Last updated: August 1, 2026

Key Coaching works with families, and that means we handle information about children. We take that seriously. This Privacy Policy explains what we collect, why we collect it, who we share it with, how long we keep it, and what you can do about it.

This policy applies to Key Coaching, LLC ("Key Coaching," "we," "us," or "our") and covers our website at thekeycoach.org, our online storefronts, our client portal, our coaching services, our courses and workshops, our emails and text messages, and our digital and printed products.

Two things we want you to know up front, before anything else:

Sessions may be recorded. Coaching sessions, workshops, and group programs — virtual and in person — may be recorded. Section 5 explains why we record, where recordings are stored, and how they may be used.

We will never use a minor's name or likeness in marketing without written parent or guardian permission. Not in a post, not in an ad, not in a course, not anywhere. Section 5.4 explains exactly how this works.

1. Information we collect

1.1 Information you give us

Contact and account information. This includes your name, email address, phone number, mailing address, and the username and password you create for our client portal.

Family information. This includes your child's first name and last name, age or grade, school, and the names and roles of the parents, guardians, or co-parents in your household.

Intake and coaching information. When you begin coaching, you share information about your child's strengths, challenges, routines, goals, and history. You may also choose to share school records such as report cards, IEPs, 504 plans, evaluation reports, or diagnostic information from a physician or psychologist.

Session content. This includes coaching notes, goals, action steps, task lists, progress tracking, informal screening or scorecard results, and messages you send us through the portal or by email.

Payment information. Our payment processors collect and store your card or bank details. We receive confirmation of payment, the last four digits of the card, billing name, and billing address. We do not store full payment card numbers ourselves.

Order and shipping information. When you buy a printed product, we collect your shipping address and order details.

Communications. This includes emails, text messages, form submissions, survey and feedback responses, testimonials, and comments.

Recordings and media. This includes session recordings, workshop recordings, photographs, and video, as described in Section 5.

1.2 Information we collect automatically

When you visit our website or use our portal, we and our service providers may collect your IP address, device and browser type, operating system, referring page, pages viewed, links clicked, time spent, approximate location derived from IP address, and similar usage data. We collect this through cookies, pixels, tags, and server logs. Section 7 explains cookies in more detail.

1.3 Information from other sources

We may receive information from our payment processors, our email and scheduling platforms, our advertising platforms, our shipping and print partners, and from people who refer you to us — including schools, therapists, physicians, and other families.

1.4 Sensitive information

Some of what you share with us is sensitive: information about a child's diagnosis, mental health, learning differences, or disability status. We collect it only when you choose to share it, we use it only to serve you, and we do not sell it or use it for advertising.

1.5 What FERPA and HIPAA do and do not cover

We are not a school, and we are not a healthcare provider or a HIPAA-covered entity. That means the records you share with us are not protected by FERPA or HIPAA once they are in our hands. They are protected by this policy, by our Terms and Conditions, and by our own confidentiality practices. We hold them carefully. We want you to understand the distinction before you decide what to share.

2. How we use information

We use the information we collect to:

Deliver coaching, courses, workshops, and products you have signed up for
Set up and manage your account, household, and portal access
Write and store session notes and track progress toward goals
Schedule sessions and send reminders
Process payments, send invoices, and manage payment plans
Fulfill and ship product orders
Answer your questions and provide support
Send service messages about your account, sessions, or purchases
Send marketing emails and text messages you have asked for
Create teaching and marketing content, subject to the rules in Section 5
Improve our services, materials, and website
Measure how our website and ads perform
Keep our services secure and prevent fraud or misuse
Meet legal, tax, and recordkeeping obligations
Respond to safety concerns as described in our Terms and Conditions

We do not use any information to make automated decisions that produce legal or similarly significant effects about you.

3. Legal bases for processing

If you are in a region that requires a legal basis for processing, we rely on: your consent, where you have given it; the performance of our contract with you; our legitimate interests in operating, securing, and improving our business; and compliance with legal obligations. Where we rely on consent, you may withdraw it at any time.

4. Children, tweens, and teens

This section governs. If anything else in this policy conflicts with it, this section wins.

4.1 Our website is for adults

Our website, online store, and checkout are directed to parents, guardians, educators, and other adults. They are not directed to children. We do not knowingly collect personal information online from a child under 13 without verifiable parental consent, as required by the Children's Online Privacy Protection Act.

4.2 We collect a minor's information from the parent

For coaching clients under 18, we collect information about the minor from the enrolling parent or legal guardian — not from the child directly through a website form. A parent or guardian provides the intake information, agrees to our Terms, and decides what to share.

4.3 Teen portal accounts

Our client portal supports teen accounts. A teen account is created only by invitation from a parent or guardian who has already agreed to these terms on the minor's behalf. A teen account has limited access: it shows the teen their own goals, tasks, and session materials.

4.4 Parental rights

A parent or legal guardian may at any time review the personal information we hold about their child, correct it, ask us to delete it, refuse to allow us to collect more, and withdraw any permission previously given. Email us and we will take care of it.

4.5 What we never do with a minor's information

We never sell a minor's personal information.
We never share a minor's personal information for cross-context behavioral advertising or targeted advertising.
We never use a minor's information for profiling.
We never use a minor's information to design features intended to increase the amount of time they spend with us.
We never use a minor's name, face, voice, image, likeness, artwork, or written work in marketing, advertising, social media, courses, or any public material without separate written permission from a parent or legal guardian.

4.6 If we learn we collected something we should not have

If you believe your child provided us with personal information without your consent, please email us and we will delete it promptly.

5. Session recording and marketing use

5.1 Sessions may be recorded

Coaching sessions, workshops, group programs, and events — virtual and in person — may be recorded. We tell you this here, in our Terms, and at intake so that no recording ever comes as a surprise, and we ask for your acknowledgment before services begin.

5.2 Why we record

We record to write accurate session notes and capture what a client committed to, to review our own work and improve as a coach, to maintain continuity when time passes between sessions, and — in some cases — to create teaching examples and marketing content.

5.3 Where recordings live and who can see them

Recordings are stored in access-controlled accounts within Google Workspace and our client portal's storage. Only Colleen Yanez and any contractor who needs access to support your service can view them.

For an adult client, participation in a recorded session or event means you have consented to being recorded. We may use material that includes you for the marketing purposes above. You may opt out at any time by emailing us, and we will stop using material that identifies you going forward.

For a minor, consent works differently and more strictly. We will not use a minor's name, face, voice, image, likeness, artwork, or written work in any public or marketing material without separate, specific, written permission from that minor's parent or legal guardian. That permission is collected through a media release form, it names what it covers, and it is entirely optional. Declining it changes nothing about the coaching your child receives.

A parent or guardian may withdraw permission at any time by emailing us. We will stop using the material going forward and remove it from channels we control. We cannot recall material already printed, downloaded, or shared onward by others.

5.5 Anonymized examples

We do share what we learn from our work — patterns, common challenges, and approaches that help. When we do, we remove or change names, ages, schools, and other identifying details so that no client is identifiable. This is how we teach, and it does not require a release.

We do not sell your personal information, and we do not sell a minor's personal information.

We share information in these situations:

Service providers. We use trusted vendors to run our business, and they receive only what they need to do their job. These include our customer relationship and marketing platform, which handles our CRM, scheduling, email, text messaging, invoicing, and website; Google Workspace, for email, documents, storage, and Google Meet; our client portal's database and hosting providers; our payment processors; our online storefront; our print and shipping partners; and our website analytics and advertising platforms. These providers are contractually required to protect your information and to use it only for the services they provide to us.

Within your household. Information in your portal household is visible to the parents, co-parents, and teen client you have invited, according to the role each person holds. You control who is invited.

With your direction. If you ask us to coordinate with your child's school, therapist, physician, tutor, or another provider, we will share what you have authorized us to share.

Safety. We will share information when we believe in good faith that it is necessary to prevent harm to a child or another person, or to report suspected abuse or neglect as described in our Terms.

Legal. We will share information when required by law, subpoena, court order, or government request, and to establish, exercise, or defend legal claims.

Business transfer. If our business is sold, merged, or transferred, information may be part of that transaction. If that happens, we will notify you and this policy will continue to apply until it is replaced.

7. Cookies and tracking

We and our partners use cookies, pixels, and similar technologies for these purposes:

Essential. These keep you logged in, keep your cart working, and keep the site secure. They cannot be turned off.
Analytics. These help us understand which pages people visit and what works.
Advertising. These let us measure ad performance and show relevant ads on platforms such as Meta, Pinterest, and Google. We use them for adult audiences only.

You can control cookies through your browser settings. Blocking some cookies may affect how parts of the site work.

Global Privacy Control. We honor the Global Privacy Control (GPC) and other recognized universal opt-out signals. If your browser sends one, we treat it as a request to opt out of targeted advertising and any sharing of your personal information for that purpose.

8. Marketing emails and text messages

Email. When you buy from us, download a resource, or subscribe, we may send you marketing emails. Every one of them has an unsubscribe link. We will still send you service messages about your account, sessions, and purchases.

Text messages. If you give us your mobile number and agree to receive texts, we may send appointment reminders, service updates, and occasional marketing messages. Message and data rates may apply, and message frequency varies. Reply STOP to any message to opt out. Agreeing to texts is never a condition of buying anything from us. We do not share your mobile number with third parties for their own marketing.

9. Data security

We use reasonable administrative, technical, and physical safeguards to protect your information. These include access controls and role-based permissions in our portal, row-level security on our database, encryption in transit, password protection, multi-factor authentication on our core accounts, and limiting access to people who need it.

No system is perfectly secure. We cannot guarantee absolute security, and you share information with us with that understanding. If a breach occurs that affects your personal information, we will notify you as required by law.

10. Your privacy rights

Colorado, where we are located, gives its residents rights under the Colorado Privacy Act. Residents of California, Virginia, Connecticut, Utah, and a growing list of other states have similar rights. We extend the rights below to everyone who contacts us, wherever you live.

You may:

Know and access. Ask what personal information we hold about you and get a copy of it.
Correct. Ask us to fix information that is wrong.
Delete. Ask us to delete your personal information.
Take it with you. Get a portable copy of information you provided to us.
Opt out. Opt out of targeted advertising, the sale of personal information, and profiling. We do not sell personal information, and we do not use minors' data for any of these.
Withdraw consent. Take back any permission you have given, including a media release.
Be free from retaliation. We will not deny you service, charge you a different price, or reduce your service quality because you exercised a privacy right.

How to make a request. Email us at contact@thekeycoach.org with the words "Privacy Request" in the subject line and tell us what you would like. We will verify your identity before acting, usually by confirming details we already have on file. A parent or legal guardian may make a request on behalf of their minor child. An authorized agent may make a request on your behalf with proof of authorization.

Our timeline. We respond within 45 days. If we need more time, we will tell you why and take up to 45 additional days.

If we say no — your right to appeal. If we decline your request, we will explain why, and you may appeal by replying to our response with the word "Appeal." We will review the appeal and respond in writing within 45 days. If we deny the appeal, you may contact the Colorado Attorney General at coag.gov/file-complaint, or the attorney general of your own state.

11. Other websites and platforms

Our website links to other sites, and we maintain profiles on platforms we do not control, including social media, our online storefront, and our course and payment tools. This policy does not cover their practices. Please read their privacy policies before sharing information with them.

12. Where your information is processed

We operate in the United States, and our service providers store and process information here. If you use our Services from outside the United States, you understand that your information will be transferred to and processed in the United States, where privacy laws may differ from those in your country.

13. Changes to this policy

We may update this policy. When we do, we will change the "Last updated" date at the top and post the revised version here. If we make a material change to how we handle a minor's information or how we use recordings, we will notify current clients by email before it takes effect.

14. Contact us

Questions, requests, and concerns are all welcome. Please reach out.

Key Coaching
Email: contact@thekeycoach.org
Phone: 720-334-8125
Mailing address: 6302 Lakepoint Place, Parker, CO 80134
Website: thekeycoach.org

We do our best to respond to every message within two business days, and to every privacy request within the timeline in Section 10.