Privacy Policy

Privacy Policy

Effective Date: May 2026

Business Name: Shine Like Stars Coaching, LLC

Owner/Contact: Gillian Norman

Email: gillian@shinelikestarscoaching.com

Phone: 860-428-8464

# 1) Overview
Shine Like Stars Coaching, LLC (“we,” “us,” “our”) provides play-based coaching services for children (“Services”). This Privacy Policy explains how we collect, use, share, and protect information, including information about children, and what choices parents/guardians have.
This Privacy Policy applies to information we collect through our website, email, scheduling tools, coaching sessions (in-person), forms, and related communications.

# 2) Who this policy is for

This policy is intended for:

- Parents/guardians of children receiving our Services.

- Caregivers and authorized contacts.

- Visitors to our website.

If you are a child using the Services, your parent/guardian should review this policy with you.

# 3) Information we collect

We may collect the following categories of information:

#### A. Information you provide directly

- Parent/guardian contact details (name, email, phone number).

- Child’s information provided to us for coaching (child’s name, age, preferred name, pronouns if provided, general interests, goals shared by the parent/guardian).

- Session-related details (program selection, appointment scheduling preferences).

- Messages you send to us (emails, forms, inquiries).

- Billing and payment information (typically handled by our payment processor; we do not store card details).

#### B. Information collected automatically

- Website usage data (pages viewed, browser type, approximate location, device type, referral source).

- Analytics identifiers from cookies or similar technologies (if enabled on our site).

- IP address and log data (to help with security, performance, and troubleshooting).

#### C. Information from sessions

- Notes created by the coach during sessions (for example: observations, goals, progress updates, reflections shared by the parent/guardian).

- Communication logs (for example: follow-up messages and scheduling confirmations).

#### D. Photos and recordings (only if applicable)

If we request or allow photos, videos, or recordings (for example: for parent/guardian updates or program documentation), we will treat that content as sensitive child-related information. We will only collect it when you provide permission, and we will describe your options in the consent process.

# 4) How we use information

We use information to:

- Provide coaching and program services to your child.

- Schedule, confirm, and manage appointments.

- Communicate with parents/guardians about coaching goals, progress, and logistics.

- Process payments and manage billing.

- Improve our website, Services, and user experience.

- Maintain safety and security (including fraud prevention).

- Comply with legal obligations and respond to lawful requests.

- Keep records required for service delivery and administrative purposes.

We do not use personal information to make decisions solely based on automated processing that would significantly affect you or your child.

# 5) Legal bases for processing (where applicable)

Where privacy laws require a stated legal basis (such as in certain regions), we process information only when we have a lawful reason such as:

- To perform a contract or take steps at your request before entering a contract.

- To comply with legal obligations.

- For our legitimate interests (such as improving our Services, securing our systems), provided those interests do not override the rights and interests of the child and parent/guardian.

# 6) Sharing of information

We may share information in the following circumstances:

#### A. With your consent

We may share information when you authorize it (for example: sharing progress updates or content you requested).

#### B. Safety and legal compliance

We may disclose information if we believe disclosure is necessary to:

- Protect the safety of children or others.

- Enforce our terms.

- Comply with applicable laws, subpoenas, or lawful government requests.

# 7) Data security

We use reasonable administrative, technical, and organizational safeguards designed to protect information from unauthorized access, misuse, alteration, or disclosure.

Examples may include:

- Access controls and role-based permissions for staff.

- Secure authentication for business accounts.

- Encryption in transit where supported (e.g., HTTPS).

- Secure storage practices for child-related notes.

No method of transmission over the internet or method of electronic storage is 100% secure. We cannot guarantee absolute security, but we work to reduce risk.

# 8) Data retention

We keep information only as long as necessary for the purposes described in this Privacy Policy and for legal or operational requirements.

The retention period may vary based on:

- The type of information.

- Whether you are an active client.

- Required recordkeeping for coaching and business administration.

- Legal and regulatory obligations.

When we no longer need information, we take steps to delete or anonymize it where feasible.

# 9) Children’s privacy

Because we serve children, we treat children’s information as higher-risk and handle it accordingly:

- We rely on parent/guardian consent and direction for collection and use of child-related information.

- We limit access to child-related information to staff and service providers who need it to provide coaching.

- We do not knowingly request personal information from a child beyond what is necessary to deliver the Services.

If you believe we collected child information without appropriate consent, contact us using the details below so we can address it.

# 10) Your rights and choices (parents/guardians)

Depending on your location, you may have rights such as:

- Access: request a copy of the personal information we hold about your child or you.

- Correction: request correction of inaccurate information.

- Deletion: request deletion of personal information (subject to legal and contractual limits).

- Objection/restriction: request limits on certain processing.

- Withdrawal of consent: where processing is based on consent, you may withdraw consent at any time.

To make a request, contact us at gillian@shinelikestarscoaching.com. We may need to verify your identity and authority before responding, particularly when requests involve a child.

# 11) Cookies and tracking technologies

Our website may use cookies or similar technologies to:

- Remember preferences.

- Understand usage and improve our site.

- Enable certain features.

You can usually control cookies through your browser settings. Turning off cookies may affect some website functionality.

# 12) Third-party links

Our website may contain links to third-party sites (for example, scheduling or payment pages). Those third parties have their own privacy policies, and we are not responsible for their content or practices.

# 13) Changes to this Privacy Policy

We may update this Privacy Policy from time to time. The “Effective Date” at the top will reflect the latest revision. If changes are material, we will take steps designed to provide notice (for example, by updating this page and, where appropriate, notifying existing clients).

# 14) How to contact us

For questions, privacy requests, or concerns, contact:

- Email: gillian@shinelikestarscoaching.com

- Phone: 860-428-8464