Privacy Policy

Who we are

Caeli May ADHD Coaching (“we,” “our,” or “Caeli May”) is a sole-proprietor coaching practice based in Victoria, British Columbia, Canada. We provide ADHD coaching to adults. Coaching is not therapy or healthcare, and Caeli May is not a regulated health professional. Caeli May is responsible for privacy at the practice; questions about this policy can be directed to her at hello [at] caelimay.com.

Information we collect

We collect personal information you provide directly:

• Contact details (name, email address, phone number) when you fill out a form or book a session
• Intake form responses describing your goals, challenges, and background, including any health-related information you choose to share (such as an ADHD diagnosis, medication, or past therapy)
• Session notes created during our coaching relationship
• Only if you agree: recordings of our sessions and their written transcripts
• Billing and payment information for invoicing purposes
• Portal account credentials (email and password, stored as a one-way hash)

On our public website, Google Analytics counts visits (such as pages viewed and device type) so we can improve the site. It uses cookies that hold a random identifier, not your name. Google Signals and advertising features are turned off, and analytics never runs in the client portal or on the intake form. You can block it with Google’s opt-out browser add-on.

How we use your information

• To schedule and deliver coaching sessions
• To prepare session notes, which Caeli reviews and may share with you through the client portal
• To send invoices and process payments
• To send SMS verification codes for secure portal access
• To respond to enquiries submitted through our contact form

We never sell or rent your personal information, and we do not share it with anyone for marketing. We share it only with the service providers below, which help run the practice, or where the law requires.

Third-party services and data location

We use the following third-party services to operate our website and client portal. Some of these services store data on servers located in the United States:

• Neon (AWS us-east-2, Ohio, USA) — our database provider. Client records, session notes, and portal account data are stored here.
• Vercel (USA) — our website hosting provider.
• Resend (USA) — used to send transactional emails such as contact form confirmations.
• Twilio (USA) — used to send SMS verification codes for portal login.
• Google (USA/Canada) — Google Analytics for website visit counts (public website only); Google Workspace for email.
• AI service providers (USA) — help Caeli transcribe and summarise session recordings (only if you agree), and organise and search her own coaching notes and materials.

By using our services, you acknowledge that your personal information may be transferred to and processed in the United States. These providers maintain appropriate technical and organisational security measures. We have selected providers with strong privacy commitments, and we minimise the data shared with each service to what is strictly necessary.

Session recordings and AI processing

Sessions are recorded only if you tick the optional recording box on the intake form, and you can withdraw that choice at any time by telling Caeli. Coaching works the same without it.

If you agree, the recording is sent to an AI service provider in the United States, which produces a word-for-word transcript and a draft summary. Caeli reviews and edits every summary before it is shared with you. The transcript is stored in your client record; the recording itself is deleted from our storage once the notes are made.

These providers may hold information briefly for security and abuse monitoring, as their terms allow. You may ask us to delete your transcripts and session notes at any time by contacting us at hello [at] caelimay.com.

Data retention

We keep coaching records (your intake, session notes and transcripts) for 5 years after our last session, then securely destroy them. Billing records are kept for as long as Canadian tax law requires (currently 6 years). You may ask us to delete your information sooner; we will do so within 30 days, except for anything the law requires us to keep.

Your rights

As a business in British Columbia, we follow BC’s Personal Information Protection Act (PIPA). Where your information crosses provincial or national borders, the federal Personal Information Protection and Electronic Documents Act (PIPEDA) may also apply. You have the right to:

• Know what personal information we hold about you and how we use it
• Access and correct your personal information
• Withdraw consent and ask us to delete your information
• Complain to the Office of the Information and Privacy Commissioner for British Columbia if you are not satisfied with how we handle your information

To exercise any of these rights, contact us at hello [at] caelimay.com.

Security

Passwords are stored as one-way cryptographic hashes and are never stored in plain text. Phone numbers used for SMS verification are encrypted at rest. All data is transmitted over TLS. Portal sessions use short-lived, signed cookies.

Changes to this policy

We may update this policy from time to time. The “Last updated” date at the top of this page reflects the most recent revision. If we make a significant change, we will tell current clients, and we will ask again before using your information in a new way.

Contact

Caeli May ADHD Coaching · Victoria, BC, Canada
Privacy contact: Caeli May
hello [at] caelimay.com