Coaching Privacy Notice
Sound + Stone
Effective date: October 11, 2026
Legal provider: Jonathan Beckner
Mailing address: PO Box 187, Avondale Estates, GA 30002
Contact: info@ofsoundandstone.com
This notice explains how Sound + Stone handles information for personal fitness coaching. It covers intake, training records, scheduling, communication, payment administration, and the coaching website.
Information we collect
We collect contact details, goals, availability, training history, equipment access, readiness-screening responses, relevant restrictions, workout results, and feedback that you provide. Some information, such as injuries or symptoms, may be sensitive health information. We may collect an emergency contact and your location for a live remote session.
We also retain service agreements, consent records, appointment history, invoices, and payment status. Do not send card numbers by email. A payment processor collects payment credentials through its own payment page when activated. Optional technique videos, photographs, or voice notes are collected only when you submit them or separately agree to their collection.
How we use information
We use information to assess training readiness, design and adjust your plan, review progress, answer questions, arrange sessions, process payments, maintain records, and respond to safety or service issues. We request information relevant to coaching; please avoid sending unrelated medical records or sensitive information about other people.
Who receives information
Jonathan Beckner accesses client records to provide coaching. If another coach is assigned later, we will explain their role and give access only as needed. We do not sell client information or use health information for targeted advertising. Marketing use of a testimonial, image, or identifiable result requires separate permission.
Service providers process information needed to deliver coaching. Google Forms collects intake responses; Google Drive, Docs, and Sheets store coaching documents and training records; Google Calendar handles booking; email carries coaching communications; Stripe processes checkout and payment information; and OpenAI ChatGPT Sites hosts the public coaching website. These providers have their own privacy terms. Website providers may process technical information such as IP addresses and request logs. Your private intake and training records are not published on the public website.
Each client receives a separate training document; site access does not grant access to client records. We may disclose relevant information when required by law, to protect legal rights, or as reasonably needed in an emergency. This notice does not promise absolute confidentiality.
Coaching Privacy Notice Continued
Email recordings and artificial intelligence
Email is the current coaching communication channel. Ordinary email and shared documents are not guaranteed secure medical-record systems. Tell us if you have concerns about sharing sensitive information so we can discuss what is necessary and available alternatives.
Live sessions are not recorded without your consent. Optional training clips you submit are used for coaching. Public sharing requires separate permission.
Identifiable client records will not be submitted to generative AI services without separate informed permission identifying the service, information involved, and purpose. AI-generated drafts do not replace coach judgment. We will explain any material changes to AI or automated-analysis use and obtain permission where required.
Security and retention
Client training records are shared individually through Google permissions. Access is limited to what is needed to provide the service. No online system can guarantee complete security.
Core intake, training, and coaching records, agreements, waivers, and consent records are retained for seven years after coaching ends. Payment and tax-support records are retained for seven years after the relevant tax return is filed or its due date, whichever is later. Optional technique videos, photographs, and voice recordings are deleted within 90 days after review unless we agree to keep them longer for coaching. Relevant records may be kept longer when law, an insurer requirement, an incident, or a pending dispute requires it. Information no longer needed is deleted or de-identified where practical; provider backups may take additional time to expire.
If a security incident affects your information, we will investigate and provide notices required by applicable law.
Your choices and requests
Email info@ofsoundandstone.com to request access, corrections, an export, or deletion, or to withdraw optional permissions. We may verify your identity before acting. We will acknowledge requests within ten business days and explain the response timeline, subject to any shorter legal deadline. Certain records may need to be retained for legal obligations or disputes; we will explain relevant limitations.
You can decline optional marketing or recording permission without losing coaching. Withholding information essential to safe programming may limit the service we can provide. Marketing emails, if offered later, will include an unsubscribe method. Essential service and billing messages may continue while the relationship remains active.
Age scope and changes
Client eligibility: Adults aged 18 and older. Contact info@ofsoundandstone.com if information has been submitted for someone who does not meet this requirement.
We will update the effective date and notify clients of material changes to this notice, and obtain new consent where required.