Privacy Policy
Effective Date: July 18, 2026
1. Scope
This Privacy Notice describes how Holistic Athlete LLC, doing business as Holistic Athlete (“Holistic Athlete,” “we,” “us,” or “our”), collects, uses, discloses, retains, and protects personal information when you visit https://www.theholisticathletes.com, submit a form, communicate with us, book an appointment, make a payment, participate in coaching, or otherwise use our products and services (collectively, the “Services”).
This Notice applies to information collected through our website, GoHighLevel/LeadConnector forms and communications, email, text messaging, calendars, video calls, payment and accounting systems, TrainingPeaks, and other platforms used to deliver the Services. A third-party platform may also process information under its own privacy notice.
2. Information We Collect
Information You Provide
Contact and identity information, such as name, email address, telephone number, date of birth, address, and emergency-contact information when requested.
Consultation and enrollment information, such as goals, athletic history, preferred coach, start date, billing preference, and responses submitted through forms.
Health, fitness, and performance information, such as injuries, symptoms, conditions, medications, training history, workouts, test results, race results, nutrition-related information, body-composition information, recovery information, and coach feedback. Some of this information may be considered sensitive personal data under applicable law.
Scheduling and service information, such as appointments, calendar availability, attendance, program status, training delivery, cancellations, pauses, and service communications.
Payment and transaction information, such as invoice status, amount, payment date, billing schedule, and limited payment-method details. Complete card information is generally collected and processed by Stripe or another payment provider rather than stored directly by us.
Communications and content you send, including email, text messages, form submissions, support requests, files, photographs, videos, and comments in TrainingPeaks or other coaching platforms.
Information Collected Automatically
Device and browser information, IP address, operating system, referring pages, pages viewed, timestamps, and general usage information.
Cookie and similar technology data used to operate the website, remember preferences, maintain security, measure performance, and understand how visitors use the Site.
Message-delivery and engagement information, such as whether an email or text was delivered, opened, clicked, or answered, where supported by our communication providers.
Information from Service Providers
We may receive information from platforms you use in connection with the Services, such as TrainingPeaks, scheduling systems, payment processors, website analytics providers, and communication platforms. The information received depends on your settings, the platform, and the services requested.
3. How We Use Information
Respond to inquiries, evaluate consultation requests, assign a coach, and communicate about next steps;
Provide, personalize, administer, and improve coaching, programming, onboarding, scheduling, and client support;
Process invoices and payments, maintain Auto-Pay, reconcile accounting records, prevent fraud, and address payment issues;
Maintain client records, TrainingPeaks connections, training history, service status, and internal operational reporting;
Send administrative, transactional, and service-related email or text communications and, with appropriate consent, marketing communications;
Operate, secure, troubleshoot, analyze, and improve our website, forms, workflows, communications, and Services;
Comply with legal, tax, accounting, safety, dispute-resolution, and contractual obligations; and
Protect the rights, safety, security, and property of Holistic Athlete, our coaches, clients, service providers, and others.
We process sensitive health and fitness information only as reasonably necessary to evaluate and provide requested coaching services, address safety concerns, comply with law, or for another purpose disclosed to you. We do not sell sensitive health or fitness information.
4. How We Disclose Information
We do not rent personal information. We do not transfer personal information to third parties in exchange for money. We may disclose information in the following circumstances:
Service Providers
We disclose information to vendors that process information for us or support the Services. These may include:
GoHighLevel/LeadConnector for customer relationship management, forms, workflows, email, text messaging, calendars, appointments, and invoicing;
Stripe and payment networks for payment processing, fraud prevention, card updates, disputes, and transaction administration;
Google Workspace for business email, documents, and collaboration;
TrainingPeaks for training delivery, athlete communication, performance information, and program history;
Zoom or another video-conferencing provider for coaching and onboarding calls;
QuickBooks Online and professional accounting providers for bookkeeping, reconciliation, tax, and financial records;
Website hosting, cookie, analytics, security, and technical-service providers; and
Professional advisers, including attorneys, accountants, insurers, and consultants, where reasonably necessary.
Service providers are permitted to process information only for legitimate business purposes and subject to applicable contractual and legal obligations. The vendors we use may change over time.
Text Messaging and Mobile Information
Mobile information, text-message consent, and opt-in data will not be sold or shared with third parties or affiliates for their own marketing or promotional purposes. We may disclose such information to service providers that help us deliver messages, maintain consent and opt-out records, provide customer support, or comply with law. Text HELP for assistance or STOP to opt out.
Legal, Safety, and Business Transfers
We may disclose information when we reasonably believe disclosure is required by law, subpoena, court order, or governmental request; necessary to prevent fraud or protect rights, safety, or property; needed to enforce agreements; or appropriate in connection with a merger, financing, reorganization, sale of assets, or similar business transaction. Where permitted, we will take reasonable steps to require the recipient to use information consistently with this Notice.
At Your Direction
We may disclose information with your consent or at your direction, including when you ask us to connect your account to a third-party service or share information with another coach or professional.
5. Payments
We use Stripe or another payment processor to process payments. The processor may collect transaction information, contact information, payment credentials, device data, and fraud-prevention information. Payment providers process information under their own privacy notices and may act as an independent controller for certain activities. We generally receive transaction status and limited payment details rather than complete card numbers.
6. Cookies and Similar Technologies
Our Site and service providers may use cookies, pixels, local storage, and similar technologies to operate pages and forms, maintain security, remember preferences, measure website and communication performance, and understand use of the Services. Your browser may allow you to block or delete cookies, but doing so may affect functionality. Any cookie banner or preference tool provided on the Site forms part of this Notice.
7. Data Retention
We retain personal information for as long as reasonably necessary to provide the Services, maintain training and transaction records, comply with tax, accounting, legal, insurance, and contractual obligations, resolve disputes, enforce agreements, and protect against fraud or misuse. Retention periods vary by the type of information and the purpose for which it was collected. When information is no longer reasonably required, we may delete, deidentify, or securely archive it.
Historical, paid-for training records and related comments may remain available in TrainingPeaks or our records after coaching ends. Future unpaid programming may be hidden or removed, and the athlete may be detached from our coaching account after offboarding.
8. Security
We use reasonable administrative, technical, and organizational safeguards designed to protect information, including access controls, individual staff accounts, multifactor authentication where supported, and service providers with security programs. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. You are responsible for protecting your own passwords, devices, and account credentials.
9. Your Privacy Choices and Rights
Subject to applicable law and appropriate identity verification, you may request to know whether we process your personal information, access or obtain a copy, correct inaccuracies, delete information, or opt out of certain processing. You may submit a request by emailing coaching@theholisticathletes.com with “Privacy Request” in the subject line. We may need additional information to verify the request and may retain information where required or permitted by law.
You may unsubscribe from marketing email using the unsubscribe link in the message. You may opt out of text messages by replying STOP. Opting out of marketing does not prevent necessary transactional or service communications.
If we deny a privacy request and applicable law provides an appeal right, you may appeal by emailing coaching@theholisticathletes.com with “Privacy Appeal” in the subject line and identifying the original request. We will provide information about further complaint options where required by law.
We will not discriminate against you for exercising applicable privacy rights.
10. Children and Minors
The Services are intended primarily for adults. We do not knowingly collect personal information from a child under 13 through the Site without legally required authorization. A minor may receive Services only with appropriate parent or legal-guardian involvement, consent, and documentation. Contact us if you believe a child submitted information without authorization.
11. International and Cross-Border Processing
We and our service providers may process and store information in the United States, Canada, or other countries where we or they operate. Privacy laws in those jurisdictions may differ from those where you live. Where required, service providers may use approved contractual or legal transfer mechanisms.
12. Third-Party Sites and Services
The Site and Services may link to third-party websites, applications, and services. We are not responsible for their privacy practices. Review the privacy notice of each third party before providing information or connecting an account.
13. Changes to This Notice
We may update this Notice to reflect changes in our practices, technology, service providers, or legal obligations. The revised Notice will be posted with a new effective date. We may provide additional notice when required by law or when a change is material.
14. Contact Us
Questions, concerns, and privacy requests may be sent to Holistic Athlete LLC at coaching@theholisticathletes.com.