Privacy Policy

1. Introduction

Axivora Planning LLC ("Company," "we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy describes how we collect, use, store, share, and protect information about you when you visit our website, use our Services, communicate with us, or otherwise interact with our platform.

This Privacy Policy applies to all users of our website and Services, including visitors, registered users, clients, webinar participants, and group program members. By accessing or using our Services, you consent to the data practices described in this Privacy Policy. If you do not agree with any part of this Privacy Policy, please discontinue use of our Services immediately.

We recognize that privacy is a fundamental right, and we are committed to transparency in our data practices. This Policy is designed to provide you with comprehensive information about what data we collect, why we collect it, how we use it, and what choices you have regarding your information.

2. Information We Collect

2.1 Information You Provide Directly

We collect information that you voluntarily provide to us in various contexts, including:

• Contact Information: Your name, email address, phone number, mailing address, and other contact details when you fill out forms, register for services, or communicate with us.
• Account Information: Username, password, profile information, and preferences when you create an account on our platform.
• Payment Information: Credit card numbers, billing addresses, and other financial information necessary to process transactions. Note: Complete payment card data is processed by our third-party payment processors and is not stored on our servers.
• Coaching Session Data: Notes, questionnaire responses, assessment results, goal-setting information, progress reports, and other information shared during coaching engagements.
• Communication Data: The content of emails, messages, feedback, reviews, testimonials, and other communications you send to us or share through our platform.
• Survey and Feedback Data: Responses to surveys, polls, feedback forms, and satisfaction questionnaires we may provide.
• Employment/Professional Information: Job title, company name, industry, years of experience, and other professional details relevant to our coaching services.

2.2 Information Collected Automatically

When you visit our website or use our Services, we may automatically collect certain information, including:

• Device Information: Device type, operating system, browser type and version, screen resolution, device identifiers, and language preferences.
• Usage Information: Pages viewed, links clicked, time spent on pages, navigation paths, features used, search queries, and other interaction data.
• Location Information: Approximate geographic location based on your IP address, time zone settings, and language preferences.
• Network Information: Internet Protocol (IP) address, Internet Service Provider (ISP), and connection type.
• Referral Information: The URL that referred you to our website, search engine and keywords used, and other referral data.

2.3 Cookies and Similar Technologies

We use cookies, web beacons, pixel tags, and similar tracking technologies to collect information about your browsing activities and to distinguish you from other users. Cookies are small data files placed on your device that help us improve your experience, understand usage patterns, and deliver personalized content.

Types of cookies we use include:

• Essential Cookies: Required for the operation of our website and cannot be disabled. They include session cookies that allow you to navigate our site and use its features.
• Analytics Cookies: Help us understand how visitors interact with our website by collecting and reporting information anonymously. We use this data to improve our website's functionality and user experience.
• Functional Cookies: Enable personalized features such as remembering your preferences, language settings, and login information.
• Marketing Cookies: Used to track visitors across websites to display relevant and engaging advertisements. These cookies may be set by third-party advertising partners.

You can control cookies through your browser settings. Most browsers allow you to block or delete cookies, but doing so may affect the functionality of our website. For more information about managing cookies, please refer to your browser's help documentation.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Service Delivery: To provide, maintain, and improve our coaching services, webinars, group programs, and other offerings.
• Personalization: To tailor our Services to your individual needs, preferences, and goals, including customizing coaching approaches and content recommendations.
• Communication: To send you service-related notices, session reminders, progress updates, newsletters, promotional materials, and other communications you have opted into.
• Payment Processing: To process transactions, send invoices, manage billing, and maintain financial records.
• Analytics and Improvement: To analyze usage patterns, measure the effectiveness of our Services, identify areas for improvement, and develop new features and offerings.
• Security and Fraud Prevention: To detect, investigate, and prevent fraudulent transactions, unauthorized access, and other illegal activities, and to protect the rights, property, and safety of our users and the public.
• Legal Compliance: To comply with applicable laws, regulations, legal processes, and governmental requests.
• Business Operations: To manage our business, including but not limited to internal record-keeping, quality assurance, training, and administrative purposes.
• Research and Development: To conduct research, analysis, and development activities to enhance our methodologies, frameworks, and service quality.

4. How We Share Your Information

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We may share your information in the following limited circumstances:

• Service Providers: We share information with trusted third-party service providers who assist us in operating our business, including payment processors, email service providers, website hosting providers, analytics platforms, and customer support tools. These providers are contractually obligated to protect your information and use it only for the purposes specified by us.
• Coaches and Facilitators: Information relevant to your coaching engagement may be shared with assigned coaches and group facilitators to deliver effective services.
• Legal Requirements: We may disclose your information when required by law, subpoena, court order, or other legal process, or when we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.
• Business Transfers: In the event of a merger, acquisition, reorganization, bankruptcy, or other similar event, your information may be transferred as part of the transaction. We will notify you of any change in ownership or use of your personal information.
• With Your Consent: We may share your information with third parties when you have given us your explicit consent to do so.

5. Data Security

We implement industry-standard technical, administrative, and physical security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit using SSL/TLS protocols.
• Encryption of sensitive data at rest.
• Regular security assessments and vulnerability testing.
• Access controls limiting employee access to personal information on a need-to-know basis.
• Employee training on data privacy and security best practices.
• Secure, SOC 2-compliant hosting environments.

While we strive to protect your personal information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security of your data. In the event of a data breach that affects your personal information, we will notify you and applicable regulatory authorities in accordance with applicable law.

6. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes for which it was collected, including to satisfy legal, accounting, or reporting requirements. The retention period depends on the nature of the information and the purpose of processing:

• Account Information: Retained for the duration of your account and for up to 3 years after account closure.
• Coaching Session Records: Retained for up to 5 years after the conclusion of the coaching engagement.
• Financial Records: Retained for up to 7 years as required by tax and accounting regulations.
• Marketing Preferences: Retained until you withdraw consent or opt out.
• Website Usage Data: Retained for up to 2 years.

When personal information is no longer needed, we will securely delete or anonymize it in accordance with our data retention policies and applicable law.

7. Your Rights and Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Access: The right to request a copy of the personal information we hold about you.
• Correction: The right to request correction of inaccurate or incomplete personal information.
• Deletion: The right to request deletion of your personal information, subject to certain exceptions.
• Portability: The right to receive your personal information in a structured, commonly used, machine-readable format.
• Restriction: The right to request restriction of processing of your personal information in certain circumstances.
• Objection: The right to object to processing of your personal information for direct marketing purposes or based on legitimate interests.
• Withdrawal of Consent: The right to withdraw consent at any time where processing is based on your consent.
• Non-Discrimination: The right not to receive discriminatory treatment for exercising your privacy rights.

To exercise any of these rights, please contact us using the contact information provided below. We will respond to your request within 30 days or as otherwise required by applicable law. We may need to verify your identity before processing your request.

8. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), including the right to know what personal information we collect, the right to delete personal information, the right to opt out of the sale or sharing of personal information, and the right to non-discrimination for exercising your privacy rights.

We do not sell your personal information as defined by the CCPA/CPRA. For the purposes of the CCPA, "personal information" does not include publicly available information from government records, deidentified or aggregated consumer information, or information excluded from the CCPA's scope.

To submit a verifiable consumer request, please contact us using the contact information below. You may also designate an authorized agent to make a request on your behalf.

9. International Data Transfers

Our Services are operated from the United States. If you are accessing our Services from outside the United States, please be aware that your personal information may be transferred to, stored, and processed in the United States, where data protection laws may differ from those in your jurisdiction. By using our Services, you consent to the transfer of your information to the United States and its processing there.

For users in the European Economic Area (EEA), United Kingdom, or Switzerland, we rely on Standard Contractual Clauses approved by the European Commission as the legal basis for international data transfers, where applicable.

10. Third-Party Links and Services

Our website and Services may contain links to third-party websites, applications, or services that are not operated or controlled by us. This Privacy Policy does not apply to such third-party services, and we are not responsible for the privacy practices of these third parties. We encourage you to review the privacy policies of any third-party services you visit or interact with.

11. Children's Privacy

Our Services are not directed to individuals under the age of 18. We do not knowingly collect, use, or disclose personal information from children under 18. If we learn that we have collected personal information from a child under 18, we will take steps to delete such information as quickly as possible. If you believe that a child under 18 has provided us with personal information, please contact us immediately.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technologies, legal requirements, or other factors. When we make material changes, we will notify you by posting the updated Privacy Policy on our website with a revised "Last Updated" date. We may also send you a notification via email for significant changes. Your continued use of our Services after any changes constitutes acceptance of the updated Privacy Policy.