Privacy Policy

Effective Date: July 1, 2021

Purpose and Scope

The purpose of this Privacy Notice is to describe how Optify LLC (“Optify,” “us,” “we,” or “our”) collects, uses, and shares information about you through our online interfaces (e.g., websites, applications and services, including, without limitation, our coaching management platform and content available therethrough) owned and controlled by us, including but not limited to our website at optifycoaching.com (referred to herein as the “Services”).

This Privacy Notice covers our privacy practices with respect to the collection, use, and disclosure of information obtained:

  • Through the Services that link to this Privacy Notice including all information entered into and/or generated through such Services; and
  • Through the provision of sales and support services, professional services and webinars that we provide to customer.

If you are an individual who interacts with our Services through one of our customers, and you wish to obtain further information about how they process your personal information, please inquire directly with the applicable customer.  Please note that we are not responsible for the privacy or data security practices of our customers, which may differ from those set out in this Privacy Notice.  In addition, we may engage or partner with third party providers in connection with the provision of our Services.  Those third-party providers may have privacy policies which differ from the terms contained herein.  Although we endeavor to partner only with responsible third-party providers, we are not responsible for the privacy or data security practices of such third-party providers.

Information That We May Collect

Optify gathers two broad categories of information through our Services:

1) Information relating to your use of our Website. When you visit our website, we may track, collect, and aggregate information indicating, among other things, which pages of our website you visited, the order in which you visited them, when you visited them, and which hyperlinks you clicked.  In connection with our collecting of such information we may also log the IP address, operating system, and browser software used by you during your interaction with our website. We may be able to determine from an IP address, your Internet Service Provider and the geographic location of their point of connectivity. We may use this location data to improve your experience and for other reasons. We may also use cookies and web beacons when you visit our website.

2) Personal Data obtained through the use of our Services.  We may collect Personal Data that you provide to us when you register for an account, update or change information for your account, purchase products or services, sign-up for email updates, send us email messages, contact us by phone or through other applications, and/or when you interact with our various Services, including when you participate in and/or offer coaching sessions or access related content through our Services. We may use the Personal Data that you provide to respond to your questions, provide you with specific content or functionality and/or send you updates about our offerings, events, and send you email messages about Service maintenance and updates to our Services.

Specific information that we may collect includes, without limitation, the following:

  • When you register for an account through our Services, you may be required to provide us with Personal Data such as your name, email address, and phone number.
  • In order for us to provide you with updates and otherwise communicate with you regarding our Services, you may be required to provide us with Personal Data such as your name and email address.
  • Information you voluntarily provide to us; which may include, but not be limited to coaching goals, meeting history notes, and leadership and program surveys.
  • Contact details and, if applicable, information relating to your company and your role at the company.
  • Information about which of our services you are interested in.
  • Your credit card account details if you purchase a paid subscription to our Services.
  • Connectivity, technical and aggregated usage data, such as IP addresses and general locations, device data, date and time stamps of usage, and the recorded activity (sessions, clicks and other interactions) of customers in connection with the use of our services.

We may also gather information about our customers and potential customers from publicly available sources. This may include information about your business sector and the size of your company.

How we use the Information that we collect

We may use Personal Data and other information that we collect in some or all of the following ways and for some or all of the following purposes:

  • To provide you with the information you request.
  • To learn more about who is interested in our products and services.
  • To understand how users of our platform are using it, and which pages and features of the websites are most popular.
  • To help us improve the navigational experience on our web pages.
  • To track and prevent fraudulent activities and other inappropriate activities and monitor content integrity, manage security, and verify or authenticate information provided by you.
  • To provide you with marketing communications.  You may choose to opt out of further marketing communications from us through an unsubscribe link.
  • To identify you as an account holder.
  • To communicate with you about your account.
  • To recognize you when you communicate with us.
  • To bill you for your use of our products and services.
  • To gain a better understanding on how our customers evaluate, use and interact with our Services, and how we can continue to improve our products, offerings and the overall performance of our Services.
  • For research purposes to inform our product development and understanding of leadership and coaching that we may share in marketing and thought leadership
  • To share aggregated results data with sponsors

Your rights with respect to the Information

You have certain rights in relation to the Customer data that we obtain.  The exercise of these rights may vary depending on the data protection laws that apply in relation to Customer Data.

  • Except as set forth in this Privacy Notice or as specifically agreed to by you, Optify will not disclose any of your Personal Data. In addition to the other uses set forth in this Privacy Notice, we may disclose and otherwise use Personal Data as described below.
  • We use various service providers, vendors, and contractors (collectively, “Contractors”) to assist us in providing our Services to you. These Contractors may have limited access to your Personal Data in the course of providing their products or services to us, so that we in turn can provide our Services to you. These Contractors may include vendors and suppliers that provide us with technology, services, and/or content related to the operation and maintenance of our website and Services.  Access to your Personal Data by these Contractors is limited to the information reasonably necessary for the Contractor to perform its limited function for us.
  • We do not sell, rent, exchange or allow your data to be used by third parties for their own marketing purposes.
  • We may be required to share your Personal Data with various government authorities in response to subpoenas, court orders, or other legal processes; to establish or exercise our legal rights or to protect our property; to defend against legal claims; or as otherwise required by law. We also may share your Personal Data when we believe it is appropriate to investigate, prevent, or take action regarding illegal or suspected illegal activities and/or to protect and defend our rights or the rights of third parties.

Data Storage and Retention

We use industry standard physical, technical, and administrative security measures to keep your Personal Data confidential and secure.  Because networks including the internet are not 100% secure and are subject to breaches, we cannot guarantee the security of Personal Data, and there is some risk that an unauthorized third party may find a way to circumvent our security systems or that transmission of your information will be intercepted. It is your responsibility to protect the security of your login information.      The length of time we retain your Personal Data depends on the purposes for which we collect and use it and/or as required to comply with applicable laws and to establish, exercise, or defend our legal rights. If the purposes for which we collect and use your Personal Data are complete, we may, at your written request, delete your Personal Data.  If no request is made, we may remove identifying Personal Data, such as name and email address, and retain and analyze aggregate data to inform our services and business.

Changes to our Privacy Notice

We may change this Privacy Notice from time to time.  If we make changes, we’ll revise the updated date at the top of this notice, and we may provide additional notice such as on our website, account sign-in page, or via the email address we have on file for you.  We will comply with applicable data protection laws with respect to any changes we make to this notice and seek your consent to any material changes if this is required by applicable law.

International Users

Optify stores information about visitors to our website and users on servers located in the United States. By using our Services, you consent to the storage of your information inside the United States. If you are using the Services from outside the United States including from the European Union, you should know that your Personal Data will be transferred to and stored in servers located in the United States. The data protection and other laws of the United States and/or other countries might not be as comprehensive as those in your country. By using the Services, you acknowledge the transfer, storing, and processing of your information in and to the United States.

Additionally, if you are located in the EEA, UK, or Switzerland, you also have the right to lodge a complaint with your data supervisory authority.

Personal Data may be processed outside of the UK, Switzerland, and the EEA by Optify or our service providers, including to process transactions, facilitate payments, and to provide support services. We have entered into data processing agreements with our service providers that restrict and regulate their processing of your data on our behalf. By submitting your data or using our Services, you consent to this transfer, storage, and processing by Optify and its processors.

Cookie Policy

We use cookies to remember log-in details and improve the quality of our services and your interaction with our website by identifying information of importance to you as well as to maintain user sessions and to perform various analytics and enable customer success applications.

California Residents

California residents have the right to receive, once a year from Optify: (a) information identifying any third-party company(ies) to whom we may have disclosed (within the previous calendar year) “personal information” (as defined by California law) for that company’s direct marketing purposes; and (b) a description of the categories of personal information disclosed. If you are a California resident and wish to obtain such information, submit a request at security@optifycoaching.com; when you request the information, use the phrase “California Shine the Light Request” to help us appropriately identify your question, and include your mailing address, state of residence and email address so we can provide a response.

Third Party Links and Features

The Services may contain links to third-party websites such as social media sites, and also contain third-party integrations. If you choose to use these sites or features, you may disclose your information not just to those third-parties, but also to their users and the public more generally depending on how their services function. Optify is not responsible for the content or practices of those websites or services. The collection, use, and disclosure of your information will be subject to the privacy policies of the third-party websites or services, and not this Privacy Policy.

Children’s Privacy

Our Services are intended for general audiences but not for children under the age of 13. If we become aware that we have inadvertently collected “personal information” (as defined by the United States Children’s Online Privacy Protection Act) from children under the age of 13 without legally-valid parental consent, we will take reasonable steps to delete it as soon as possible. We also comply with other age restrictions and requirements in accordance with applicable local laws.

Contact Information

If you have any questions, comments or complaints about this Privacy Notice, please contact us by email: security@optifycoaching.com