Privacy

Who we are

CoachYantra is practice-management software for coaches, operated by Mike Cruz LLP, 116, 8th Cross, 3rd Main, Jagdish Nagar, New Thipassandra Post, Bangalore 560075, India. GSTIN 29ABSFM1968Q1Z0. In this page “we” means that company and “you” means whoever is reading: a coach who uses CoachYantra, or a coachee whose coach does.

The two kinds of people in this product

A coach is our customer. They decide what to record about the people they coach, and they are responsible for having a lawful basis to do so. A coachee is a person their coach works with. For coachee information we act on the coach’s instructions rather than our own.

Under the Digital Personal Data Protection Act 2023, and the UK and EU GDPR where they apply, the coach is the Data Fiduciary (controller) for the information they hold about the people they coach, and CoachYantra is the Data Processor, acting on the coach’s instructions. For CoachYantra’s own account and billing data, we are the Data Fiduciary.

What we store, and the one thing we never do

We store the facts of the work, and a coach’s own private writing. For each session: when it was scheduled, when it actually started and ended, what kind of session it was, whether the person attended, what it billed, and whether it counts toward the coach’s accreditation hours.

About a coachee, a coach may record: name, email address, phone number, employer, job title, city and country, and where they are for tax purposes. Only what the coach chooses to enter.

Sessions are never recorded, transcribed or summarised by this product. There is no transcript field in our database, and a build check fails any database change that adds one. A coach may write private notes on a session and keep a private journal: both are encrypted, only that coach can read them, and neither a coachee nor a company ever sees them; they cannot be copied into a report. Messages between a coach and a coachee, and each person’s own reflections, are stored encrypted too. A report a coach writes for a company is shown to the coachee to approve before it is sent.

If you apply, or are invited

Applying from the front page. We ask for your name, email address, the country you practise in, and your highest ICF and EMCC credentials (or None). If you tick which parts of running a practice you handle, we keep those too. On a chapter or partner page, we also keep whether you ticked that you are a member of the chapter named on that page (a yes or no; never a membership number). We use this to decide who receives a founding invitation or a trial, and to write to you about it: one email to confirm we have your application, and one if you are invited.

Coaches we add ourselves. Some coaches are known personally to Mike Cruz. We may add such a coach’s name and email address to our list of applicants and invite them. The record shows that we added it, not the coach. We never buy lists or copy names from directories.

Invitation links. An invitation email carries a link that proves the email reached you, so you do not have to type a code. The link holds no personal information you could read in it, and it works only for the address it was sent to. If a CoachYantra coach shares an invitation link with you, we record when the link was opened and whether it was used; the note a coach keeps on their own link is visible only to that coach.

Counting visits to the front page

We count how many times the public pages are seen and how many times each Apply or Try button is pressed, so we know which parts of the page help. Each count stores only what happened, which button, and when. It sets no cookie, keeps no identifier, and cannot tell one visitor from another. If your browser sends Global Privacy Control or Do Not Track, nothing is counted.

To stop anyone flooding these counts or an invitation link, we briefly keep a scrambled form of the internet address a request came from, made with a secret key so it cannot be turned back into the address. It is deleted within a day.

Private writing is encrypted

Three kinds of writing are encrypted before they reach our database: a coach’s own journal, a coachee’s own journal, and the commitments a coachee sets themselves. The database physically rejects any attempt to write them unencrypted.

A coach cannot read a coachee’s journal or commitments unless the coachee explicitly shares an entry. Our staff cannot read any of it in the ordinary course of running the service.

CoachYantra has no way to record a session and holds no recordings. If a coach records a session with the consent their agreement requires, the recording stays in the coach’s own tools, under that agreement.

Google Calendar

Connecting a calendar is optional and can be disconnected at any time. When connected, we ask for two separate permissions and use each narrowly.

Reading. We look at events to recognise which are coaching sessions, so a coach does not have to type them twice, to work out when they are free, and to show them their own week inside the product. A coach’s own entries are encrypted before they are stored, with the same protection as their private journal — so a copy of our database reveals nothing about anyone’s appointments. We cannot change anything we read, and we never show one person’s calendar to another: a coachee booking a slot sees only whether it is free.

Writing. We create a separate calendar of our own in the account and write only there — the buffers and blocks a coach has committed to, so nobody books over them. The permission we hold reaches that calendar and nothing else, so we are technically incapable of editing or deleting an appointment made by a person. By default what we write says only “Buffer”, never a coachee’s name. A coach can turn naming on for their own calendar, but it stays off unless they do — because a calendar can be shared for availability, shown on a screen in another meeting, synced to a phone, or opened by anyone else with access to the account.

Disconnecting. Disconnecting a calendar deletes the connection and everything we read through it — the stored events are removed with it. Unselecting a single calendar, without disconnecting the account, deletes just that calendar’s events. Revoking our access at myaccount.google.com/permissions stops any further reading, but does not by itself remove what we already hold — disconnect in the app to have it deleted. The separate calendar we created stays in your Google account for you to remove, because once you disconnect, the permission that could delete it is gone.

CoachYantra’s use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements. We do not use Google user data for advertising, we do not sell it, we do not allow humans to read it except where required for security or law, and we do not use it to train generalised artificial-intelligence models. You can revoke our access at any time at myaccount.google.com/permissions.

Who else touches it

• Supabase — our database and file storage, hosted in Mumbai, India.
• Vercel — runs the application itself.
• Google — only if a coach connects a calendar, and only as above.
• Anthropic — only for three optional features. Suggesting coaching competencies from a journal entry sends the words of that entry, and only after the coach has chosen to allow it. Suggesting more reflection questions sends only the angles and competencies chosen, never what was written. The help box sends only the question asked. A coach’s private session notes and a coachee’s writing are never sent. The Responsible AI policy sets out each use and its limits.
• Resend — delivers the emails the product sends: sign-in links, invitations, agreements to sign and payment reminders. It receives the recipient’s address and the email itself.

We do not sell personal information, and we do not use it for advertising.

Where it lives

In India, in Supabase’s Mumbai region. Every coach’s data is walled from every other coach’s in the database itself rather than by application code, and that wall is tested against a real database on every build.

How long we keep it

• Session and financial records: eight years by default, because that is a common tax record-keeping period. A coach can change this for their own practice.
• A practice that stops paying: up to 30 days. From 30 days after a trial or subscription ends unpaid, the practice and everything in it may be deleted, including the records above. The coach can download everything first.
• Applications: twelve months after the last thing that happened to them — sent, invited or declined — and then deleted. You can ask us to delete yours sooner.
• Calendar events we read: until you disconnect. Disconnecting the calendar, or unselecting it, deletes them; they go with the practice too.
• Visit counts: kept. They identify no one.
• Scrambled internet addresses used against flooding: one day.
• Security and audit logs: two years.
• Journals and commitments: until deleted. They belong to the person who wrote them, so we do not expire them on a timer.

Your rights

You may ask for a copy of your information, ask us to correct it, or ask us to delete it. A coach can download their whole practice without asking us while it is open, and for 30 days after a trial or subscription ends; after that, the practice may be deleted. If you are a coachee, approach your coach first — they hold the relationship and the record. If that does not resolve it, contact us and we will act on it directly.

You can reach our grievance officer at glady@mikecruzllp.com, and we respond within the timelines the DPDP Act sets. If you are in the UK or EU, write to the same address and we will appoint a representative where the law requires one.

Security

Private writing is encrypted at rest. Data is separated per coach at the database level. Access to production is limited and logged. No system is perfect, and we will tell you promptly and plainly if something happens that affects you.

Children

CoachYantra is not intended for anyone under 18, and we do not knowingly hold information about children.

Changes

If we change how any of this works we will update this page and tell coaches before it takes effect. The date at the top is when it last changed.

Contact

Our privacy officer is Glady Cruz, at glady@mikecruzllp.com. For anything else about the product, write to coachyantra@mikecruzllp.com.

By post: Mike Cruz LLP, 116, 8th Cross, 3rd Main, Jagdish Nagar, New Thipassandra Post, Bangalore 560075, India. GSTIN 29ABSFM1968Q1Z0.