Privacy Policy

Last Updated: January 1, 2026

1. Introduction

CoachFlow ("we", "our", "us") is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our coaching center management platform.

2. Information We Collect

2.1 Information You Provide

• Account Information: Name, email address, phone number, password
• Institute Information: Institute name, address, GSTIN (if provided)
• Student Data: Names, contact details, admission information, fee records
• Financial Data: Fee payments, expenses, transaction records
• Communication Data: Support requests, feedback

2.2 Information Collected Automatically

• Log Data: IP address, browser type, access times, pages viewed
• Device Information: Device type, operating system
• Usage Data: Features used, actions taken within the platform

3. How We Use Your Information

We use the collected information to:

• Provide, operate, and maintain the CoachFlow platform
• Process transactions and send related information
• Send administrative notifications (service updates, security alerts)
• Respond to support requests and inquiries
• Monitor and analyze usage patterns to improve our services
• Detect, prevent, and address technical issues and security breaches
• Comply with legal obligations

4. Data Isolation and Multi-Tenancy

We implement strict data isolation measures including:

• Database-level separation of institute data
• Access controls that verify institute ownership for every data request
• Audit logging of all data access

5. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share information only in the following circumstances:

• Service Providers: With trusted third-party services that help us operate (e.g., payment processors, email services), bound by confidentiality agreements
• Legal Requirements: When required by law, court order, or government regulation
• Business Transfers: In connection with a merger, acquisition, or sale of assets, with appropriate notice
• With Your Consent: For any other purpose with your explicit consent

6. Data Security

We implement appropriate security measures to protect your information:

• Encrypted data transmission (HTTPS)
• Secure password hashing
• Session security with automatic timeout
• Rate limiting to prevent abuse
• Regular security audits and updates
• Access logging and monitoring

While we strive to protect your information, no method of transmission over the Internet is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your information for as long as your account is active or as needed to provide services. After account termination:

• We retain data for 30 days to allow for data export requests
• Backup copies may be retained for up to 90 days
• We may retain anonymized data for analytics purposes
• Legal or compliance records may be retained as required by law

8. Your Rights

You have the following rights regarding your data:

• Access: Request a copy of your personal data
• Correction: Update or correct inaccurate information
• Deletion: Request deletion of your account and data
• Export: Export your data in a portable format
• Restriction: Request limitation of data processing
• Objection: Object to certain types of data processing

To exercise these rights, contact us at support@coachflow.com

9. Cookies and Tracking

We use essential cookies for:

• Session management (keeping you logged in)
• Security (CSRF protection)
• Preference storage

We do not use third-party advertising or tracking cookies.

10. Children's Privacy

CoachFlow is designed for use by educational institutes and their staff. While student data may include minors, this data is provided by the institutes with appropriate consent from parents/guardians. We do not knowingly collect information directly from children under 13.

11. International Data Transfers

Our servers are located in India. If you access our services from outside India, your information may be transferred to and processed in India. By using our services, you consent to this transfer.

12. Third-Party Services

Our platform may integrate with third-party services:

• Payment Gateways: For processing subscription payments (e.g., Razorpay)
• Communication Services: For WhatsApp/SMS notifications (if enabled)

These services have their own privacy policies and we encourage you to review them.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by:

• Posting the new Privacy Policy on this page
• Updating the "Last Updated" date
• Sending an email notification for material changes

14. Contact Us

If you have questions about this Privacy Policy or our data practices, contact us at:

• Email: privacy@coachflow.com
• Support: support@coachflow.com
• Address: [Your Business Address]

15. Grievance Officer

In accordance with Information Technology Act 2000 and rules made thereunder, the Grievance Officer can be contacted at:

• Name: [Grievance Officer Name]
• Email: grievance@coachflow.com