Not Therapy — Privacy Policy

Effective Date: March 1, 2026 | Last Updated: June 8, 2026

This Privacy Policy explains what information Not Therapy Coaching LLC collects, why we collect it, how we use and store it, who can access it, and what rights you have over it. We wrote it in plain English on purpose. If something is unclear, reach out to us directly.

Not Therapy Coaching LLC is a coaching company, not a clinical practice. We do not collect or process protected health information (PHI) as defined under HIPAA. That said, the information families share with us is sensitive, and we treat it that way.

1. Who This Policy Covers

This policy applies to:

• Anyone who visits nottherapy.me or nottherapycoaching.com (our website)

• Parents or guardians who submit an inquiry form, book a discovery call, or enter into a coaching engagement with us

• Young adult clients who participate in coaching

• Anyone who communicates with us through any channel listed in this policy

For clients under 18: we only accept minors (ages 16-17) in limited circumstances, and a parent or legal guardian must sign all agreements on their behalf. All data collection and processing practices described in this policy apply equally to minor clients.

2. Information We Collect

When You Visit Our Website

Our website is hosted on Framer and uses Google Analytics and HubSpot tracking. When you visit, we automatically collect:

• Browser type, device type, and operating system

• Pages visited, time on site, and referring URL

• IP address (used to estimate general location)

• Cookie identifiers (see Section 8 on cookies)

If you submit an inquiry form, we collect: your name, your child's first name, your email address, and your phone number. This data flows directly into HubSpot, our customer relationship management (CRM) platform.

When You Book a Discovery Call

We use HubSpot's meeting booking tool. When you book, HubSpot collects your name, email, and any information you provide in the booking form. We may also contact you via SMS through Sendblue (a team messaging platform) to confirm or follow up on your appointment.

Recording notice: Discovery calls are conducted over Zoom and recorded using Fathom, an AI notetaker. When you join the call, you will see the Fathom notetaker in the meeting room and will be prompted to consent to recording before the call begins. If you do not consent, please let us know and we will turn off recording for that call. Recordings and transcripts are accessible to the Not Therapy team.

When You Become a Client

Once a coaching engagement begins, we collect and store the following:

• Signed coaching agreement (via DocuSign)

• Payment information (processed through Stripe via HubSpot; we do not store full card numbers)

• Text messages between you (parent or client) and your coach or Family Manager, sent via standard SMS or through Sendblue, a team messaging platform

• Voice call recordings from in-person or field sessions, recorded using a Pocket device (a small recording device used by coaches in the field). You will be informed before any call is recorded.

• Transcripts and summaries generated from those recordings

• Weekly and monthly coaching update emails sent through Coach Copilot (our internal software) integrated with Gmail

• Coaching notes, milestone documentation, and progress assessments stored in Coach Copilot

All of the above is stored in Supabase, a cloud database platform, and displayed through Coach Copilot, our internal coaching management software.

3. How We Use Your Information

We use the information we collect to:

• Respond to your inquiry and determine whether coaching is a good fit

• Schedule and conduct discovery calls

• Deliver coaching services and manage your client relationship

• Send structured parent updates, milestone reports, and coaching communications

• Monitor coach communication compliance to ensure quality of service

• Process payment for services

• Generate AI-powered summaries of coaching calls and sessions to support coach oversight (see Section 4)

• Improve our internal systems and coaching model

• Analyze website traffic and marketing effectiveness

We do not sell your data. We do not use your information for advertising targeting. We do not share your information with third parties for their own marketing purposes.

4. AI Processing and Coach Copilot

This section is important. Please read it carefully.

We have built an internal software platform called Coach Copilot. It is used by coaches, Family Managers, and company administrators to manage client relationships, track coaching milestones, monitor communication, and maintain consistent quality across the coaching team.

Coach Copilot pulls in data from multiple sources, including text message threads, call recordings, and call transcripts. This data is stored in Supabase and is only accessible to authorized Not Therapy team members.

Coach Copilot uses Claude, an AI model developed by Anthropic, to generate summaries of coaching sessions and client communications. This means that some of the content of your communications with your coach may be processed by Anthropic's API. Anthropic's use of data submitted through the API is governed by their privacy policy, available at anthropic.com/privacy. We do not permit Anthropic to use your data to train their models under our API agreement.

By entering into a coaching engagement with Not Therapy, you consent to this processing as described. If you have questions or concerns about AI processing of your data, contact us before signing your coaching agreement.

5. Recording and Call Consent

We record certain calls and sessions. Here is where and how:

Discovery Calls (Zoom + Fathom)

Discovery calls are recorded via Fathom. You will see the Fathom AI notetaker (fathom.video) in the Zoom (zoom.us) meeting room and must click to acknowledge recording before the call proceeds. You will also receive access to the recording after the call. If you prefer not to be recorded, let us know before the call begins.

Coaching Sessions and Field Calls (Pocket Devices)

Coaches may record in-person sessions, field outings, or calls using a Pocket (heypocket.com) recording device. You will always be informed verbally before a session or call is recorded using this method. Recordings are stored in Supabase and may be transcribed and summarized through Coach Copilot.

By proceeding with a recorded session after being informed, you are providing your consent to that recording. Consent to recording is also covered in your coaching agreement.

California residents: California Penal Code Section 632 requires all parties to consent to recording of a confidential communication. Our consent process described above is designed to satisfy this requirement. If you have any concern about a recording that occurred without your knowledge or consent, contact us immediately at admin@nottherapycoaching.com.

6. Text Message Communications

We use two text messaging systems:

Standard SMS

Direct text messages between you and your coach or Family Manager, sent from individual phone numbers. These are stored in Supabase (supabase.com).

Sendblue

Sendblue (sendblue.com) is a team messaging platform that appears as iMessage to recipients. Group text threads (typically including the coach, Family Manager, and parent) are conducted through Sendblue. These messages are visible to Not Therapy administrators and are stored in Supabase.

By engaging in text communication with Not Therapy coaches or staff, you acknowledge that those messages may be visible to other authorized team members and stored in our systems.

7. Who Can Access Your Data

Access to client data is restricted to:

• Your assigned coach

• Your Family Manager

• Not Therapy founders and administrators

No other parties have access to your coaching communications, recordings, or personal information, except as described in this policy (i.e., third-party platforms listed in Section 9 that process data as part of delivering our services).

8. Cookies and Website Tracking

Our website uses cookies and similar tracking technologies. Specifically:

Google Analytics

We use Google Analytics to understand how visitors use our website. Google Analytics sets cookies that track session data, page views, and general traffic patterns. This data is aggregated and does not personally identify you. You can opt out of Google Analytics tracking using the Google Analytics Opt-out Browser Add-on at tools.google.com/dlpage/gaoptout.

HubSpot

Our inquiry form is embedded via HubSpot. HubSpot sets tracking cookies when you visit pages containing this embed, even before you submit the form. These cookies allow HubSpot to track visitor behavior and link form submissions to prior site visits.

9. Third-Party Platforms We Use

The following third-party platforms process data as part of delivering our services. Each has its own privacy policy and data processing terms.

• Framer (website hosting)

• HubSpot (CRM, inquiry forms, email, meeting scheduling)

• Stripe (payment processing)

• DocuSign (electronic agreements)

• Zoom (video calls)

• Fathom (call recording and transcription)

• Sendblue (team SMS messaging)

• Supabase (cloud data storage)

• Anthropic / Claude API (AI-powered call summaries via Coach Copilot)

• Google Analytics (website analytics)

We have data processing agreements or terms of service in place with each of these platforms. We do not permit these platforms to use your data for purposes beyond delivering the services described in this policy.

10. Data Retention

We retain client data indefinitely unless you request deletion. This includes coaching communications, recordings, transcripts, milestone documentation, and payment records.

We retain this data for the following reasons: to maintain continuity of care if a client returns after a gap, to support outcomes tracking and reporting, and to respond to any legal or compliance requirements.

If you would like your data deleted, see Section 11.

11. Your Rights

Regardless of where you are located, we extend the following rights to all clients and website visitors:

Right to Know

You can ask us what personal information we hold about you and how it is being used.

Right to Access

You can request a copy of the personal information we hold about you.

Right to Deletion

You can ask us to delete your personal information. We will honor this request to the extent permitted by law and our contractual obligations. Note that some data (such as payment records) may need to be retained for legal or tax purposes.

Right to Correct

You can ask us to correct inaccurate information we hold about you.

Right to Opt Out of Sale

We do not sell personal information. There is nothing to opt out of.

California Residents (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA), including the right to know the categories of personal information collected, the right to deletion, and the right to non-discrimination for exercising your rights. To submit a CCPA request, contact us at the information below.

To exercise any of these rights, email us at admin@nottherapycoaching.com or send a written request to 5400 Jain Ln #439, Austin, TX 78721. We will respond within 45 days.

12. Data Security

We take reasonable technical and organizational measures to protect the personal information we collect and store. Client data is stored in Supabase, which implements encryption at rest and in transit. Access to client data within our internal systems is limited to authorized team members only.

No system is completely secure. If you have reason to believe your information has been compromised, contact us immediately.

13. Children's Privacy

Our services are designed for young adults ages 18-24. We do not knowingly collect information from anyone under 13. In limited circumstances, we work with clients ages 16-17, and in those cases, a parent or legal guardian must provide consent for all services and all data collection practices described in this policy.

If you believe a minor's information has been collected without appropriate parental consent, contact us immediately.

14. Changes to This Policy

We may update this policy from time to time. If we make material changes, we will notify active clients by email before the changes take effect. The effective date at the top of this document will always reflect the most recent version.

Continued use of our website or services after a policy update constitutes acceptance of the updated terms.

15. Contact Us

If you have questions about this policy, want to exercise your privacy rights, or have a concern about how your data is being handled:

• Email: admin@nottherapycoaching.com

• Mailing address: 5400 Jain Ln #439, Austin, TX 78721.

We will respond to all inquiries within 5 business days.