Privacy Policy

1. Who We Are

The Coachies is produced by The Teaching Studio, LLC, located at 3211 Shannon Road, Suite 125, Durham, NC 27707. This Privacy Policy explains how we collect, use, and protect your information when you interact with TheCoachies.com.

2. Information We Collect

2.1 Information You Provide

• Nominees: Name, email address, business name, niche/specialty, website, headshot image, nomination responses, and any other information submitted through nomination forms
• Voters: Email address used to confirm a Community Choice vote
• Purchasers: Name, email, and payment information (processed by third-party payment processors — we do not store full card details)
• Nominators: Name and email address of individuals nominating coaches on behalf of others

2.2 Information Collected Automatically

• Cookies: We use cookies and similar tracking technologies to maintain session state (keeping you logged in), remember preferences, and analyze site usage. See Section 5 for details.
• Log data: IP address, browser type, pages visited, time spent, referral URLs, and device type
• Analytics: We use Google Analytics (GA4) to understand how visitors use our site. Google Analytics sets its own cookies and collects anonymized usage data. See Google's Privacy Policy.

3. How We Use Your Information

• To process and evaluate nominations
• To send transactional emails (nomination confirmations, vote confirmations, payment receipts)
• To conduct AI-assisted scoring of nominations
• To validate and count Community Choice votes
• To communicate program updates, finalist announcements, and event information
• To process payments for optional promotional packages
• To prevent fraud, abuse, and unauthorized use
• To analyze site performance and improve user experience
• For promotional and marketing purposes related to The Coachies, including using nominee names and submitted materials in program publicity

4. AI Processing of Nomination Data

Nomination content — including written responses and submitted materials — is transmitted to third-party AI platforms (Anthropic Claude, OpenAI GPT, Google Gemini) for automated scoring. By submitting a nomination, you consent to this processing. These platforms operate under their own privacy policies and data handling terms. We do not share personally identifiable information beyond what is contained in the nomination itself.

Video submissions are processed exclusively by Google Gemini. Text-based nomination responses are scored by one or more AI platforms as described above.

5. Cookies & Tracking

5.1 Types of Cookies We Use

• Session cookies: Required for login and nominee dashboard functionality. Expire when you close your browser.
• Analytics cookies: Set by Google Analytics (GA4) to track page views, sessions, and user behavior in aggregate. These cookies persist across sessions.
• Functional cookies: Used to remember your preferences and improve your experience.

5.2 Your Choices

You can disable or delete cookies through your browser settings. Disabling session cookies will prevent login and dashboard access. Disabling analytics cookies will not affect site functionality. Most browsers allow you to view and manage cookies under Settings > Privacy.

5.3 Do Not Track

We do not currently respond to browser Do Not Track signals. If you wish to opt out of Google Analytics tracking, you may use the Google Analytics Opt-Out Browser Add-On.

6. Email Communications

We use SendGrid to send transactional and marketing emails. By submitting a nomination or registering an account, you consent to receive transactional communications related to the program. You may opt out of non-transactional marketing emails at any time via the unsubscribe link in any email or by contacting hello@thecoachies.com. You cannot opt out of transactional emails (such as vote confirmation or payment receipt emails) while actively participating in the program.

7. Data Sharing & Third Parties

We do not sell your personal information. We may share your information with:

• AI platforms (Anthropic, OpenAI, Google) for nomination scoring
• SendGrid for email delivery
• Google Analytics for site analytics
• Payment processors for transaction processing
• Law enforcement or legal process if required by applicable law

All third-party services are governed by their own privacy policies.

8. Data Retention

Nomination data, account information, and vote records are retained for a minimum of two years following the close of the program year for which they were submitted. You may request deletion of your personal data by contacting hello@thecoachies.com. Deletion requests are subject to legal retention obligations and may affect your ability to participate.

9. Security

We implement reasonable technical and organizational security measures to protect your information. No method of internet transmission is 100% secure. We cannot guarantee absolute security and are not responsible for unauthorized access resulting from circumstances beyond our control.

10. Children's Privacy

The Coachies is not directed at children under the age of 13. We do not knowingly collect personal information from children. If you believe a child has submitted information to us, please contact us at hello@thecoachies.com.

11. Contact

For privacy-related questions or requests, contact us at hello@thecoachies.com or by mail at The Teaching Studio, LLC, 3211 Shannon Road, Suite 125, Durham, NC 27707.