Data Protection Policy

Last updated: May 16, 2025

Coaches Connect LLC ("Coaches Connect," "we," "us," or "our") is an Arizona limited liability company committed to protecting the privacy and security of your personal data. This Data Protection Policy describes how we collect, handle, store, and safeguard personal information in compliance with applicable law, including the Arizona Consumer Data Privacy Act (A.R.S. § 18-101 et seq.) and applicable federal law.

1. Policy Statement

Every day our business receives, uses, and stores personal information about our clients, affiliates, and partners. We take our data protection obligations seriously because we respect the trust placed in us when you share your personal information with us. This policy sets out the basis on which we process any personal data we collect or receive.

2. What Is Personal Data

Personal data means any information relating to an identified or identifiable individual — whether stored electronically or in paper form. This includes your name, email address, phone number, IP address, payment information, and any other information that can be used to identify you directly or indirectly.

"Processing" means any activity involving personal data, including collecting, recording, organizing, storing, using, disclosing, or deleting it.

3. Data Protection Principles

We are committed to ensuring that personal data is:

  • Processed lawfully, fairly, and transparently.

  • Collected only for specified, legitimate purposes and not processed in ways incompatible with those purposes.

  • Adequate, relevant, and limited to what is necessary.

  • Accurate and kept up to date.

  • Retained only as long as necessary for the stated purposes.

  • Processed securely, with appropriate technical and organizational safeguards.

  • Not transferred to third parties without appropriate protections in place.

4. Lawful Basis for Processing

We process your personal data only where we have a lawful basis to do so. These bases include:

  • Contract performance: processing necessary to deliver services you have purchased or to fulfill obligations under our agreement with you.

  • Legitimate interests: processing necessary for our legitimate business operations, such as fraud prevention, improving our services, and direct marketing to existing clients, provided these interests are not overridden by your rights.

  • Legal obligation: processing required to comply with Arizona law, federal law, or other applicable legal requirements.

  • Consent: where you have provided clear, affirmative consent, such as for email marketing.

5. Information We Collect and How We Use It

We collect information you provide directly (name, email, address, payment details) and information collected automatically (IP address, browser type, usage data, session activity). We use this information to provide and improve our services, process transactions, communicate with you, comply with legal obligations, and send marketing communications where permitted.

For more detail on the specific data we collect and how we use it, please refer to our Privacy Policy.

6. Data Security

We implement commercially reasonable technical and organizational measures to protect your personal data from unauthorized access, use, alteration, loss, or disclosure. These measures include:

  • Access controls limiting data access to authorized personnel with a legitimate business need.

  • Encryption and pseudonymization of sensitive data where appropriate.

  • Secure disposal of personal data that is no longer needed (digital deletion; paper destruction).

  • Employee training and confidentiality obligations.

  • Procedures for detecting, reporting, and responding to data breaches in accordance with Arizona's data breach notification law (A.R.S. § 18-552).

In the event of a confirmed data breach affecting your personal information, we will notify you as required by Arizona law.

7. Data Retention

We retain personal data only for as long as necessary to fulfill the purposes for which it was collected, including any applicable legal, tax, or regulatory retention requirements. Client records are generally retained for a minimum of seven (7) years following the end of the client relationship, consistent with Arizona and federal requirements. When data is no longer needed, we delete or destroy it securely.

8. Sharing and Transfers of Data

We do not sell your personal data. We may share personal data with authorized third-party service providers who process data on our behalf (such as payment processors, email marketing platforms, and analytics providers). All such providers are required to handle your data securely and in accordance with applicable law.

If we transfer personal data outside the United States, we will ensure appropriate safeguards are in place to protect your data consistent with applicable law.

9. Your Rights

You have the right to:

  • Know what personal data we hold about you and how it is used.

  • Access a copy of your personal data.

  • Request correction of inaccurate or incomplete data.

  • Request deletion of your personal data, subject to applicable legal retention requirements.

  • Opt out of the sale or sharing of your personal data (we do not sell data).

  • Opt out of targeted advertising based on your personal data.

  • Withdraw consent for any processing based on consent, without affecting prior lawful processing.

  • Lodge a complaint with a relevant supervisory authority.

To exercise any of these rights, please contact us at the information below. We will respond within 45 days as required under applicable Arizona law.

10. Subject Access Requests

You may submit a formal request to access the personal data we hold about you. To protect your privacy, we may require you to verify your identity before we process your request. We will not charge a fee for reasonable requests.

11. Third-Party Processors (Subprocessors)

We use third-party service providers to help us operate our business. These providers are authorized to process personal data only as instructed by us and are bound by appropriate data protection obligations. A list of our primary subprocessors is available upon request.

12. Changes to This Policy

We may update this Data Protection Policy periodically. We will notify you of material changes by posting the updated policy on our website with a revised "Last Updated" date. Your continued use of our services following any update constitutes your acceptance of the revised policy.

13. Contact

For any questions about this Data Protection Policy or to exercise your data rights, please contact us:

  • Email: support@coachesconnectllc.com

  • Mailing Address: Coaches Connect LLC, 4202 E. Elwood St, Phoenix, Arizona 85040, Arizona