1. Agreement to Terms
These Terms of Service (“Terms”) constitute a legally binding agreement between you (“Coach” or “you”) and CoachNotes (“we,” “us,” or “our”) governing your access to and use of the CoachNotes platform available at coachnotes.app (“Platform”). By creating an account or using the Platform, you agree to be bound by these Terms. If you do not agree, do not use CoachNotes.
2. Description of Service
CoachNotes is a practice management platform designed for wellness coaches. The Platform provides:
- •Client record and health profile management
- •Session recording upload and AI-assisted transcription and summarization
- •AI-generated SOAP notes, session prep, and email drafts
- •Supplement and medication safety screening
- •Bulk email campaigns, scheduled emails, and email series
- •Lab result upload and AI extraction
- •Intake form creation and management
- •Gmail integration for sending emails to clients
- •Billing and subscription management
CoachNotes is a productivity and documentation tool. It does not provide medical advice, clinical services, or professional health guidance. All AI-generated content is provided for informational and administrative purposes only and must be reviewed by you before sharing with clients.
3. Accounts and Registration
3.1 Eligibility
You must be at least 18 years old and a certified or practicing wellness coach (or equivalent professional) to use CoachNotes. By creating an account, you represent that you meet these requirements.
3.2 Account Security
You are responsible for maintaining the confidentiality of your login credentials and for all activity that occurs under your account. You agree to notify us immediately at support@coachnotes.app if you suspect unauthorized access to your account.
3.3 Google OAuth
CoachNotes uses Google OAuth for authentication and Gmail integration. By connecting your Google account, you authorize CoachNotes to access your Google account in accordance with the permissions you grant and our Privacy Policy. You may revoke this access at any time through your Google account security settings.
4. Subscriptions and Billing
4.1 Subscription Plans
CoachNotes offers the following subscription tiers:
- •Free Plan — Limited to 3 total clients; core session and client management features
- •Standard Plan ($49/month) — Up to 10 active clients; all features including bulk email and email series
- •Plus Plan ($69/month) — Up to 25 active clients; all features
- •Pro Plan ($99/month) — Unlimited active clients; all features
Plan features and pricing are subject to change. We will provide advance notice of material changes to pricing.
4.2 Billing
Paid subscriptions are billed monthly in advance via Stripe. By providing payment information, you authorize us to charge your payment method for the applicable subscription fee. All fees are non-refundable except as required by law or as stated in our refund policy.
4.3 Cancellation
You may cancel your subscription at any time through the Billing section of your account Settings. Cancellation takes effect at the end of the current billing period. Upon cancellation, your account will revert to the Free Plan.
4.4 Payment Failures
If a payment fails, we will notify you and may temporarily restrict access to paid features until the payment is resolved. Accounts with unresolved payment failures for more than 30 days may be suspended.
5. Acceptable Use
5.1 Permitted Uses
You may use CoachNotes only for lawful purposes in connection with your wellness coaching practice. You agree to:
- •Maintain accurate and current information in your account
- •Obtain appropriate consent from your clients before entering their personal or health information
- •Review all AI-generated content before sharing it with clients or third parties
- •Comply with all applicable laws and professional regulations governing your coaching practice
5.2 Prohibited Uses
You agree not to:
- •Use CoachNotes to provide medical diagnoses, prescribe treatments, or engage in the unlicensed practice of medicine or clinical nutrition
- •Upload content that is illegal, harmful, defamatory, or infringes any third-party rights
- •Attempt to gain unauthorized access to any part of the Platform or its infrastructure
- •Reverse engineer, decompile, or attempt to extract source code from the Platform
- •Use the Platform to send spam, unsolicited communications, or engage in any abusive email practices
- •Share your account credentials with others or allow multiple coaches to use a single account
- •Use automated tools, bots, or scripts to access or interact with the Platform
6. Client Data and Your Responsibilities
CoachNotes is a tool to assist your coaching practice. You are solely responsible for:
- •Ensuring you have legal authority to collect, store, and process your clients' personal and health information
- •Obtaining informed consent from clients before recording sessions or uploading their health data
- •Complying with applicable privacy laws in your jurisdiction, including any requirements under HIPAA, GDPR, or state/provincial law that may apply to your practice
- •The accuracy of the information you enter and the appropriateness of AI-generated content you choose to share
CoachNotes is not a HIPAA-covered entity and does not offer Business Associate Agreements (BAAs) at this time. If your practice is subject to HIPAA requirements, you are responsible for assessing whether CoachNotes is appropriate for your use case.
7. AI Features and Disclaimer
CoachNotes uses artificial intelligence to generate session summaries, SOAP notes, email drafts, prep notes, and safety alerts. You acknowledge and agree that:
- •AI-generated content may contain errors, omissions, or inaccuracies
- •AI-generated content is for administrative assistance only and does not constitute professional medical, nutritional, clinical, or legal advice
- •You are solely responsible for reviewing, editing, and verifying all AI-generated content before using or sharing it
- •Safety alerts generated by our supplement-medication interaction feature are informational only and do not substitute for professional medical guidance
CoachNotes makes no warranty regarding the accuracy, completeness, or fitness for purpose of any AI-generated output.
8. Intellectual Property
8.1 Our IP
The CoachNotes platform, including its design, software, features, and branding, is owned by us and protected by applicable intellectual property laws. Nothing in these Terms transfers any ownership rights in the Platform to you.
8.2 Your Content
You retain all ownership rights in the client data, session recordings, notes, and other content you upload to CoachNotes (“Your Content”). By using the Platform, you grant us a limited, non-exclusive license to process Your Content solely as necessary to provide the services described in these Terms. We do not claim ownership of Your Content.
9. Privacy
Your use of CoachNotes is also governed by our Privacy Policy. The Privacy Policy is incorporated into these Terms by reference.
10. Third-Party Services
CoachNotes integrates with third-party services including Google (Gmail), Stripe (payments), Vercel (infrastructure), Neon (database), Deepgram (transcription), and Anthropic (AI). Your use of these integrations is also subject to the respective third-party terms and privacy policies. We are not responsible for the availability, accuracy, or practices of any third-party service.
11. Disclaimers
THE PLATFORM IS PROVIDED “AS IS” AND “AS AVAILABLE” WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESS OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT. WE DO NOT WARRANT THAT THE PLATFORM WILL BE UNINTERRUPTED, ERROR-FREE, OR FREE OF HARMFUL COMPONENTS.
12. Limitation of Liability
TO THE FULLEST EXTENT PERMITTED BY LAW, COACHNOTES SHALL NOT BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, INCLUDING LOSS OF DATA, REVENUE, OR PROFITS, ARISING FROM YOUR USE OF THE PLATFORM, EVEN IF WE HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. OUR TOTAL LIABILITY TO YOU FOR ANY CLAIMS ARISING FROM THESE TERMS OR YOUR USE OF THE PLATFORM SHALL NOT EXCEED THE AMOUNT YOU PAID US IN THE THREE MONTHS PRECEDING THE CLAIM.
13. Indemnification
You agree to indemnify, defend, and hold harmless CoachNotes and its officers, directors, employees, and agents from and against any claims, liabilities, damages, losses, and expenses (including reasonable attorneys' fees) arising out of or relating to your use of the Platform, your violation of these Terms, or your violation of any applicable law or the rights of a third party.
14. Termination
We may suspend or terminate your account at any time if we believe you have violated these Terms, or for any other reason with reasonable notice. You may terminate your account at any time by contacting us. Upon termination, your right to access the Platform ceases, and we may delete your data in accordance with our retention policies.
15. Governing Law and Dispute Resolution
These Terms are governed by the laws of the State of Illinois, without regard to its conflict of law principles. Any disputes arising from these Terms shall be resolved through binding arbitration under the rules of the American Arbitration Association, except that either party may seek injunctive relief in a court of competent jurisdiction. You waive any right to a jury trial or class action.
16. Changes to These Terms
We may modify these Terms at any time. When we do, we will update the Effective Date and notify you via email or a notice within the Platform. Your continued use of CoachNotes after changes are posted constitutes your acceptance of the updated Terms.
17. Entire Agreement
These Terms, together with our Privacy Policy, constitute the entire agreement between you and CoachNotes regarding your use of the Platform and supersede all prior agreements, representations, or understandings.
18. Contact Us
If you have questions about these Terms, please contact us: