Terms of Service

The basics

These Terms of Service are an agreement between you and CoachFile, the operator of coachfile.app ("CoachFile," "we," "us"). By creating an account or using CoachFile, you agree to these terms. If you do not agree, please do not use CoachFile.

What CoachFile is

CoachFile is a private client memory system for coaches. It stores and organizes the notes you record about your clients into timelines and session histories. CoachFile structures what you give it. It does not generate, infer, or invent client information. Where the product uses AI to help (for example, when importing existing notes), it organizes the content you provide and presents it to you for review. You remain responsible for the accuracy of your records.

Who can use CoachFile

You must be at least 18 years old and able to enter into a binding agreement. If you are using CoachFile on behalf of an organization, you represent that you have the authority to bind that organization to these terms.

Your account

You are responsible for your account and for keeping your sign-in credentials secure. Authentication is provided through Clerk. Multi-factor authentication is available in your account settings; we recommend enabling it. Please provide accurate account information and let us know if you believe your account has been compromised.

Acceptable use

You agree not to:

• Use CoachFile for anything unlawful.
• Attempt to reverse-engineer, probe, or circumvent the security of the service.
• Upload malware or attempt to disrupt the service.
• Upload content you do not have the right to store, or that infringes someone else's rights.
• Resell or sublicense the service without our permission.

What CoachFile is not for

CoachFile is built for non-clinical coaching practices. It is not HIPAA-compliant and is not designed for clinical or emergency use. You must not use CoachFile for:

• Licensed clinical mental-health services such as psychotherapy, psychiatric care, or clinical social work. Use a HIPAA-compliant records system for those.
• Emergency or crisis intervention as a system of record. CoachFile does not provide real-time monitoring, 24/7 availability guarantees, crisis hotline integration, or mandatory-reporting workflows. If you work with clients in active crisis, rely on appropriate emergency and crisis-response services, not CoachFile.
• Storing Protected Health Information (PHI) as defined under HIPAA, including medical diagnoses, clinical treatment plans, prescriptions, or insurance and billing data tied to clinical care.
• A sole record for legally-mandated clinical documentation. Clinically licensed practitioners may use CoachFile for their non-clinical or administrative coaching work only, never for clinical patient records.

We do not actively monitor your content. This is an honor-based boundary supported by these terms. If we become aware of prohibited use, we may suspend or end the account, and we will provide a data export window of at least 30 days.

Your content, your ownership

You own 100% of the data you put into CoachFile. We claim no ownership of your client records, notes, or uploads. You grant us the limited permission we need to host, process, and display that content so we can provide the service to you. You are responsible for having the right and the lawful basis to enter the client information you record. CoachFile owns the software and platform itself.

Plans, billing, and the money-back guarantee

Free preview. You can start free, with no credit card. The free preview lets you import up to 5 client records so you can evaluate CoachFile with your own data, in a read-only workspace. The free preview persists indefinitely. There are no countdown emails and no surprise charges, and it never converts to a paid plan on its own.

Activation. To unlock the full product (unlimited clients, session logging, templates, and Insights), you activate a paid plan. Activation requires a credit card and is charged immediately for the first period at the plan you choose.

Plans and pricing. CoachFile offers monthly and annual plans at different tiers. There is no free trial; the model is free preview plus paid activation. Current plans and prices are shown on our Pricing page. Promotional codes and special arrangements may apply in some cases.

Renewal and cancellation. Paid plans renew automatically each period. You can cancel anytime from your billing settings; cancellation stops future renewals. Aside from the money-back guarantee below, payments are not pro-rated or refunded for partial periods.

14-day money-back guarantee. If you are not satisfied, you can request a full refund of your first charge within 14 days of that charge, no questions asked. After 14 days, standard cancellation applies.

Exporting and deleting your data

You can export all of your data at any time, as JSON or CSV, from your data settings. You can delete your account at any time from your account settings, or by emailing support@coachfile.app. We honor a 30-day grace period during which deletion can be reversed, then permanently delete your data across our systems. See our Privacy Policy for details.

Third-party services

CoachFile depends on third-party providers to operate, including Cloudflare, Supabase, Clerk, Stripe, Anthropic, Resend, and Sentry. Your use of CoachFile may also be subject to their terms. We describe how each handles data in our Privacy Policy.

The service is provided as is

CoachFile is provided "as is" and "as available," without warranties of any kind, whether express or implied, to the fullest extent permitted by law. In particular, CoachFile's AI features help organize the content you provide; you are responsible for reviewing and verifying extracted or suggested information before relying on it. We do not warrant that the service will be uninterrupted or error-free.

Service availability

We work to keep CoachFile available and reliable, but we do not offer an uptime guarantee or service-level agreement. CoachFile is not designed for time-critical or emergency reliance, and you should not depend on it for those purposes.

Limitation of liability

To the fullest extent permitted by law, CoachFile will not be liable for any indirect, incidental, special, consequential, or punitive damages, or for any loss of data, revenue, or profits. Our total liability for any claim relating to the service is limited to the amount you paid us in the 12 months before the claim arose. Some jurisdictions do not allow certain limitations, so some of these may not apply to you.

Indemnification

You agree to indemnify and hold CoachFile harmless from claims arising out of the content you store, your use of the service, your violation of these terms or the prohibited-use boundaries above, or your breach of your representations (including that you have the right and lawful basis to enter your clients' data).

Suspension and termination

You can stop using CoachFile and close your account at any time. We may suspend or end an account that violates these terms or the prohibited-use boundaries. If we end your account other than for cause, or if you close it, you will have at least 30 days to export your data before it is deleted, subject to the deletion process in our Privacy Policy.

Changes to these terms

We may update these terms from time to time. For material changes, we will give 30 days advance notice by email and update the "Last updated" date at the top of this page. Continuing to use CoachFile after a change means you accept the updated terms.

Governing law

These terms are governed by the laws of the State of Florida, United States, without regard to its conflict-of-law rules. If you have a dispute with us, please contact us first at support@coachfile.app so we can try to resolve it.

Contact us

Questions about these terms? Email us at support@coachfile.app.