with us, we may collect:

• Contact information: Your name, email address, telephone number, mailing address, and preferred method of communication.

• Scheduling and account information: Appointment dates, availability, calendar information, and information needed to manage your coaching relationship.

• Billing and transaction information: Billing address, invoices, payment status, transaction history, and whether coaching was paid, pro bono, or provided through an agreed barter arrangement. When a third-party payment processor is used, that provider processes the complete payment-card information. We generally receive transaction records rather than your full card number.

• Intake and coaching information: Information you provide through consultation forms, coaching agreements, intake forms, questionnaires, emails, quizzes, or coaching conversations. This may include personal history, relationships, goals, challenges, behavioral patterns, and other sensitive information relevant to coaching.

• Session records: Private notes created during or after coaching sessions, client goals, action items, progress records, and follow-up considerations.

• Recordings, transcripts, and AI-assisted notes: With your consent, coaching sessions may be recorded and transcribed using a disclosed service, including Fathom in connection with Zoom. These services may use automated or artificial-intelligence processing to produce recordings, transcripts, summaries, action items, and draft session notes.

• Credentialing records: With your consent, we may retain your name, contact information, coaching relationship dates, coaching hours, and payment category for International Coaching Federation ("ICF") credentialing and possible verification.

• Communications: Emails, text messages, voicemail, consultation requests, newsletter preferences, and other correspondence with us.

• Quiz and assessment information: Answers, scores, results, and contact information you submit through quizzes or assessments, including tools provided through ScoreApp.

• Website and technical information: IP address, browser and device type, operating system, referring pages, pages visited, approximate location, cookie identifiers, and information about how you use the website.

Session Recording, Transcription, and AI-Assisted Notes

Coaching sessions may be recorded or transcribed only when you have been informed and have consented. We will notify you when recording is active.

Fathom and related technology may process audio, video, transcripts, and session content to create summaries, action items, and draft notes. These materials are used to support the coaching relationship, maintain continuity between sessions, prepare for future sessions, and keep professional records.

AI-generated material is used as an administrative and reflective aid. It does not replace the Coach's professional judgment, determine your eligibility for services, diagnose a condition, or provide medical or mental-health treatment.

You may decline recording, withdraw your consent for future sessions, or ask that recording stop at any time. Declining recording will not prevent you from receiving coaching services.

Consent to routine recording and AI-assisted note preparation does not authorize us to give a recording or transcript to ICF, a mentor coach, an assessor, or another outside party. Any identifiable recording or transcript used for credentialing, mentor review, or external assessment requires a separate written release identifying the session and intended use.

How We Use Your Information

We may use your information to:

• Respond to inquiries and consultation requests.

• Provide, personalize, and administer coaching services.

• Schedule sessions and communicate about appointments.

• Prepare for sessions, document goals and progress, and identify possible follow-up topics.

• Create invoices, process transactions, and maintain business and tax records.

• Maintain an accurate coaching-hours log for ICF credentialing.

• Operate, secure, troubleshoot, and improve our website and services.

• Administer quizzes, assessments, downloads, and other resources you request.

• Send newsletters, updates, or promotional communications when you have opted in.

• Meet legal, contractual, ethical, accounting, and professional obligations.

• Protect the safety, rights, and property of our clients, our business, and others.

We may use anonymized or aggregated information for internal analysis, service improvement, professional education, or statistical purposes. We may also discuss non-identifiable, hypothetical coaching situations in professional supervision, consultation, mentoring, or training. We will not intentionally include information that reasonably identifies you without your permission.

We do not sell personal information or client coaching information.

Confidentiality and Disclosure

Client confidentiality is central to our coaching practice. We do not disclose identifiable intake information, coaching content, recordings, transcripts, or session notes without your authorization except when disclosure is reasonably necessary:

• To provide services through a disclosed service provider acting on our behalf.

• To comply with a valid subpoena, court order, law, regulation, or other legal obligation.

• To protect against a serious and imminent risk of harm to you or another person.

• To investigate fraud, misuse, security incidents, or unlawful activity.

• To enforce our agreements or protect our legal rights.

• In connection with a business reorganization, merger, sale, or transfer, subject to appropriate confidentiality protections and notice when required.

Service providers receive only the information reasonably necessary to perform their functions. Their handling of information is also governed by their own privacy policies, terms, and security practices.

ICF Credentialing Information

The Coach is pursuing and/or maintaining professional credentials through the International Coaching Federation.

With your consent, we may maintain your name, contact information, coaching relationship dates, coaching hours, and whether those hours were paid, barter, or pro bono. This information may be retained for credentialing documentation and possible verification or audit.

Detailed session notes are not part of the standard ICF coaching-hours log. We will not provide ICF with an identifiable session recording, transcript, or detailed account of your coaching conversations without a separate written release.

Website, Cookies, and Analytics

Our website uses necessary cookies and similar technologies to operate correctly and may use analytics and performance cookies to understand website traffic, improve performance, remember preferences, and measure the effectiveness of content.

This information may include your IP address, device and browser information, pages viewed, referring website, approximate location, and interactions with website forms or embedded content.

You can manage non-essential cookies through the website's cookie controls, including the cookie banner and any Manage Cookies link displayed in the footer. You may also delete or block cookies through your browser settings. Some website features may not function as intended if cookies are disabled.

Our website may contain links to or embedded content from other services, including social-media, audio, or video platforms. Those providers may collect information when you interact with their content according to their own privacy policies.

Third-Party Services

We use third-party providers to operate our website and coaching practice. Depending on the service you use, these may include:

• Squarespace for website hosting, forms, analytics, and website operations.

• Acuity Scheduling for consultations, appointment scheduling, intake forms, and package administration.

• Square for processing payments made through Acuity Scheduling.

• Zoom for video coaching sessions.

• Fathom for consensual session recording, transcription, summaries, and AI-assisted notes.

• Google Workspace for email, documents, calendars, spreadsheets, and record storage.

• ScoreApp for quizzes and assessments.

• Email and newsletter providers used to deliver requested communications.

• Accounting and administrative providers used to maintain financial and business records.

• Embedded media and social platforms when you interact with content displayed on the website.

These providers may process information in the United States or other locations. Their privacy policies and terms govern their own processing practices. We encourage you to review those policies when using their services.

Marketing Communications

We send newsletters, updates, downloads, or promotional communications only when you have requested them, consented to receive them, or when otherwise permitted by law.

You may unsubscribe at any time by using the unsubscribe link in an email or contacting us. Withdrawing marketing consent does not affect appointment reminders, invoices, service-related messages, or other communications necessary to administer an existing coaching relationship.

Data Security

We use reasonable administrative, technical, and physical safeguards appropriate to the nature of the information we maintain. These may include:

• Password-protected accounts and devices.

• Access restrictions and multifactor authentication where available.

• Secure or encrypted transmission and storage services.

• Limited access to client records.

• Locked storage for any handwritten materials.

• Reviewing and limiting the information retained by the practice.

No method of online transmission or electronic storage is completely secure. Although we take reasonable precautions, we cannot guarantee absolute security.

If we become aware of a security incident affecting your personal information, we will investigate and provide notice when required by applicable law.

Data Retention

We retain personal information only for as long as reasonably necessary to:

• Provide and administer coaching services.

• Maintain continuity and accurate business records.

• Satisfy tax, accounting, contractual, insurance, and legal obligations.

• Document coaching experience for ICF credentialing and possible audits.

• Resolve disputes, enforce agreements, or protect legal rights.

Different categories of information may be retained for different periods. Some information may remain temporarily in secure backups after deletion from active systems.

When information is no longer reasonably required, we will delete, destroy, or anonymize it using methods appropriate to the format and sensitivity of the information.

Your Choices and Privacy Rights

Depending on where you live and the laws that apply, you may have the right to:

• Request access to personal information we maintain about you.

• Ask us to correct inaccurate or incomplete information.

• Request deletion of certain personal information.

• Withdraw consent for future recording or optional processing.

• Object to or request limits on certain uses of your information.

• Request a portable copy of information you provided.

• Unsubscribe from marketing communications.

• Ask questions about how your information has been used or disclosed.

These rights may be subject to exceptions for legal, tax, contractual, security, credentialing, backup, or recordkeeping obligations.

We may need to verify your identity before completing a privacy request. We will not discriminate against you for making a lawful privacy request.

Children's Privacy

Our website and coaching services are intended for adults age 18 and older. We do not knowingly collect personal information from anyone under 18. If we learn that we have collected such information, we will take reasonable steps to delete it.

Changes to This Policy

We may update this Privacy Policy as our services, technology, or legal obligations change. The revised policy will be posted on this page with a new "Last updated" date.

Material changes affecting current coaching clients may also be communicated directly when appropriate.

Contact Information

For questions, privacy requests, corrections, consent withdrawal, or deletion requests, contact:

Aaron King
Relationship Coach King, LLC
Email: aaron@relationship.coach
Phone: (575) 613-8303
Website: relationship.coach