Privacy policy

Light Matter Coaching, LLC does not sell your personal information.

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At Light Matter Coaching, LLC, privacy is treated with care and respect. This Privacy Policy explains how information may be collected, used, protected, and shared when you visit www.lightmattercoaching.com, communicate with Light Matter Coaching, request information, subscribe to emails, schedule a Connection Call, book a session, or engage with coaching services.

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Light Matter Coaching provides non-clinical coaching services. Coaching can involve personal reflection, so care is taken to collect and use information in ways that support privacy, transparency, and client trust.

This Privacy Policy is intended to comply with applicable privacy laws, including Nevada privacy laws to the extent they apply.

 

1. Information We Collect

When you interact with Light Matter Coaching, the following types of information may be collected.

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Contact Information

This may include your name, email address, phone number, location, or other identifying details you choose to provide when you complete a contact form, schedule a Connection Call, book a session, subscribe to emails, request information, or communicate directly with Light Matter Coaching.

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Inquiry, Scheduling, and Client Information

This may include information related to Connection Call requests, coaching inquiries, scheduling preferences, service interests, coaching agreements, intake or participant forms, invoices, payment records, and other administrative details needed to provide services.

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Communications

This may include information you choose to share through email, forms, text messages, phone calls, video calls, scheduling tools, documents, or other business communication channels.

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Coaching-Related Information

If you become a client, you may choose to share personal reflections, goals, values, preferences, session topics, lived experience, challenges, or other information relevant to the coaching relationship.

Light Matter Coaching collects and uses this information only as reasonably needed to provide coaching services, support the client relationship, maintain business records, and comply with applicable obligations.

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Health-Related Information Shared by Choice

Light Matter Coaching is not a health-care provider and does not provide therapy, diagnosis, treatment, crisis support, or medical care.

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You are not required to share health, medical, mental-health, disability, or diagnostic information to receive coaching. However, because coaching may involve the whole context of a person’s life, clients may choose to share information related to health, neurodivergence, disability, mental health, stress, body awareness, regulation, care providers, or life circumstances.

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If you choose to share this information, it is used only as context for coaching, client support, business records, safety, or legal obligations. It is not collected for diagnosis, treatment, or medical care.

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Payment and Billing Information

Payment and billing information may be collected and processed through third-party platforms used for invoicing, contracts, bookkeeping, payment processing, or business records.

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Light Matter Coaching does not intentionally store full payment card details directly on its website.

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Email Subscription Information

If you subscribe to emails, request a resource, or opt in to receive updates, information such as your name, email address, subscription preferences, and email engagement may be collected and used to send relevant communications.

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If you reply to an email from Light Matter Coaching, your reply may be received, reviewed, and retained as part of business communications.

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Website Usage Data

When you visit the website, certain information may be collected automatically, including IP address, browser type, device information, pages visited, links clicked, referring and exit pages, general location data, and visit duration.

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This information may be collected through cookies, pixels, analytics tools, and similar technologies.

 

2. How Your Information Is Used

Information may be used to:

• Respond to inquiries, messages, or requests

• Schedule and manage Connection Calls, coaching sessions, and client communication

• Provide coaching services and related support

• Send requested resources, newsletters, or updates when you have opted in

• Process agreements, invoices, payments, and business records

• Prepare coaching materials, exercises, notes, or resources

• Improve website functionality, user experience, and service offerings

• Understand website activity and marketing performance

• Maintain business operations, security, and fraud prevention

• Comply with applicable laws, regulations, and legal obligations

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Light Matter Coaching does not use personal information to make automated decisions about eligibility for coaching services.

 

3. Sensitive Coaching Information

Because coaching may involve personal reflection, Light Matter Coaching takes care to limit the collection, use, and sharing of sensitive information to what is reasonably needed to provide services and operate the business.

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Light Matter Coaching does not intentionally use advertising pixels, retargeting tools, or marketing analytics tools to collect private coaching session content, detailed intake responses, personal reflections, or sensitive information shared during coaching sessions.

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Clients are encouraged to use their own discretion when deciding what to share through forms, email, text, documents, video calls, AI-supported tools, or third-party platforms.

 

4. Cookies, Analytics, Pixels, and Advertising Tools

This website may use cookies, pixels, analytics tools, and similar technologies to support website functionality, understand website activity, improve the website, measure advertising performance, and show relevant ads to people who have visited the website.

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These tools may include Meta Pixel, Google Analytics, Google advertising tools, Wix analytics, and similar advertising or analytics technologies.

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These tools may collect information such as IP address, browser type, device information, pages visited, links clicked, referral source, and general website interactions.

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Light Matter Coaching may use retargeting or advertising tools to show relevant ads to people who have visited the website. However, Light Matter Coaching does not intentionally use these tools to collect private coaching session content, detailed intake responses, health-related information shared in coaching, or sensitive personal reflections.

Light Matter Coaching does not intentionally place advertising pixels or retargeting tools on private coaching-session spaces, detailed intake forms, coaching agreements, or client portals where sensitive coaching information may be shared.

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You may adjust your browser settings to refuse cookies, delete cookies, or notify you when cookies are in use. Some website features may function differently if cookies are disabled. If a cookie banner or cookie settings tool is available on the website, you may also use it to manage cookie preferences.

 

5. Third-Party Service Providers

Light Matter Coaching uses trusted third-party service providers to operate the business and provide services.

These may include website hosting, client relationship management, scheduling, contracts, invoicing, payment processing, bookkeeping, email communication, email marketing, automation, video conferencing, session-support tools, phone and text communication, analytics, advertising tools, document storage, note taking, and AI-supported business tools.

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Providers used by Light Matter Coaching may include Wix, HoneyBook, QuickBooks/Intuit, Sender.net, Zapier, Google Workspace, Google Docs, Google Sheets, Google Drive, Microsoft 365, Zoom, Fathom Video, Quo, Meta, Google Analytics, OpenAI, and similar tools.

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These providers may process personal information only as needed to provide their services to Light Matter Coaching, support business operations, comply with legal obligations, improve service functionality, or maintain security.

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Third-party platforms maintain their own privacy and security practices. Light Matter Coaching encourages clients and website visitors to review the privacy policies of any third-party platforms they interact with directly.

 

6. Notes, Exercises, and Shared Documents

Light Matter Coaching may use Google Docs, Google Sheets, Google Drive, Microsoft 365, or similar tools to create, store, or share notes, exercises, resources, administrative documents, or coaching-related materials.

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When documents or exercises are shared with clients, clients are responsible for deciding what information they choose to add. Clients are encouraged to avoid adding information they do not want stored in a third-party document platform.

 

7. Session Recording, Transcription, and AI Summaries

Coaching sessions are not recorded, transcribed, or summarized using AI tools unless the client is aware of and consents to that use.

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When session-support tools such as Fathom Video are used, they may process meeting content to create recordings, transcripts, summaries, AI-generated notes, action items, or related session materials.

Clients may ask questions about this process before consenting. Clients may also decline recording, transcription, or AI-generated summaries without affecting their ability to receive coaching.

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When recordings, transcripts, summaries, or session notes are created, they may be stored as part of coaching-related records and may be subject to the privacy, security, retention, and sharing settings of the third-party platform used.

 

8. Use of AI-Supported Tools

Light Matter Coaching may use AI-supported tools, including OpenAI, to support business operations, writing, planning, administrative drafting, de-identified coaching-related support, resource development, website copy, workflow design, or draft preparation.

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When AI-supported tools are used for coaching-related support, Light Matter Coaching makes reasonable efforts to limit, minimize, or de-identify client information before using the tool. Client names, contact information, and unnecessary identifying details are removed or avoided whenever reasonably possible.

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Light Matter Coaching uses ChatGPT with model-improvement training turned off. OpenAI states that when “Improve the model for everyone” is turned off, new ChatGPT conversations are not used to train OpenAI models.

AI-supported tools are not used as the primary client record system. AI-generated output is reviewed by Amanda before being used in connection with client communication or business decisions.

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Light Matter Coaching does not use AI-supported tools to make automated decisions about eligibility for coaching services.

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AI-supported tools maintain their own privacy and security practices. Information entered into those tools may be processed according to the provider’s terms, privacy policy, data controls, and account settings.

 

9. Email Communications

If you subscribe to emails, request a resource, or opt in to receive updates, Light Matter Coaching may use your name, email address, subscription preferences, and email engagement information to send relevant communications.

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Light Matter Coaching uses Sender.net as an email marketing provider. Individual or client-related emails may be sent through HoneyBook or Microsoft 365.

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You can unsubscribe from marketing emails at any time by using the unsubscribe link included in the email or by contacting Light Matter Coaching directly at info@lightmattercoaching.com.

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Transactional or service-related emails, such as scheduling messages, Connection Call follow-ups, payment notices, agreement reminders, or client communications, may still be sent when needed to provide services or respond to your requests.

 

10. Phone and Text Communication

If you provide your phone number or select text message as a preferred contact method, Light Matter Coaching may use it to respond to your inquiry, coordinate scheduling, provide service-related communication, or communicate about services you have requested.

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If you opt in to receive text messages, Light Matter Coaching, LLC may send text messages about scheduling, appointment reminders, and coaching-related updates at the phone number you provide.

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Message and data rates may apply. Message frequency may vary. You may reply STOP to opt out or HELP for help.

Text messages may be sent through HoneyBook, Quo, or similar service providers.

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Light Matter Coaching does not use SMS or text messaging for marketing unless you have separately and explicitly opted in to receive marketing texts.

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Mobile opt-in information and text-message consent are not sold or shared with third parties for their marketing or promotional purposes.

 

11. Disclosure of Information

Light Matter Coaching does not sell personal information for money.

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Information may be shared in limited circumstances, including:

• With trusted third-party service providers who help operate the website, provide business tools, process payments, manage scheduling, deliver emails, support phone or text communication, store documents, support advertising or analytics, support AI-assisted business functions, or assist in providing services

• When required by applicable law, regulation, subpoena, court order, legal process, or government request

• When needed to protect the rights, safety, security, or business operations of Light Matter Coaching

• With your consent or at your direction

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Some analytics or advertising tools may process limited website usage information to help understand website activity or advertising performance, as described in the cookies, analytics, pixels, and advertising tools section. Light Matter Coaching does not knowingly share private coaching session content, detailed intake responses, sensitive client reflections, or health-related information shared in coaching with advertising platforms.

 

12. Nevada Residents

Under Nevada law, Nevada residents may submit a request directing a business not to sell certain covered information.

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Light Matter Coaching does not sell personal information. However, Nevada residents may still submit a request to opt out of any sale of covered information by emailing: info@lightmattercoaching.com

 

13. Data Retention

Light Matter Coaching retains personal information only as long as reasonably necessary for the purposes described in this Privacy Policy, including providing services, maintaining business records, complying with legal, accounting, tax, or financial obligations, resolving disputes, and supporting legitimate business operations.

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Different types of information may be retained for different periods depending on the nature of the information, the purpose for which it was collected, and applicable legal or business requirements.

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Contact form submissions, scheduling records, agreements, invoices, payment records, email communications, coaching-related records, notes, exercises, recordings, transcripts, summaries, and legal or financial records may be retained for different periods depending on the type of record and the reason it was collected.

 

14. Data Security

Light Matter Coaching takes reasonable administrative, technical, and physical steps to protect personal information from unauthorized access, disclosure, alteration, or destruction.

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Light Matter Coaching also uses third-party service providers that describe privacy and security practices for protecting information processed through their platforms.

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However, no website, software platform, email system, video platform, AI-supported tool, internet transmission, or method of electronic storage can be guaranteed to be completely secure.

 

15. Your Choices and Rights

Depending on your location and applicable law, you may have the right to:

• Access or review your personal information

• Request correction of inaccurate information

• Request deletion of certain information

• Opt out of marketing communications

• Opt out of text messages

• Decline recording, transcription, or AI-generated session summaries

• Request information about how your information is used

• Submit a Nevada opt-out request related to the sale of covered information

 

To exercise these rights, contact:

info@lightmattercoaching.com

 

Light Matter Coaching may need to verify your identity before completing certain requests.

 

Some information may need to be retained when required for legal, tax, accounting, payment, dispute-resolution, safety, or legitimate business purposes.

 

16. Third-Party Links

This website may contain links to external websites or third-party platforms. Each external site operates under its own privacy policies and practices.

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Light Matter Coaching is not responsible for the privacy practices, content, or security of third-party websites.

 

17. Children’s Privacy

Light Matter Coaching services are intended for individuals 18 years of age or older.

 

Personal information from individuals under 18 is not knowingly collected.

 

18. Changes to This Policy

This Privacy Policy may be updated periodically. Updates will be reflected by revising the “Last Updated” date at the top of this page.

 

Contact

For questions about this Privacy Policy or how information is handled, please contact:

Light Matter Coaching, LLC
Phone: (725) 216-2850
Email: info@lightmattercoaching.com