Privacy Policy | Level Up Coaching

Introduction

Level-Up Coaching Services ("we", "us", or "our") is a Canadian sole proprietorship owned and operated by Daniel Trimarchi, based in the Greater Montreal Area of Quebec, Canada. We provide coaching services, digital products (such as PDFs and eBooks), and online courses to clients worldwide (via Zoom, teleconference, WhatsApp, and other remote communication tools). We are committed to protecting your privacy and safeguarding your personal information. This Privacy Policy outlines how we collect, use, disclose, and protect your personal data in compliance with Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and the European Union's General Data Protection Regulation (GDPR), among other applicable privacy laws.

By using our websites (www.levelupcoach.ca and www.levelupcoach.net) or any of our services, you agree to the collection and use of information in accordance with this Privacy Policy. We will also explain your rights regarding your personal data and how you can exercise those rights. If you do not agree with this policy, please do not use our services.

Information We Collect

We only collect personal information that is necessary to fulfill the purposes outlined in this Policy. Personal information means any information about an identifiable individual. The types of personal information we may collect include:

Contact Information: Your name, email address, telephone number, and mailing or billing address.
Identification Details (if applicable): Any identifiers you provide, such as an account username or ID (for example, if you create an account for an online course).
Service-Related Information: Information related to the services you obtain from us – for coaching this may include intake details or goals you choose to share; for scheduling appointments we collect information you provide through our scheduling tool (Calendly), such as your name and availability; for online courses or digital product purchases, this includes the details of the product or course and any preferences or feedback you provide.
Payment Information: Payment details necessary for processing transactions, such as credit card numbers or PayPal account email. Note: We use third-party payment processors (e.g. Stripe and PayPal) to handle financial transactions securely, so we do not store your full credit card information on our systems. However, these payment processors may collect and store your payment information in accordance with their own privacy policies, and we receive limited information from them (such as your name, email, and confirmation of payment).
Communication Records: Copies of communications we have with you. For example, if you email us, contact us via a form, or correspond via messaging (including WhatsApp or similar), we may keep those communications. If coaching sessions are conducted via video or phone, we do not record them without explicit consent, but we may keep brief notes to help provide services.
Newsletter/Marketing Subscription Data: If you subscribe to our newsletter or mailing list (managed via Mailchimp), we collect your email address and any other information you voluntarily provide when subscribing.
Website Usage Data: When you visit our websites, certain technical information may be collected automatically. This can include your IP address, browser type, device identifiers, pages viewed, date/time of visit, and referring website. We may use cookies and similar tracking technologies to collect this information (see Cookies and Tracking Technologies below). This usage data helps us understand how our site is used and improve its functionality.
Cookies and Tracking Technologies: We use cookies (small text files stored on your device) and similar technologies to enhance user experience on our site. For instance, cookies may remember your preferences or login session (if applicable) and track aggregate usage of our website. We may use both session cookies (which expire when you close your browser) and persistent cookies (which remain for a set period or until deleted) for analytics and functionality. We may utilize third-party analytics services (such as Google Analytics) which use their own cookies to collect information on our behalf about site traffic and interactions. You can control or disable cookies through your browser settings; however, note that some site features may not function properly if cookies are disabled. Our cookies do not collect personal data unless you have provided it to us, and we do not use cookies to track you across unrelated websites.

We do not knowingly collect any sensitive personal information (such as social insurance numbers, health information, or biometric identifiers) unless you voluntarily provide it as part of using our services. We also do not knowingly collect personal information from children (see Children's Privacy below).

How We Collect Personal Information

We collect personal information through a few main methods:

Directly from You: Most information is provided by you voluntarily. For example, you provide contact and payment details when purchasing a coaching session, course, or digital product; you fill out scheduling information when booking through Calendly; you submit information when contacting us or subscribing to our mailing list. By providing personal information to us, you consent to our collection and use of it for the purposes stated at the time of collection and as described in this Privacy Policy.
Through Our Website and Services Automatically: As noted, when you browse our site or use online services, we (or authorized third parties) may collect technical data via cookies, analytics scripts, or server logs (e.g., IP address, browser, and usage patterns). This information is typically collected automatically for the functioning and analytics of our website.
From Third-Party Sources: We may receive information about you from third-party services that you use in connection with our services. For example, when you schedule a meeting through Calendly, Calendly provides us with the information you entered (like your name, email, and chosen time slot). Similarly, our payment processors provide us with confirmation of your payments. If you were referred to us via a partner or found us through social media, those platforms might pass certain data (in accordance with their terms and your settings) to us. In all cases, we ensure that such third parties have lawful rights to collect or share that data with us.

Purposes for Which We Use Personal Information

We will use your personal information only for legitimate and identified purposes. The primary purposes for which we collect and use personal data include:

To Provide and Manage Services: We use personal information to deliver our coaching services, digital products, and courses to you. For example, we use your information to schedule and conduct coaching sessions, to personalize and tailor our coaching to your needs, to enroll you in an online course, or to send you a purchased eBook. We will not use the personal information you provide for a purpose that is incompatible with these services without obtaining your consent.
Processing Payments and Transactions: Personal and financial information is used to process your orders, subscriptions, or bookings. This includes charging your credit card or processing other payment methods via our secure payment processors, verifying and confirming payment, and keeping transactional records (invoices, receipts) for accounting and legal compliance.
Communication: We use contact information to communicate with you about your appointments, purchases, or account. This includes sending service-related announcements (e.g., booking confirmations, reminders for sessions, information about course access, changes to services) via email, phone, or messaging. We may also respond to your inquiries or support requests using your contact details.
Marketing and Newsletters: With your consent, we may use your email to send newsletters, updates, promotional materials or offers that we believe may interest you. For example, if you join our mailing list or if you are an existing client, we might inform you of new courses or products. You can opt out of marketing communications at any time (see Your Rights and Choices below). We will not send you marketing emails if you have not given consent (opt-in), and you will have the opportunity to unsubscribe in every marketing message.
Personalization and Service Improvement: We may use information about you and your use of our services to improve our offerings. This can include personalizing coaching or content to better suit your needs, as well as analyzing feedback or usage data to develop new services or enhance user experience. For instance, understanding which pages of our website are most visited (via analytics data) can help us optimize those pages.
Analytics and Performance: We use aggregated website usage data and analytics to understand and improve how our services are used. For example, analyzing the traffic on our site (which parts of our website are most popular, how users navigate the site) helps us optimize content and layout. These analytics are generally not linked to specific user identities.
Legal Obligations and Protection: In certain cases, we may need to use or disclose information to comply with a legal obligation under applicable law, regulation, court order, or other legal process. We may use personal information to meet tax and accounting requirements (e.g., maintaining transaction records), to respond to lawful requests by public authorities, or to prevent fraud and enforce our terms. We also may process data as necessary to establish or exercise our legal rights, or defend against legal claims.
Other Purposes (with Consent): If we intend to use your personal data for any purpose not listed above, we will explain the purpose at the time of collection and, if required, obtain your consent. We will not sell or rent your personal information to any third party, and we will not use it for any new, unrelated purpose without your consent.

We ensure that any use of personal information is justified and necessary for the relevant purpose. We follow the principle of data minimization, meaning we collect the minimum amount of data required and do not use personal data for any purpose beyond what was consented to or which is otherwise permitted by law.

Cookies and Tracking Technologies

As mentioned, our websites utilize cookies and similar technologies to function effectively and to help us understand how users engage with our content. This section provides more detail on how we use these tools:

Types of Cookies: We may use essential cookies that enable core functionality (for example, to remember items in your cart or keep you logged in to an account if one exists), as well as analytical cookies (e.g., Google Analytics) to collect information about how visitors use our site. We do not use cookies for third-party advertising purposes. Any analytics are aimed at aggregate usage statistics and do not identify you personally.
Cookie Consent: When you first visit our site from certain jurisdictions, you may see a cookie notice or banner. By continuing to use our site, you consent to our use of cookies as described in this Policy. You can adjust your browser settings to refuse cookies or alert you when cookies are being sent. However, if you disable cookies, some features of our site might not work properly (for example, the scheduling calendar might not remember your inputs).
Third-Party Tools: Some third-party services that we use may employ cookies or tracking pixels in connection with their services. For instance, when you schedule through Calendly embedded on our site, Calendly may set cookies to remember your information for the next appointment. Similarly, our email newsletters (via Mailchimp) might use pixels to tell us if you open an email or click links (helping us gauge engagement). These third-party tools are governed by their own privacy policies. We recommend reviewing Calendly's and Mailchimp's privacy policies to understand their use of cookies and data.
Do Not Track Signals: Our website currently does not respond to "Do Not Track" (DNT) signals from browsers. At this time, there is no universal standard for recognizing or honoring DNT signals, and like many websites, we rely on cookies to improve user experience. You may still control tracking through the methods described above (cookie management and opting out of analytics via tools like the Google Analytics opt-out).

By using our websites, you agree to our use of cookies and similar technologies as described, unless you opt out or disable them through your browser.

Disclosure of Personal Information to Third Parties

We understand the importance of keeping your personal information confidential. We do not sell personal information to third parties. However, in order to run our business and provide our services, we do share certain personal data with trusted third-party service providers and partners who perform functions on our behalf. The categories of third parties with whom we may share information include:

Service Providers: We share information with companies and tools that help us operate our services, such as:
- Payment Processors: As noted, if you make a purchase, your payment details are handled by third-party processors like Stripe and (potentially) PayPal. These processors specialize in the secure processing of payment information and are compliant with PCI-DSS (Payment Card Industry Data Security Standard). We share with them the information required to charge your chosen payment method (e.g., transaction amount, your name/email, and in some cases billing address). We receive confirmation of payment and basic details, but your sensitive payment information (like full credit card number) is not revealed to us.
- Scheduling and Calendar Services: We use Calendly to facilitate appointment scheduling. When you book a session via Calendly, the information you enter (name, email, the time you chose, and any notes you provide) is transmitted to us and stored in Calendly. Calendly may store this data on servers outside Canada (often in the United States) as part of providing the service. We access that data to know when to meet with you and how to contact you.
- Email Marketing and Communications: We use Mailchimp (The Rocket Science Group LLC) to manage our email newsletter and mass communications. If you subscribe to our mailing list, your email and name are stored in Mailchimp's system. Mailchimp may also track engagement (opens/clicks) in our emails. We have ensured that Mailchimp is a trusted provider that complies with applicable data protection laws (Mailchimp has certified compliance under EU standard contractual clauses for data transfers, for example). You can unsubscribe at any time, and we will then remove your data from our active mailing list.
- Video Conferencing and Communication Platforms: For delivering coaching sessions, we commonly use tools such as Zoom or WhatsApp. Using these platforms means that certain information (like your name, email or phone number, and any data transmitted during the call) will be processed by those platform providers. For example, if we send you a Zoom meeting invite, Zoom will process your email and calendar information to schedule the meeting. These providers have their own privacy policies and may store data on servers globally. We do not record sessions by default; if we ever need to record a session for your benefit (e.g., to allow you to re-watch a coaching session), we would only do so with your explicit consent.
- Website Hosting and IT Providers: Our website is hosted on servers that may be operated by third-party hosting companies. These companies may incidentally process IP addresses and technical data in server logs as part of hosting the site. They are contractually bound to secure the data. We also may use IT or cloud storage providers to store data (for instance, secure cloud storage for backup of business records) – any such provider would be vetted for strong security and privacy commitments.
Business Transfers: In the unlikely event that we decide to sell, merge, or otherwise reorganize our business, your personal information may be transferred as part of that transaction. We would ensure that any acquiring entity is bound to respect your personal information in a manner consistent with this Privacy Policy (or else we would obtain your consent if required by law). For example, if Level-Up Coaching Services is acquired by or merges with another company, customer data would ordinarily be one of the transferred assets, but you would be given notice and an opportunity to discontinue using our services if you wished.
Legal and Compliance: We may disclose personal information if required to do so by law or in response to valid requests by public authorities (such as a court order, subpoena, or law enforcement request). We may also disclose information where necessary to exercise, establish, or defend our legal rights, or to investigate or prevent suspected illegal activities, fraud, or a violation of our Terms and Conditions. In all such cases, we will limit the information disclosed to only what is necessary and will object to overbroad requests when appropriate.
With Your Consent: In situations other than those described above, if we propose to share your personal information with a third party, we will do so only with your knowledge and, where required, with your consent. For instance, if we ever wanted to feature your testimonial or success story on our website using your name or photo, we would ask for your explicit permission before doing so.

International Data Transfers

Given the global nature of our service providers and clients, the personal information we collect may be transferred to, stored, or processed in a country other than your own. Notably, many of our third-party service providers are based in the United States or other jurisdictions outside of Canada and the European Union. This means your information could be subject to the laws of the country where it is held. For example, if you are in Canada but schedule a session through Calendly (which stores data in the U.S.), your data will reside on U.S. servers and could be accessed by U.S. courts or law enforcement under U.S. laws. Similarly, if you are an EU resident, your personal data may be transferred outside the EU (including to Canada or the U.S.). We take steps to ensure any such transfers comply with applicable data protection requirements. These measures may include: relying on the European Commission's standard contractual clauses for data transfers, ensuring the recipient is subject to a law or binding scheme deemed adequate (for example, PIPEDA is considered adequate for Canadian companies handling EU data in certain contexts), or obtaining your explicit consent where required. By using our services and providing us with your information, you consent to the transfer of your information to countries outside of your country of residence. We will always strive to protect your information in accordance with this Policy no matter where it is processed, and we will inform you of cross-border transfers and associated risks as required.

Data Retention

We will retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, unless a longer retention period is required or permitted by law. In practice, this means:

Client and Service Data: If you use our coaching services or purchase products, we will keep relevant personal data for as long as you are an active client. After our coaching relationship ends or after your purchase is completed, we may still retain certain information for a period of time. For example, we may keep basic contact information and records of services rendered or products sold for our accounting and customer service purposes, or in case you return for additional services in the future. Generally, we will not keep personal information longer than necessary. If data is no longer needed, we will either securely delete it or anonymize it.
Legal and Compliance Needs: We may retain personal information in our business records as needed to comply with legal obligations (for instance, maintaining transaction records for tax purposes or to comply with financial regulations). PIPEDA and other regulations also allow us to retain information that has been used to make a decision about an individual for a reasonable period so the individual has an opportunity to access it. In Canada, if you make a request to access your data, organizations generally must retain that data long enough to allow you to access it. We will abide by such requirements.
Newsletter Subscriptions: If you have consented to receive marketing emails, we will retain your email on our mailing list until you unsubscribe or withdraw consent. Upon unsubscribing, we may keep a record of your email to ensure we respect your opt-out (to avoid accidentally sending you further communications).
Disputes and Enforcement: If you ever raise a complaint or dispute, or if we reasonably need to retain information for litigation or regulatory investigation purposes, we will retain relevant data until the issue is resolved and for any required retention period after resolution.

Once the retention period expires, and provided there's no other legitimate need to retain the data, we will securely dispose of your personal information. Disposal may include permanent deletion or erasure of electronic records and shredding of physical documents. We follow secure destruction methods to prevent unauthorized access to the information even at end-of-life.

In summary, we limit the retention of personal data and do not keep it indefinitely. We periodically review the information we hold and erase or anonymize data that is no longer needed for any legitimate purpose.

Data Security

We take the security of your personal information seriously. We have implemented reasonable and appropriate physical, administrative, and technical safeguards to protect your personal data against loss or theft, as well as unauthorized access, disclosure, copying, use, or modification. These measures include:

Secure Communications: Our website is encrypted using SSL/TLS (you'll see "https" in our URL), which protects data transmissions (such as when you fill out forms or make purchases) from eavesdropping. Similarly, when using Zoom or other communication tools, we use their security features (like meeting passwords or encryption) to protect the sessions.
Restricted Access: Personal information in our possession is only accessible to those who need to know it for their job duties or to fulfill the stated purposes. Daniel Trimarchi, as the owner and operator, is the primary person with access to client personal information. Any assistants or service providers that handle data on our behalf are subject to confidentiality obligations. We do not allow unauthorized employees or individuals to access client data.
Password Protection and Authentication: If any accounts or systems store personal data (for example, our Mailchimp or Calendly accounts, or any cloud storage of client notes), those systems are protected with strong passwords and, where possible, multi-factor authentication.
Third-Party Security: We choose reputable third-party service providers that use strong security practices. For instance, Stripe and PayPal are PCI-DSS compliant for handling payment data, and Calendly and Mailchimp maintain security certifications and protocols to protect user data. We have agreements or terms in place with these processors that require them to protect your information.
Regular Monitoring: We keep our website software, plugins, and devices updated to patch security vulnerabilities. We also monitor for any suspicious activity in our systems. If we detect anomalies (like suspicious login attempts or malware), we take action to investigate and mitigate any potential breach.

Despite our best efforts, please be aware that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security. In the unlikely event of a data breach that affects your personal information, we will notify you and the appropriate authorities as required by law. PIPEDA and other laws may obligate us to report certain privacy breaches to the Office of the Privacy Commissioner of Canada and/or to affected individuals if there is a real risk of significant harm. Likewise, under the GDPR, we would report qualifying breaches to EU data protection authorities within 72 hours. We have procedures in place for handling such incidents, should they occur.

Your Rights and Choices

We value your control over your personal information. Subject to applicable law (which may grant additional rights in certain jurisdictions), you have the following rights regarding the personal data we hold about you:

Right to Access: You have the right to request confirmation of whether we are processing your personal information, and to access or receive a copy of the personal information we have about you. We will provide you with any applicable information, subject to some exceptions (for example, we might not be able to provide certain information that includes personal data about another individual, or information protected by legal privilege). For Canadian clients, we will respond to your access request within 30 days or inform you if an extension is needed. For EU individuals, we will respond within one month of receiving a valid request (with the possibility of extension by two further months if necessary, of which you would be informed). No matter your location, we will endeavor to provide you with your information in a readily understandable format.
Right to Rectification (Correction): If you believe that any personal information we hold about you is inaccurate or incomplete, you have the right to request that we correct or update it. Upon verifying the validity of the request, we will promptly correct the data. For example, if your email or phone number changes, or if a record of a session contains an error in your personal details, you can ask us to update it.
Right to Erasure (Deletion): You have the right to request that we delete your personal information in certain circumstances. For example, if you no longer want us to have your information, and we have no legal reason to retain it, you may ask that it be erased. We will honor such requests where required by law – for instance, EU data subjects can request erasure if the data is no longer necessary, or if processing was based on consent which you withdraw, etc. Do note that this right is not absolute; we may need to retain certain information to comply with legal obligations or for legitimate business purposes. If that is the case, we will inform you. When we no longer have any justification to keep your data, we will delete or anonymize it.
Right to Withdraw Consent: If our processing of your personal information is based on consent, you have the right to withdraw that consent at any time. The most common example is withdrawing consent from receiving marketing emails – you can do so by clicking "unsubscribe" in any marketing email or by contacting us. Withdrawal of consent will not affect the lawfulness of processing that occurred before you withdrew consent, and it may mean we can no longer provide you with certain services (for instance, if you withdraw consent for us to use your contact information, we would not be able to communicate with you about sessions). We will make this clear and will respect your choice.
Right to Restrict Processing: You have the right to request that we limit the processing of your personal information in certain scenarios. For example, if you contest the accuracy of the data, or if you object to us processing it, you can ask us to pause processing (aside from storing it securely) until your concern is resolved. This is also a right available under GDPR in specific circumstances. If you make such a request, we will evaluate if it's applicable and inform you of the outcome.
Right to Data Portability: For clients in jurisdictions like the EU, you have the right to data portability. This means that you can request to receive personal data you have provided to us in a structured, commonly used, and machine-readable format, and you have the right to transmit that data to another service provider (where technically feasible). For instance, if you provided us with a set of data and wish to use another coach or service, we can, at your request, provide you (or directly transmit to your new chosen provider) the information you gave us, if required by law to do so. Note this applies to data processed by us by automated means where the processing is based on your consent or the performance of a contract.
Right to Object: You have the right to object to our processing of your personal information in certain cases. For example, you can object to receiving marketing communications (which is an exercise of your withdrawal of consent, addressed above). If you are an EU data subject, you can object to processing based on our legitimate interests or for research/statistical purposes under certain conditions. If you lodge an objection, we will evaluate it and comply unless we have a compelling legitimate ground to continue the processing or a legal obligation to do so.
Rights related to Automated Decision-Making: We do not use your personal information to make decisions that have legal or similarly significant effects on you solely by automated means (no profiling or automated decision-making is performed without human involvement). However, if that ever changes, you would have rights to request human intervention and to contest decisions made by algorithms.
Right to Complain: If you have concerns about our privacy practices, you have the right to lodge a complaint with a supervisory authority. For Canadian individuals, you can contact the Office of the Privacy Commissioner of Canada (OPC). For Quebec residents, you can also contact the Commission d'accès à l'information du Québec. If you are in the European Union, you have the right to file a complaint with the data protection authority in your country of residence. Of course, we would appreciate the opportunity to address your concerns directly first – so we encourage you to contact us with any complaint and we will do our best to resolve it in a timely and satisfactory manner.

Exercising Your Rights: You may exercise any of the above rights by contacting us using the contact details provided at the end of this policy. We may need to verify your identity before fulfilling certain requests (to ensure we don't disclose your data to someone else). This might involve asking you to provide information or identification. We will respond to your request within the timeframe required by law (typically within 30 days for PIPEDA requests and within one month for GDPR requests, with any permissible extensions if necessary). In general, we will not charge a fee for processing your request, unless it is manifestly unfounded or excessive, in which case we may charge a reasonable fee or refuse the request (providing our reasons). Rest assured, we seek to uphold your rights to the fullest extent.

Children's Privacy

Our services, products, and website are not directed to children under the age of 13. We do not knowingly collect personal information from anyone under 13 years old. If you are under 13, please do not provide any personal information to us. In the event we learn that we have inadvertently collected personal information from a child under 13 without proper consent, we will delete that information as quickly as possible.

For minors aged 13 to 17: While our coaching services are generally intended for adults (18+), we recognize that teenagers may seek coaching or use our site with parental consent. If you are under the age of majority in your jurisdiction (which is 18 in most regions, or 14-16 in certain Canadian provinces for certain services, etc.), you should only use our services with the involvement of a parent or guardian. We encourage parents and guardians to be aware of and supervise the online activities of their children.

If you believe that a child under the age of majority has provided us with personal information without parental consent, please contact us so that we can take appropriate action, such as deleting the information or obtaining proper consent.

Updates to this Privacy Policy

We may update or modify this Privacy Policy from time to time to reflect changes in our practices, legal requirements, or for other operational reasons. When we make changes, we will revise the "Last Updated" date at the top of this Policy. Any changes will become effective when we post the revised Privacy Policy.

If we make any significant or material changes to how we handle personal information, we may provide a more prominent notice (such as by posting a notice on our website's homepage or by directly emailing customers whose contact information we have). However, we encourage you to review this Policy periodically to stay informed about how we are protecting your information.

Your continued use of our website or services after any modifications to this Privacy Policy indicates your acceptance of the updated terms, to the extent permitted by law. If you do not agree with any updates or changes, you should stop using our services and may contact us if you have concerns.

Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or the handling of your personal information, please contact our Privacy Officer (the individual accountable for our privacy compliance):

Daniel Trimarchi
Level-Up Coaching Services
Based in the Greater Montreal Area, Quebec, Canada (servicing clients worldwide)
Phone: +1 (438) 451-8279
Email: info@levelupcoach.net
Web: www.levelupcoach.net

We will be happy to answer your questions or address any issues you may have. Your privacy is important to us, and we commit to resolving any concerns about our privacy practices. You also have the right to contact the appropriate data protection authority as noted in Your Rights and Choices if you feel we have not addressed your concerns satisfactorily.

Thank you for trusting Level-Up Coaching Services with your personal information. We are dedicated to maintaining that trust by respecting your privacy and keeping your data secure.