1. Introduction
Voilà Coach ("we," "our," or "us") respects your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our website and services at voila.coach.
By using our services, you consent to the practices described in this policy.
2. Information We Collect
Information you provide to us
- Name and email address when you sign up for our waitlist, free audit, or purchase our services
- Professional information including your practice type, caseload, fee structure, panel mix, and marketing activities — provided as part of our intake diagnostic
- Payment information, which is processed securely through Stripe. We do not store card details
- Any additional information you share voluntarily during your strategy call or in written communication with us
Information collected automatically
- Website usage data, such as pages visited and time spent
- Device and browser information
- IP address and approximate location data
Call and session data
- Audio recordings, transcripts, summaries, and notes from your strategy call, where permitted by law
- Call metadata including timestamps, duration, and session information
3. How We Use Your Information
We use the information we collect to:
- Deliver your intake assessment, strategy call, and personalised audit report
- Send you your report and any follow-up communications related to your service
- Send educational content and service updates — only if you opted in
- Process payments for services
- Improve our website, services, and audit methodology
- Respond to your questions and support requests
- Comply with legal obligations
- Analyse call recordings and transcripts to improve the quality and accuracy of our audit process
4. Legal Basis for Processing
Where the General Data Protection Regulation (GDPR) or UK GDPR applies, we process your personal data on the following legal bases:
- Contract performance: We process your name, contact details, and practice information in order to deliver the services you have purchased.
- Legitimate interests: We may use your data to improve our services, follow up on enquiries, and conduct internal analytics, where this does not override your rights and interests.
- Consent: Where you have explicitly opted in (e.g., joining our mailing list or waitlist), we process your data on the basis of consent. You may withdraw consent at any time by contacting [email protected] or clicking the unsubscribe link in any email.
- Legal obligation: We may process or retain certain data where required to comply with applicable laws.
5. Your Data Rights
Rights under GDPR / UK GDPR
If you are located in the European Union, the United Kingdom, or another jurisdiction with equivalent data protection laws, you have the following rights:
- Right of access: You may request a copy of the personal data we hold about you.
- Right to rectification: You may ask us to correct inaccurate or incomplete data.
- Right to erasure: You may ask us to delete your personal data, subject to any legal obligations we have to retain it.
- Right to data portability: You may request your data in a structured, machine-readable format.
- Right to object: You may object to processing based on legitimate interests or for direct marketing purposes.
- Right to restrict processing: You may ask us to pause processing of your data in certain circumstances.
To exercise any of these rights, contact us at [email protected]. We will respond within 30 days. You also have the right to lodge a complaint with your local data protection authority. In Spain, this is the Agencia Española de Protección de Datos (AEPD) at aepd.es. In the UK, this is the Information Commissioner's Office (ICO) at ico.org.uk.
Rights under CCPA (California Residents)
If you are a California resident, you have the following rights under the California Consumer Privacy Act (CCPA):
- Right to know: You may request disclosure of the categories and specific pieces of personal information we have collected about you.
- Right to delete: You may request deletion of your personal information, subject to certain exceptions.
- Right to opt out of sale: Voilà Coach does not sell your personal information to third parties.
- Right to non-discrimination: We will not discriminate against you for exercising any CCPA rights.
To exercise your CCPA rights, contact [email protected] with "California Privacy Request" in the subject line.
6. Email Communications
By providing your email address, you consent to receive emails from Voilà Coach, including your audit report, service confirmations, and educational content. You can unsubscribe at any time by clicking the unsubscribe link in any email or by contacting us at [email protected].
7. How We Protect Your Information
We use industry-standard security measures to protect your personal information, including:
- Encrypted data transmission (SSL/TLS)
- Secure payment processing via Stripe
- Limited access to personal data for authorised team members only
- Regular security reviews
No method of data transmission over the internet is 100% secure. We cannot guarantee absolute security, but we take every reasonable step to protect your information.
8. Sharing Your Information
We do not sell your personal information. We may share your information only with:
- Service providers who help us operate our business — including email platforms, payment processors, analytics vendors, transcription providers, AI model providers, and hosting providers — who are contractually required to protect your data
- Legal authorities when required by law
Your practice data, financials, and personal information shared during the audit process will not be shared with third parties for marketing purposes.
9. Third-Party Subprocessors
To operate our services, we share limited personal data with the following trusted third-party providers. Each is bound by data processing agreements and appropriate safeguards.
- Stripe, Inc. — Payment processing. Stripe handles all payment card data on our behalf. Your full card details are never stored by Voilà Coach. See stripe.com/privacy.
- Anthropic, PBC — AI-assisted report drafting (Claude). See anthropic.com/privacy.
- Calendly, LLC — Booking and appointment management. See calendly.com/pages/privacy.
- Resend, Inc. — Transactional and marketing email delivery. See resend.com/legal/privacy-policy.
We do not sell your data to any third party. Subprocessors are permitted to process your data only as instructed by us and for no other purpose.
10. Call Recordings, Transcripts & AI Processing
By booking and attending a strategy call with Voilà Coach, you acknowledge and agree that:
- Your strategy call will be recorded. By joining the call, you consent to this recording.
- We use Claude, an AI model developed by Anthropic, to help transcribe, summarise, and analyse your call recording and intake data. This helps us produce your personalised audit report accurately and efficiently.
- Your call transcript and audio may be processed by Anthropic under strict data processing agreements that prohibit them from using your data to train their AI models.
- AI-generated content from your call is reviewed by Jordi Blanco before being included in your final report. The report represents our professional judgement, not automated output alone.
- We may use de-identified, aggregated insights from call data to improve our audit methodology and service quality. Your name and identifying information will never be included in any such analysis.
If you do not wish your call to be recorded or processed by AI tools, please notify us at [email protected] before your scheduled call. We will make reasonable accommodations where possible, though this may affect the speed and depth of your report.
Where required by law, we will obtain explicit consent before recording any call.
11. Data Breach Notification
In the event of a personal data breach that is likely to result in a risk to your rights and freedoms, Voilà Coach will:
- notify the relevant supervisory authority (in Spain, the AEPD) within 72 hours of becoming aware of the breach, where required by law;
- notify affected individuals without undue delay where the breach is likely to result in a high risk to their rights and freedoms;
- document all breaches internally, including their causes, effects, and remedial actions taken.
If you believe your data may have been compromised, please contact us immediately at [email protected].
12. Data Retention
We retain your personal data only for as long as necessary for the purpose for which it was collected. Our standard retention periods are:
- Client data (intake forms, call notes, audit reports): retained for 2 years following delivery of your report, then securely deleted.
- Payment records: retained for 7 years to comply with financial and tax record-keeping obligations.
- Email marketing data: retained until you unsubscribe or request deletion.
- Waitlist data: retained until the relevant service launches and you either purchase or opt out, or for a maximum of 12 months, whichever is sooner.
- Website usage data: anonymised analytics retained indefinitely; identifiable session data deleted after 12 months.
You may request early deletion of your data at any time (see Section 5 — Your Data Rights). Some data may be retained beyond these periods where required by law.
13. Cookies and Tracking
We use cookies and similar technologies to improve your website experience and analyse site traffic. You can disable cookies in your browser settings, though this may affect some functionality of our website.
14. Third-Party Links
Our website may contain links to third-party websites, including Stripe, Calendly, and others. We are not responsible for the privacy practices of those sites. We encourage you to review their privacy policies before providing any personal information.
15. Children's Privacy
Our services are not intended for individuals under 18 years of age. We do not knowingly collect personal information from minors.
16. International Users
Voilà Coach serves clients internationally, including in the US, UK, Canada, and Latin America. If you are accessing our services from outside Spain, your information may be transferred to and processed in Spain or another jurisdiction. By using our services, you consent to this transfer.
Where transfers of personal data outside the European Economic Area are required, we will ensure that appropriate safeguards are in place in accordance with applicable data protection law.
17. Changes to This Policy
We may update this Privacy Policy from time to time and will notify you of significant changes by email or by posting a notice on our website. The effective date at the top of this document will always reflect the most recent version.
18. Contact Us
For questions about this Privacy Policy or how we handle your data, contact us at [email protected] or via voila.coach.