Privacy & Records Notice

The short version

We treat your personal information with care. This notice explains what we collect, how we use it, who can see it, how long we keep it, and when the law may require us to share it.

Reset Coaching provides coaching, not therapy. It is not a licensed health service, so it is generally not covered by HIPAA. We still hold ourselves to high privacy and records standards on purpose.

We do not sell your personal information. We do not use your story, name, or details in marketing without your separate written permission.

1. Who this covers

This notice applies to anyone who books a free consult, completes intake, or pays for or attends coaching sessions or packages with Reset Coaching.

2. What we collect

Identity and contact

• Full name, email, phone, city and state
• Emergency contact name, phone, and relationship

Intake and goals

• Why you want coaching and what you have already tried
• Your goals for the work
• Whether you currently work with a licensed health or mental-health provider, and any limited details you choose to share
• Optional safety screening answers

Self-reflection questionnaire

• The self-reflection questionnaire is part of the program. It is a separate step of the intake, on its own page.
• When you finish the questionnaire, you see your total. With your consent, only that total is sent to John and kept in your file. Your answers to each statement are never sent or stored. The total reaches John by email with the rest of your intake. Nothing else from the questionnaire is kept.
• We keep your intake confirmation that you signed its consent (and a copy of the signed page, if you choose to send one) with your intake records.

Scheduling and payment

• Appointment times, calendar holds, cancellations, and no-shows
• Payment records through Stripe (card brand, last digits, amount, date). We never see or store full card numbers.

Session records

• Session notes and session summaries, including end-of-week summaries
• Things you choose to share about stress, sleep, tension, and how your body handles it, written in your own words (no scores or labels)
• Emails or messages you send about coaching

Technical

• Basic website and form information needed to run booking and intake (for example, the time a form was submitted).
• Our website host (Tiiny Host) collects its own visit analytics. On our current plan, it may also load its own advertising script on our pages. We do not control or receive that data.

We do not ask for Social Security numbers. Your bank and card details stay with Stripe.

3. How we use your information

We use your information only to:

• Check fit and schedule consults and sessions
• Provide coaching and track progress toward your goals
• Apply our cancel, no-show, and fee policies
• Contact you about appointments, intake, and billing
• Keep records for continuity and accountability
• Meet legal duties (see Section 6)

4. Who can see your information

Inside the practice: only John Blanche (sole member of John Blanche, LLC; Founder, Reset Coaching).

Service providers that help run the practice process data so we can operate. We don’t give them your file to browse.

We will update this list if these tools change in a meaningful way.

People you authorize: anyone you name in writing, for example another provider you ask us to coordinate with.

When the law requires it: see Section 6.

5. Our privacy commitments

1. Confidential by default. What you share in sessions and on paperwork stays private.
2. No casual talk about participants. No identifying participant stories with family, friends, or other participants.
3. Need-to-know only. Notes exist for the quality and continuity of your coaching.
4. Safety first. If John believes someone is at serious risk, he may contact emergency services or your emergency contact (see Section 6).
5. Careful storage. Intake and notes are kept in John’s accounts and the tools listed in Section 4 (see Section 9 for current email access). We don’t save participant files to shared family folders or public drives.
6. Honest framing. Our materials stay clear that this is coaching, not therapy.

6. When privacy has limits

Privacy is not absolute. John may share information without your permission when he reasonably believes he must, including:

• A serious risk of harm to yourself, including contacting emergency services, 988, or your emergency contact to keep you safe
• A serious risk of harm to another person
• Known or suspected abuse or neglect of a child, elder, or dependent adult, where the law requires a report
• Court orders, subpoenas, or other legal process John must follow
• Defending the practice in a legal claim involving you (only what is necessary)

Confidential, but not privileged. Coaching conversations are confidential under our Participant Agreement, but they are not legally privileged the way conversations with a therapist or a lawyer can be. A court order or subpoena could require John to share them.

If you are in crisis or thinking about harming yourself or others, call or text 988, call 911, or go to the nearest emergency room. Don’t wait for a coaching session. Coaching is not crisis care.

7. Recordings, transcripts, and AI tools

• Sessions are remote only, by video or phone.
• Recording. Sessions are not recorded or transcribed, and no AI tool is used on them. If we offer optional recording in the future, we’ll describe it in an updated Agreement and ask for your separate written consent first. You can always say no.

8. How long we keep records

9. How we protect your information

• Right now, intake forms and emails reach John’s personal Gmail account. Other tools connected to that account, including automated assistants, may be able to access those messages. We are moving Reset Coaching to a dedicated email account used only for the practice, and we will update this notice when that’s done.
• Strong passwords and device passcodes. We are turning on two-factor sign-in for email, Stripe, and calendar.
• No full card numbers stored
• No participant files in shared family folders or public drives
• Encrypted devices and screen lock where possible
• If a breach affecting your data is discovered, John will investigate, contain it, and notify affected participants as the law requires

No system is perfect. We promise careful handling, not zero risk.

10. Your choices and requests

You may ask what kinds of information we hold about you, ask for a copy of your intake and agreement records, ask us to correct your contact information, or stop coaching (the cancel and fee rules in the Participant Agreement still apply). Some requests may be limited by law, safety, or records we must keep.

Email requests to johnblanchejr@gmail.com with the subject “Reset Coaching privacy request.”

11. Adults only

Reset Coaching works only with adults 18 and older. We do not knowingly collect information from anyone under 18.

12. Changes to this notice

If we change this notice in a meaningful way, we will update the date and version here and ask current participants to acknowledge changes that affect how we handle their information.

13. Your acknowledgment

When you check the acknowledgment on the intake form (or sign the Participant Agreement), you confirm you had a chance to read this notice.