Privacy Policy

Last Updated: July 11, 2025.

This Privacy Policy explains how Claristrat LLC (“Claristrat,” “we,” “us,” or “our”) collects, uses, shares, and protects your personal data. It applies to all visitors, prospective students, enrolled participants, and alumni who engage with our websites, applications, live or asynchronous programs, coaching services, and partner platforms (collectively, the “Services”).

By using our Services, you agree to the practices described in this Policy.

1. Who We Are

Claristrat LLC is a U.S.-registered coaching education provider based at 418 Broadway St., Albany, NY 12207, USA. Claristrat operates internationally and extends GDPR-level protections to all users, regardless of jurisdiction.

2. Definitions and Interpretation

For clarity and consistency across this Policy:

“Claristrat,” “we,” “us,” and “our” refer to Claristrat LLC and its affiliated education platform.

“Participant” refers to any individual enrolling in or interacting with our educational programs.

“Site” refers to claristrat.com and all associated subdomains and online services provided by Claristrat.

“Personal Data” refers to any information that identifies, relates to, or could reasonably be linked to an individual.

“Processing” includes collecting, storing, accessing, modifying, disclosing, or deleting personal data.

“Third Parties” means any external vendors or service providers who assist in delivering our services (e.g., LMS platforms, schedulers, analytics tools).

“Cookies” are small data files placed on your device used for essential site operation, analytics, or marketing purposes.

All definitions apply equally whether singular or plural.

3. What Information We Collect

We may collect and process the following categories of information:

- Contact Information: Name, job title, organization, email address, phone number, and mailing address.

- Professional Information: Employment background, job function, and cohort-relevant context.

- Transactional Data: Payment details, enrollment choices, service usage, and correspondence.

- Assessment and Learning Data: Intake forms, assignments, assessment results (e.g., Hogan), session notes, and feedback.

- Technical Information: IP address, browser type, operating system, and device ID.

- Cookie and Analytics Data: Engagement metrics, referral URLs, browsing patterns on the Site.

- Communications: Recordings and transcriptions of coaching sessions (with opt-out for 1:1 sessions), and responses to feedback forms or surveys.

4. How We Use Your Information

We use your information to:

- Deliver educational and coaching services.

- Verify identity and enrollment eligibility.

- Process payments and manage accounts.

- Provide technical support and community engagement.

- Issue certificates or completion documentation.

- Improve program quality through analysis and feedback.

- Maintain compliance with ICF, legal, and contractual obligations.

- Communicate updates, marketing offers (with consent), and service-related notifications.

- Conduct anonymized research and IP development.

- Customize user experiences using cookies and analytics.

Legal bases include performance of contract, legitimate interest, consent, and legal obligation.

5. Who May Access Your Data

As needed, your data may be accessed by:

- Claristrat personnel and certified coaches/facilitators.

- Service providers (e.g., LearnWorlds, payment processors, scheduling tools, analytics platforms).

- Regulatory authorities if required by law.

- Successors or acquirers in the event of organizational change.

We do not sell or rent your data to third parties.

6. Cookies and Digital Tracking

We use cookies and similar technologies for:

- Core site functionality.

- Session management and secure access.

- Analytics (e.g., Google Analytics) to improve service design.

- Digital marketing and retargeting campaigns.

Upon first visit, users will be prompted to accept, reject, or customize cookie settings. Users may also configure their browsers to disable cookies, but this may impair site functionality.

7. Third Party Links and Services

Our Site may contain links to external services (e.g., social media, scheduling, video conferencing). These sites operate under their own privacy policies. We are not responsible for their practices or content. You are advised to review their terms before use.

8. Data Security

We implement technical and organizational safeguards to protect personal data, including:

- Role-based access control.

- Secure cloud infrastructure with encryption protocols.

- Session timeout and activity logging.

- Manual review of access logs and backups.

You are responsible for maintaining the confidentiality of your login credentials. Report any suspected breach to [email protected] immediately.

9. Where Your Data Is Processed

Your data may be transferred and processed outside the EEA, including in the U.S., in accordance with GDPR-compliant standards. We ensure that appropriate safeguards are in place, including contractual protections with subprocessors.

10. Retention Period

We retain personal data only as long as needed to fulfill service, compliance, or legal requirements. Session notes, assessments, and records may be retained for archival or research purposes, anonymized where feasible. Marketing preferences are maintained until revoked.

11. Marketing Communications

We will only send promotional messages if you’ve opted in to any of our services or to receiving such communication. You may withdraw consent at any time via the unsubscribe link provided in our emails or by emailing [email protected]. Transactional or service-related communications (e.g., payment receipts, schedule notifications, program updates) are not subject to opt-out.

12. Your Rights

You may, at any time:

- Access your personal data

- Correct or update your information

- Withdraw consent for specific processing activities

- Object to processing based on legitimate interest

- Request restriction or deletion of data (where applicable)

- Export your data (portability)

- Lodge a complaint with your local Data Protection Authority

To exercise your rights, contact [email protected].

13. Change in Terms of Privacy

We reserve the right to update this Privacy Policy at any time. Substantive changes will be posted on this page with a new effective date. Continued use of the Site indicates acceptance of revised terms.

14. Site Content and Ownership

All site content, including instructional materials and media, is proprietary to Claristrat unless otherwise stated. You may not redistribute, adapt, or republish any content without express written permission.

15. Contact

Claristrat LLC

418 Broadway St., Albany, NY 12207

Email: [email protected]