Privacy Policy
How we collect, use, protect, and manage personal information at Activate.
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What We Collect
Depending on how you interact with us, we may collect personal information such as your name, email address, phone number, organization name, role, billing details, scheduling information, and any information you choose to share through inquiry forms, intake forms, assessments, bookings, discovery calls, coaching sessions, workshops, or consulting engagements.
We may also collect website usage information through cookies, analytics tools, and similar technologies used to understand site performance and improve the visitor experience.
Why We Collect It
We collect personal information to:
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respond to inquiries
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schedule and deliver services
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prepare agreements, invoices, and service records
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administer tools or assessments you choose to use
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communicate with you about services, bookings, and resources
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improve our website, offers, and client experience
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meet legal, tax, insurance, professional, or operational obligations
Consent
By providing your personal information to us, you consent to our collection, use, and disclosure of that information for the purposes described in this Privacy Policy and, where applicable, in your service agreement or coaching agreement.
Where required, we may seek additional or express consent, including for marketing communications, the use of certain assessments, the recording of sessions, or the use of AI-enabled tools in connection with your personal information or session content.
You may withdraw consent, subject to legal, contractual, or operational limitations. Withdrawal of consent may affect our ability to provide some services.
Coaching Confidentiality
We treat information shared in coaching and consulting engagements with care and discretion. We aim to align our confidentiality practices with our agreements and with the ICF Code of Ethics.
Confidentiality is not absolute. We may disclose information without consent where required or permitted by law, including where there is a legal obligation, valid court order, or a serious concern involving imminent risk of harm.
Where services are sponsored by an employer or organization, any reporting boundaries or limits of confidentiality will be addressed in the applicable agreement.
Notes, Recordings, and Records
We may keep brief working notes, reflections, action items, or related working documents to support continuity, preparation, reflection, and professional record-keeping. These notes are created primarily for the coach’s internal use. They are not a verbatim transcript of sessions and are not routinely shared with clients, sponsors, or third parties.
If you request access to your personal information, we will respond in accordance with applicable privacy law and any legal exceptions.
We do not record sessions unless recording is discussed in advance and express consent is provided. Where a session is recorded, the purpose, access, storage, and retention approach will be clarified beforehand and, where appropriate, reflected in the applicable agreement.
Notes, Recordings, and Records
We may keep brief working notes, reflections, action items, or related working documents to support continuity, preparation, reflection, and professional record-keeping. These notes are created primarily for the coach’s internal use. They are not a verbatim transcript of sessions and are not routinely shared with clients, sponsors, or third parties.
If you request access to your personal information, we will respond in accordance with applicable privacy law and any legal exceptions.
We do not record sessions unless recording is discussed in advance and express consent is provided. Where a session is recorded, the purpose, access, storage, and retention approach will be clarified beforehand and, where appropriate, reflected in the applicable agreement.
AI and Technology Tools
We may use technology tools, including AI-enabled tools, to support limited business operations such as scheduling, drafting, transcription, summarization, or resource development.
We do not use AI tools to process coaching session content, notes, recordings, or other sensitive client information without prior notice and, where appropriate, your express consent.
Where third-party technology providers are used, we aim to limit the personal information shared and to use providers with safeguards appropriate to the sensitivity of the information.
Service Providers and Platforms
We may use trusted third-party providers to support our website and operations. Depending on the service, this may include website hosting, booking tools, email providers, video conferencing platforms, payment processors, analytics tools, cloud storage, document tools, and assessment providers.
These providers may process personal information on our behalf for limited business purposes. We expect them to protect personal information in a manner appropriate to the services they provide.
Because some providers may store or process information outside British Columbia or Canada, personal information may be subject to the laws of other jurisdictions.
Marketing Communications
If you subscribe to updates, request a resource, or otherwise opt in, we may send you emails or messages about our services, tools, resources, and updates.
You can unsubscribe at any time using the link in the communication or by contacting us directly.
Cookies and Analytics
Our website may use cookies and similar technologies to support essential site functionality, understand site traffic and user behaviour, improve performance, and, where enabled, support analytics or marketing tools.
You can manage cookies through your browser settings. Depending on your choices, some parts of the website may not function as intended.
Retention
We retain personal information only for as long as reasonably necessary to fulfill the purposes for which it was collected, and as required for legal, tax, insurance, professional, or operational reasons.
Unless a longer retention period is required or justified for legal, insurance, complaint-handling, or related business purposes, coach working notes are generally retained for up to one year after the end of the engagement and are then securely deleted or destroyed.
When personal information is no longer required, we take reasonable steps to securely delete, destroy, anonymize, or de-identify it.
Safeguards
We use reasonable administrative, technical, and physical safeguards appropriate to the sensitivity of the information we hold.
While no method of storage or transmission is completely secure, we take privacy seriously and limit access to personal information to those who require it for authorized purposes.
Access and Correction
Subject to applicable law, you may request access to your personal information or ask that inaccurate information be corrected.
To make a request, please contact us using the information below.
Children’s Privacy
Our website and services are intended for adults and professional users. We do not knowingly collect personal information from children under 18 through our coaching or consulting services.
Changes
We may update this Privacy Policy from time to time to reflect changes in our services, technology, legal obligations, or privacy practices. The most current version will be posted on this page with the updated effective date.
Contact
Activate Coaching and Consulting Inc.
shaneef@activatecoachingandconsulting.com
www.activatecoachingandconsulting.com
If you have questions, concerns, or requests related to privacy, please contact us.