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 strengths-based ADHD coaching to adults. Questions about this policy can be directed to hello@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
• Session notes and recordings created during our coaching relationship
• Billing and payment information for invoicing purposes
• Portal account credentials (email and password, stored as a one-way hash)

We also collect limited technical data — such as pages visited and device type — through Google Analytics 4 for website improvement purposes. This data is anonymised and not linked to your identity.

How we use your information

• To schedule and deliver coaching sessions
• To generate session summaries and notes shared 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 do not sell, rent, or share your personal information with third parties for marketing purposes.

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 4 for anonymised website analytics; Google Workspace for email.

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

With your consent, coaching sessions may be recorded to generate session notes. Audio recordings are processed by Google’s Gemini AI to produce a structured summary. The original recording is deleted from our systems immediately after processing. The generated notes are stored in your client record and made available to you through the portal. You may request deletion of your session notes at any time by contacting us at hello@caelimay.com.

Data retention

We retain your personal information for as long as we have an active coaching relationship and for a reasonable period afterward for administrative purposes. You may request deletion of your data at any time; we will respond within 30 days.

Your rights (PIPEDA)

As a Canadian resident, you have rights under the Personal Information Protection and Electronic Documents Act (PIPEDA), including:

• The right to know what personal information we hold about you
• The right to access and correct your personal information
• The right to withdraw consent and request deletion of your data
• The right to file a complaint with the Office of the Privacy Commissioner of Canada

To exercise any of these rights, contact us at hello@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. Continued use of our services after a change constitutes acceptance of the updated policy.

Contact

Caeli May ADHD Coaching · Victoria, BC, Canada
hello@caelimay.com