PRIVACY POLICY

Last Updated: 7/24/2025

1. INTRODUCTION

Souls On Fire LLC ("we," "our," or "us") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website, coaching services, and digital products.

2. INFORMATION WE COLLECT

Personal Information You Provide:

• Account Information: Name, email address, phone number, billing address

• Payment Information: Credit card details, billing information (processed securely through third-party providers)

• Coaching Information: Session notes, progress records, personal development goals

• Communication Records: Emails, messages, support requests, feedback

• Profile Data: Bio, preferences, coaching history, program participation

Information Collected Automatically:

• Website Usage: Pages visited, time spent, click patterns, referral sources

• Device Information: IP address, browser type, operating system, device identifiers

• Cookies and Tracking: Usage patterns, preferences, session data

• Location Data: General geographic location based on IP address

Information from Third Parties:

• Payment Processors: Transaction confirmations and payment status

• Social Media: Profile information if you connect social accounts

• Analytics Services: Website performance and user behavior data

3. HOW WE USE YOUR INFORMATION

Primary Uses:

• Service Delivery: Provide coaching services, deliver digital products, manage accounts

• Communication: Send service updates, appointment reminders, program materials

• Payment Processing: Handle transactions, billing, and subscription management

• Customer Support: Respond to inquiries, resolve issues, provide assistance

Secondary Uses:

• Business Improvement: Analyze usage patterns, improve services, develop new offerings

• Marketing: Send newsletters, promotional content (with your consent)

• Legal Compliance: Meet regulatory requirements, respond to legal requests

• Security: Protect against fraud, unauthorized access, and security threats

4. INFORMATION SHARING AND DISCLOSURE

We DO NOT sell, rent, or trade your personal information to third parties.

We May Share Information With:

Service Providers:

• Payment processors (Stripe, PayPal)

• Email marketing platforms (for newsletters you subscribe to)

• Website hosting and analytics services

• Customer support tools

• Appointment scheduling platforms

Legal Requirements:

• When required by law, court order, or government request

• To protect our rights, property, or safety

• To prevent fraud or illegal activities

• In connection with legal proceedings

Business Transfers:

• If we sell, merge, or transfer our business assets

• You will be notified of any such changes

We Will NEVER Share:

• Specific coaching session content without explicit consent

• Personal health or trauma information

• Private communications or confidential discussions

• Financial information beyond necessary payment processing

5. COACHING CONFIDENTIALITY

Special Protections for Coaching Information:

• Session Confidentiality: Content of coaching sessions remains strictly confidential

• Progress Records: Personal development information is protected and private

• Health Information: Any health-related disclosures are treated as confidential

• Anonymized Use: We may use general trends and anonymous examples for business purposes

Exceptions to Confidentiality:

• Explicit written consent from you

• Legal requirement to disclose

• Imminent danger to yourself or others

• Court order or subpoena

6. DATA SECURITY

Security Measures:

• Encryption: All sensitive data is encrypted in transit and at rest

• Access Controls: Limited employee access on a need-to-know basis

• Regular Updates: Security software and systems are regularly updated

• Third-Party Security: We use reputable providers with strong security practices

Your Responsibilities:

• Keep your account credentials secure

• Use strong, unique passwords

• Log out of shared devices

• Report suspicious activity immediately

7. YOUR PRIVACY RIGHTS

You Have the Right To:

• Access: Request copies of your personal information

• Correction: Update or correct inaccurate information

• Deletion: Request deletion of your personal information (with limitations)

• Portability: Receive your data in a portable format

• Opt-Out: Unsubscribe from marketing communications

• Restrict Processing: Limit how we use your information

How to Exercise Your Rights:

Contact us at [email protected] with your request. We will respond within 30 days and may need to verify your identity before processing requests.

8. COOKIES AND TRACKING TECHNOLOGIES

Types of Cookies We Use:

• Essential Cookies: Required for website functionality

• Analytics Cookies: Help us understand website usage

• Marketing Cookies: Enable personalized content and ads

• Preference Cookies: Remember your settings and preferences

Managing Cookies:

• You can control cookies through your browser settings

• Disabling cookies may affect website functionality

• We respect "Do Not Track" signals where technically feasible

9. THIRD-PARTY LINKS AND SERVICES

External Links:

• Our website may contain links to third-party sites

• We are not responsible for their privacy practices

• Please review their privacy policies before providing information

Integrated Services:

• We use third-party tools (payment processors, email services)

• These services have their own privacy policies

• We choose providers with strong privacy protections

10. CHILDREN'S PRIVACY

• Our services are not intended for individuals under 18

• We do not knowingly collect information from minors

• If we learn we have collected information from a minor, we will delete it promptly

• Parents should monitor their children's internet usage

11. INTERNATIONAL DATA TRANSFERS

• Your information may be processed in countries other than your own

• We ensure adequate protection through appropriate safeguards

• By using our services, you consent to such transfers

12. DATA RETENTION

How Long We Keep Your Information:

• Account Information: Until account deletion or 7 years after last activity

• Coaching Records: 7 years after service completion (professional standards)

• Payment Information: As required by financial regulations

• Marketing Data: Until you unsubscribe or request deletion

Deletion Criteria:

• Legal requirements for retention periods

• Legitimate business needs

• Your consent and preferences

13. CHANGES TO THIS PRIVACY POLICY

• We may update this policy to reflect changes in our practices or legal requirements

• Changes will be posted on our website with the "Last Updated" date

• Material changes will be communicated via email

• Continued use of our services constitutes acceptance of changes

14. CALIFORNIA PRIVACY RIGHTS (CCPA)

California Residents Have Additional Rights:

• Right to know what personal information is collected

• Right to delete personal information

• Right to opt-out of sale of personal information

• Right to non-discrimination for exercising privacy rights

Note: We do not sell personal information as defined by CCPA.

15. EUROPEAN PRIVACY RIGHTS (GDPR)

Legal Basis for Processing:

• Consent: For marketing communications and optional services

• Contract: To provide services you've purchased

• Legitimate Interest: For business operations and improvement

• Legal Obligation: To comply with applicable laws

Additional GDPR Rights:

• Right to object to processing

• Right to restrict processing

• Right to data portability

• Right to lodge complaints with supervisory authorities

16. CONTACT INFORMATION

For Privacy-Related Questions or Requests:

Souls On Fire LLC
Privacy Officer: Aaron Thorpe
Email: [email protected]

Response Time:

We will respond to privacy requests within 30 days of receipt and verification of your identity.

By using our services, you acknowledge that you have read and understood this Privacy Policy and agree to the collection, use, and disclosure of your information as described herein.