PRIVACY POLICY
Aaron Ott Coaching | www.aaronottcoaching.com/privacy-policy
Version 1.0 | Effective Date: January 1, 2026 | Last Updated: February 24, 2026
1. Introduction
Aaron Ott Coaching ("we," "us," or "our") is an executive coaching practice based in Nebraska, USA, operated by Aaron Ott. This Privacy Policy explains how we collect, use, disclose, and protect information about visitors to our website (www.aaronottcoaching.com) and clients who engage our services. We are committed to protecting your privacy and handling your information with care, transparency, and integrity.
By using this website or engaging our coaching services, you agree to the practices described in this Privacy Policy. If you have questions, please contact us at hello@aaronottcoaching.com.
2. Information We Collect
a. Website Visitors. When you visit our website, we may automatically collect certain technical data, including your IP address, browser type, pages visited, time spent on pages, and referring URLs. This data is collected through Google Analytics and the Facebook (Meta) Conversion Pixel for the purposes of understanding website traffic and the effectiveness of our marketing efforts. See Section 7 for details on cookies and how to manage them.
b. Contact and Inquiry Information. When you fill out a contact form, schedule a consultation, or submit a quiz or assessment, we may collect your name, email address, phone number, company name, role, and any information you voluntarily provide. These interactions may be facilitated by tools including Squarespace, Calendly, and Outgrow (Outgrow.co).
c. Client Information. As a coaching client, we collect information necessary to deliver our services, including professional background, goals, challenges, session notes, and communications. This may include information shared via email, phone, text message, video call, or recorded sessions.
d. Payment Information. Payment processing is handled securely by Stripe. We do not store your credit card information on our systems. Please review Stripe’s privacy policy at stripe.com/privacy for details on how payment data is handled.
e. Communication and Session Data. We communicate with clients via email (Google Workspace and Microsoft 365), video conferencing (Zoom, Google Meet, FaceTime), and personal phone and text. Coaching sessions may be recorded, and AI-assisted tools such as Fireflies.ai and Pocket may be used to generate transcripts, summaries, and action items. Pocket is an AI-powered tool capable of capturing both remote and in-person session content for documentation purposes. Clients will be informed when recording or AI tools are in use.
3. How We Use Your Information
We use the information we collect to:
Deliver coaching services and fulfill our obligations under your Master Services Agreement and Statement of Work
Schedule and manage appointments and send reminders (via Calendly and/or Google Calendar, which may send reminder texts to your provided phone number)
Process payments
Communicate with you about your coaching engagement
Improve our website and marketing effectiveness
Respond to your inquiries
Maintain business and legal records
Comply with applicable law
We do not sell, rent, or trade your personal information to third parties for their marketing purposes.
4. Third-Party Platforms and Service Providers
We use the following third-party platforms to operate our business. Each platform has its own privacy policy, which we encourage you to review:
Squarespace — Website hosting and forms
Google Workspace — Email and document management
Microsoft 365 — Business productivity and communication
Stripe — Payment processing
Outgrow (Outgrow.co) — Assessments and interactive content
Google Analytics — Website analytics
Facebook / Meta Pixel — Advertising and conversion tracking (see Section 7)
Calendly — Appointment scheduling
Zoom — Video conferencing
Google Meet — Video conferencing
FaceTime — Video and audio calls
Fireflies.ai — AI meeting transcription and summaries
Pocket (heypocket.com) — AI-powered session documentation for remote and in-person meetings
These service providers are authorized to use your information only as necessary to provide services to us and are bound by their own privacy and data security commitments.
5. Session Recording and AI Tools
As permitted under Nebraska law (Neb. Rev. Stat. §86-290), coaching sessions may be recorded. AI-powered tools, including Fireflies.ai and Pocket, may be used to assist with transcription, summary, and documentation of session content and action items. Coach will inform Client when such tools are in use. By continuing a session after notification, Client acknowledges that recording or AI participation is active.
By executing a Statement of Work that references the Master Services Agreement, clients consent to session recording and AI-assisted processing as described in this Policy. Clients may opt out of recording for any individual session by verbally requesting to go “off the record” during the session. See your SOW and the MSA for full details.
Recording and transcription data is used solely for coaching purposes — to document progress, action items, and insights — and is handled in accordance with the confidentiality provisions of your Master Services Agreement.
6. Text Messaging
If you provide a phone number and expressly opt in to text message communications, you may receive text messages from Calendly and/or Google Calendar for appointment confirmations and reminders. Standard message and data rates may apply. You may opt out of these messages at any time by replying STOP or by contacting us at hello@aaronottcoaching.com. We do not send marketing text messages without your explicit prior consent.
7. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to enhance your experience, analyze traffic, and support marketing. These include cookies from Google Analytics and the Facebook (Meta) Conversion Pixel. The Facebook Pixel allows us to measure the effectiveness of our advertising and to reach people who have visited our site on Facebook and Instagram. We do not use these tools to collect sensitive personal information beyond what is described in this Policy.
A cookie consent notice is displayed upon your first visit to the Site, managed through Squarespace’s built-in consent functionality. You may accept, decline, or adjust your cookie preferences at that time or at any time through your browser settings. Disabling cookies may affect certain website features or analytics functionality.
8. Data Retention & Deletion
We retain client information for as long as necessary to fulfill the purposes described in this Policy and as required by applicable law or professional standards. Client records related to coaching engagements are retained for a minimum of three (3) years following the end of the engagement. This period is consistent with Nebraska’s general civil statute of limitations and professional recordkeeping best practices.
After the applicable minimum retention period has elapsed, client data will be permanently deleted using each platform’s native deletion functions. We do not retain copies of client data beyond the retention period unless required by law.
Clients may request early deletion of their data at any time by submitting a written request to hello@aaronottcoaching.com. We will honor such requests and permanently delete the data using each platform’s native deletion functions within a reasonable timeframe, except where retention is required by law or contractual obligation (e.g., financial records required for tax purposes). We will confirm deletion in writing upon completion. For full details on data portability and retention, see Sections 15 and 16 of the Master Services Agreement.
9. Data Security
We take reasonable technical and organizational measures to protect your information from unauthorized access, disclosure, alteration, or destruction. Our specific security practices are described in the Data Security Measures Addendum, available at www.aaronottcoaching.com/data-security. However, no data transmission or storage system is completely secure. If you have reason to believe your interaction with us is no longer secure, please contact us immediately at hello@aaronottcoaching.com.
10. Geographic Scope
We provide coaching services exclusively to clients located within the United States. This website is intended for U.S. residents only. We do not knowingly collect information from individuals outside the United States.
11. Children’s Privacy
Our services are intended for adults. We do not knowingly collect personal information from individuals under the age of 18. If you believe a minor has provided us with personal information, please contact us and we will take steps to delete it.
12. Your Rights and Choices
You may request to access, correct, or delete personal information we hold about you by contacting us at hello@aaronottcoaching.com. We will respond to reasonable requests in accordance with applicable law. Note that certain information may be retained as required by law or your Master Services Agreement. For data portability requests, see Section 15 of the Master Services Agreement.
13. Changes to This Policy
We may update this Privacy Policy from time to time. Active clients will be notified of changes by email at least 7 days before changes take effect. We will post the updated Policy on this page with a revised version number and "Last Updated" date. Your continued use of the website or our services after changes are posted constitutes your acceptance of those changes.
14. Contact
For questions or concerns about this Privacy Policy, please contact:
Aaron Ott Coaching
hello@aaronottcoaching.com
www.aaronottcoaching.com