PRIVACY POLICY
Updated: 10/15/2026
Renew Mindset Coaching, LLC (the “Company,” “Renew Mindset Coaching,” “we,” “us,” or “our”) is committed to respecting the privacy of individuals who access our website, purchase our products, communicate with us, or participate in our services.
This Privacy Policy (“Privacy Policy”) describes the categories of information we collect, how such information is used, processed, stored, and disclosed, the measures we take to safeguard personal information, and the rights and choices available to individuals under applicable law.
For purposes of this Privacy Policy, “Site” refers to the Company's website, located at https://renewmindset.com, and related webpages operated by the Company. “Services” refers collectively to the Company's coaching services, programs, memberships, courses, workshops, assessments, digital products, educational resources, and other offerings, whether provided individually, in groups, virtually, or through the Site.
This Privacy Policy applies to visitors, prospective clients, current and former clients, purchasers, subscribers, and other individuals who interact with the Company.
Use of certain Services may also be governed by separate coaching agreements, purchase terms, or Terms & Conditions. Those documents address the contractual relationship between the Company and the Client, while this Privacy Policy describes the Company's information practices.
I. INFORMATION WE COLLECT
The Company may collect Personal Information and technical or usage information in connection with the Site and Services.
“Personal Information” means information that identifies, relates to, describes, or could reasonably be linked to an identifiable individual, as defined under applicable law.
Information that has been properly aggregated or de-identified so that it cannot reasonably be associated with an identifiable individual may not constitute Personal Information under applicable law.
1. Information Collected Directly From You
Depending on your interactions with the Company, we may collect:
● Name, email address, telephone number, mailing address, and other contact information.
● Account registration information and communication preferences.
● Information submitted through inquiries, forms, questionnaires, assessments, surveys, and coaching applications.
● Billing details, transaction histories, purchase information, and payment-related records.
● Information voluntarily shared during coaching, including personal experiences, relationship concerns, family circumstances, communication patterns, goals, and emotional well-being.
● Coaching exercises, worksheets, session notes, progress records, and related documentation.
● Session transcripts when transcription has been authorized.
● Communications sent through email, text, telephone, online forms, and other approved channels.
Certain information shared during coaching may be particularly sensitive. We recognize the personal nature of this information and handle it in accordance with this Privacy Policy and applicable law.
2. Information Collected Through Technology
When you access the Site or interact with our online Services, we and our service providers may automatically collect certain technical information, including:
● Internet Protocol (IP) address.
● Browser type, device type, and operating system.
● Pages visited, referral sources, and approximate usage activity.
● Date, time, and duration of website interactions.
● Cookies, pixels, and similar tracking technologies, where used.
● Other technical information reasonably necessary for website functionality, security, analytics, or authorized marketing activities.
Some of this information may qualify as Personal Information under applicable privacy laws.
3. Cookies and Similar Technologies
The Company uses essential cookies and similar technologies to support Site functionality, maintain security, and remember visitor preferences.
The Company also uses Google Analytics to understand website activity, evaluate Site performance, and improve the visitor experience.
Visitors are presented with a cookie consent banner that allows them to accept optional analytics cookies or select essential cookies only.
When a visitor declines optional analytics cookies, Google Analytics is configured not to store analytics cookies. However, Google's consent-based measurement technology may still transmit limited, cookieless signals.
Visitors may also manage or delete cookies through their browser settings. Disabling certain cookies may affect Site functionality.
For additional information about the cookies and similar technologies used on the Site, please review our Cookies Policy at https://renewmindset.com/cookies-policy.
4. Information From Third Parties
The Company may receive information from third-party providers assisting with payment processing, scheduling, communications, website operations, customer relationship management, and other business functions.
Such information will be processed for legitimate business purposes and in accordance with applicable legal requirements.
5. Children's Privacy
The Company's coaching Services are intended for individuals aged 18 and older.
The Company does not knowingly solicit Personal Information directly from children under 13 through services directed to them.
Adults participating in coaching may voluntarily disclose information concerning children or family members. Such information will be handled as part of the applicable coaching records.
If the Company becomes aware that it has collected Personal Information from a child in violation of applicable law, it will take appropriate steps to address the matter.
II. HOW WE USE AND SHARE INFORMATION
1. Use of Personal Information
The Company may collect, use, and otherwise process Personal Information for the following purposes:
● Providing, administering, and delivering the Services.
● Responding to inquiries and communicating with prospective and existing clients.
● Scheduling appointments and managing client relationships.
● Processing purchases, payments, invoices, and other transactions.
● Preparing for coaching sessions and maintaining relevant coaching documentation.
● Tracking coaching progress and supporting continuity of services.
● Delivering educational resources, products, and requested communications.
● Providing customer service and resolving disputes.
● Maintaining accurate business, financial, and administrative records.
● Improving the functionality, quality, and effectiveness of the Site and Services.
● Sending promotional communications where permitted by applicable law.
● Preventing fraud, unauthorized access, and misuse of Company systems.
● Complying with applicable laws, regulations, legal obligations, and enforceable requests.
The Company will not use confidential coaching transcripts in public marketing materials or testimonials without appropriate authorization.
2. Third-Party Service Providers
The Company may disclose Personal Information to third-party vendors, contractors, and service providers that perform functions on its behalf.
These functions may include customer relationship management, appointment scheduling, payment processing, communications, website hosting, video conferencing, transcription, document storage, analytics, and related business operations.
The Company's current service providers include:
HighLevel: Used for client relationship management and related business functions, which may include forms, scheduling, communications, and payment administration.
Google Meet: Used to conduct virtual coaching sessions and, with appropriate consent, generate session transcripts.
Google Drive: Used to store coaching session transcripts and related documents.
Third-party providers may process or store information in accordance with their contractual obligations, service terms, privacy policies, and applicable law.
The Company takes reasonable steps to select and use service providers appropriate to the nature of the information involved. However, the Company cannot guarantee that any third-party system is entirely free from security risks.
3. Disclosure for Legal, Safety, and Business Purposes
The Company may disclose Personal Information when it reasonably determines that disclosure is required or permitted by applicable law, including:
● Compliance with valid subpoenas, court orders, or other lawful legal processes.
● Responding to lawful requests from governmental or regulatory authorities.
● Investigating suspected fraud, unlawful activity, or violations of applicable agreements.
● Protecting the rights, property, or safety of the Company, its clients, or others.
● Addressing serious safety concerns where disclosure is legally authorized or required.
● Establishing, exercising, or defending legal claims.
Any disclosure will be evaluated in light of the circumstances and applicable legal requirements.
4. Business Transfers
In connection with a merger, acquisition, reorganization, sale of business assets, or similar transaction, Personal Information may be disclosed or transferred as permitted by applicable law.
Where legally required, affected individuals will receive appropriate notice or other protections.
5. Marketing and Advertising Practices
The Company may use contact information to send updates, educational resources, promotional offers, and other business communications where legally permitted.
Recipients may opt out of promotional emails using the unsubscribe instructions included in those communications or by contacting the Company.
Opting out of promotional communications does not necessarily prevent the Company from sending transactional, administrative, scheduling, or service-related communications.
The Company does not sell Personal Information in exchange for money. The Company is not currently operating website advertising or remarketing tags through its Google Tag Manager configuration. Certain advertising or analytics activities may nevertheless qualify as a “sale,” “sharing,” or targeted advertising under particular privacy laws. Where such laws apply, the Company will provide required disclosures and choices.
III. COACHING CONFIDENTIALITY, TRANSCRIPTION & DATA PRACTICES
1. Confidentiality of Coaching Information
The Company recognizes that coaching often involves the disclosure of sensitive personal experiences, relationship concerns, and private circumstances.
The Company is committed to handling coaching information with care, discretion, and appropriate confidentiality safeguards.
Confidentiality is subject to the terms of applicable coaching agreements and disclosures required or permitted by law.
Coaching services are not licensed mental health treatment, and communications with the Company may not qualify for the legal privileges available in certain licensed professional relationships.
The Company does not represent that all coaching information is protected under the Health Insurance Portability and Accountability Act (“HIPAA”). Whether particular legal protections apply depends on the circumstances and applicable law.
2. Session Transcription
With Client consent, the Company may use transcription features or third-party technology to generate written transcripts of coaching sessions.
Transcripts may be used for:
● Documenting coaching conversations.
● Tracking progress and previously discussed goals.
● Preparing for subsequent coaching sessions.
● Supporting continuity and quality of coaching services.
Clients may decline or withdraw consent to transcription without losing access to coaching services.
The Company currently stores session transcripts in Google Drive and does not routinely transfer those transcripts into HighLevel.
Transcripts are intended for authorized coaching-related purposes and will not be disclosed publicly without appropriate Client authorization.
Audio or video recordings, when used separately from transcription, are subject to applicable consent requirements.
3. Coordination With Outside Professionals
When a Client requests coordination with a licensed therapist or another outside professional, the Company will obtain appropriate authorization before disclosing confidential coaching information.
Information concerning another person will not be disclosed solely on the basis of a Client's authorization when additional authorization is legally required.
IV. HOW WE PROTECT INFORMATION
The Company implements reasonable administrative, technical, and organizational measures intended to protect Personal Information from unauthorized access, use, alteration, disclosure, or destruction.
Such measures may include account access controls, authentication procedures, restrictions on access to sensitive information, and security safeguards made available through third-party service providers.
The Company evaluates its information practices in light of the nature and sensitivity of the information involved.
Although reasonable precautions are taken, no electronic transmission, storage system, website, or third-party platform can be guaranteed completely secure.
Accordingly, the Company cannot warrant that unauthorized access, security incidents, or other technological risks will never occur.
Where a security incident triggers legal notification obligations, the Company will provide notices as required by applicable law.
V. DATA RETENTION & DELETION
The Company retains Personal Information only for as long as reasonably necessary for the purposes described in this Privacy Policy, subject to applicable legal, contractual, operational, and recordkeeping requirements.
Retention periods may differ depending on the category of information, the nature of the Services, and the reason the information was collected.
Coaching Records and Transcripts: Coaching notes, transcripts, and related documentation may be retained for legitimate coaching, administrative, and recordkeeping purposes and reviewed for deletion when no longer reasonably necessary.
Client and Transaction Records: Signed agreements, invoices, payment histories, and other business records may be retained for longer periods where necessary to satisfy tax, accounting, contractual, or legal requirements.
Marketing Information: Contact information and communication preferences may be maintained until an individual unsubscribes, requests deletion where applicable, or the information is no longer required for the relevant purpose.
Legal Preservation: Information may be retained beyond ordinary retention periods when reasonably necessary to comply with applicable law, preserve evidence, respond to legal proceedings, or establish, exercise, or defend legal claims.
Deletion from active systems may not immediately remove information from backups, archived systems, or third-party infrastructure.
The Company may use automated retention or deletion procedures where appropriate, subject to safeguards designed to prevent deletion of information that must be preserved.
VI. YOUR RIGHTS REGARDING PERSONAL INFORMATION
Depending on your state or country of residence and applicable law, you may have certain rights concerning your Personal Information.
Such rights may include the ability to:
Request access to Personal Information maintained about you.
Request correction of inaccurate Personal Information.
Request deletion of certain Personal Information.
Withdraw consent where processing is based on consent.
Opt out of certain marketing communications or data processing activities.
Request additional information concerning the Company's collection, use, or disclosure of Personal Information.
Exercise other rights provided by applicable privacy laws.
These rights are not absolute and may be subject to exceptions, identity verification, retention obligations, and other legal requirements.
The Company will review and respond to verified privacy requests in accordance with applicable law.
Where required by law, individuals will not be discriminated against for exercising applicable privacy rights.
To submit a privacy-related request, contact [email protected].
VII. INTERNATIONAL DATA PROCESSING
The Company is located in the State of Georgia, United States.
Personal Information may be processed, transferred, or stored in the United States or other jurisdictions in which the Company's service providers operate.
Individuals accessing the Services from outside the United States acknowledge that information may be processed in jurisdictions with privacy laws different from those in their country of residence.
Where applicable law requires specific safeguards, transfer mechanisms, disclosures, or other measures for international processing, the Company will take steps necessary to meet those requirements.
Additional privacy rights or disclosures may apply to individuals in certain jurisdictions.
VIII. LINKS TO THIRD-PARTY WEBSITES
The Site or Services may contain links to third-party websites, applications, resources, or platforms not owned or controlled by the Company.
The Company is not responsible for the content, security, or independent privacy practices of those third parties.
This Privacy Policy does not govern information collected directly by independent third-party websites or services.
Individuals are encouraged to review the applicable privacy policies and terms before submitting Personal Information to third parties.
IX. CHANGES TO THIS PRIVACY POLICY
The Company reserves the right to amend or update this Privacy Policy to reflect changes in its Services, technology, information practices, or applicable legal requirements.
Revisions will be reflected by an updated effective date or revision date appearing at the beginning of this Privacy Policy.
Where required by applicable law, the Company will provide additional notice of material changes or obtain consent before implementing certain new processing activities.
The current version of this Privacy Policy will be made available through the Company's website.
X. CONTACT US
Questions, concerns, or requests regarding this Privacy Policy or the Company's handling of Personal Information may be directed to:
Renew Mindset Coaching, LLC
Website: https://renewmindset.com
Email: [email protected]
The Company will review privacy-related inquiries and respond as required by applicable law.
