Terms of Service

What CoachLens does

CoachLens lets professional coaches store session records, generate AI-assisted evaluations of their coaching against a competency rubric, track their development over time, manage their coaching relationships, and optionally share selected material with the people they coach through a client portal.

Accounts

You must be at least 18 and provide accurate information. You are responsible for your account credentials and for activity under your account. Tell us promptly if you believe your account has been compromised.

Organizations may invite coaches and administrators. An organization administrator can see competency scores and submitted reports for coaches in their organization, but cannot read session transcripts.

Your content, and your responsibility for it

You keep ownership of everything you upload — transcripts, notes, reports, and client records. You grant us only the licence needed to operate the service for you: to store your content, transmit it to the service providers listed in our Privacy Policy for processing, and display it back to you and to those you authorize. We do not use your content to train AI models, and we do not sell it.

You also confirm that you will not upload content that:

• You have no right to share
• Violates someone’s privacy or confidentiality
• Contains information subject to specific regulatory regimes that CoachLens does not support — including protected health information under HIPAA, payment card data, or government identification numbers

AI evaluations: what they are and are not

Evaluations, suggested focus areas, report drafts, and chat responses are generated by AI from the text you supply. They can be wrong, incomplete, or inconsistent. Treat them as a prompt for your own reflection, not as findings.

Specifically, a CoachLens evaluation is:

• Not a credential or certification. It confers no qualification and does not substitute for assessment by a credentialing body.
• Not an endorsement by any rubric owner. CoachLens supports multiple competency frameworks. Where a framework originates with a third party — including the ICF Core Competencies, which are © International Coaching Federation — CoachLens is not affiliated with, endorsed by, or acting on behalf of that organization, and a CoachLens score is not an official assessment against their standard.
• Not professional, legal, medical, or therapeutic advice to you or to anyone you coach.
• Not an assessment of your coachee. Evaluations assess coaching practice, not the person being coached.

Decisions you make about your practice, your clients, or anyone else’s employment or development remain yours.

Acceptable use

You agree not to:

• Use CoachLens to break the law or infringe anyone’s rights
• Attempt to access data belonging to another coach, organization, or coachee
• Probe, scan, or test the security of the service, or interfere with its operation
• Use automated means to generate excessive load, or resell access to the service
• Reverse engineer the service, or extract its AI prompts or rubric content for a competing product

Plans, billing, and cancellation

CoachLens is billed to an organization on a per-seat basis. The organization administrator subscribes, and each coach holding a coach seat receives their own allowance of session evaluations.

• Plans and allowances. Each plan includes a set number of session evaluations per coach per calendar month. Allowances do not roll over. Additional sessions can be purchased as one-time add-ons, which also do not roll over between periods.
• Seats. You are billed for the number of coach seats in your organization. Adding or removing a coach adjusts your subscription, and Stripe prorates the difference.
• Billing cycle. Subscriptions renew automatically, monthly or annually depending on the plan you choose, until cancelled. Session allowances reset monthly regardless of billing cadence.
• Cancellation. You can cancel at any time through the billing portal. Cancellation takes effect at the end of your current paid period, and you keep access until then.
• Refunds. Payments are non-refundable except where required by law, or where we agree otherwise in writing.
• Price changes.We may change pricing with at least 30 days’ notice before it affects your next renewal.

Failed payments may result in suspension. We will try to reach you before that happens.

Availability

We work to keep CoachLens available, but we do not promise uninterrupted service. We may modify, suspend, or discontinue features, and we rely on third-party providers whose outages affect us. Planned maintenance will be announced where practical.

Disclaimers

CoachLens is provided “as is” and “as available,” without warranties of any kind, express or implied, including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not warrant that the service will be error-free, that AI output will be accurate, or that any particular result will follow from using it.

Limitation of liability

To the fullest extent permitted by law, neither party is liable for indirect, incidental, special, consequential, or punitive damages, or for lost profits, revenue, or data.

Our total liability arising out of or relating to these terms or the service is limited to the amount you paid us in the twelve months before the event giving rise to the claim.

Nothing here limits liability that cannot be limited under applicable law.

Termination

You may stop using CoachLens and close your account at any time. We may suspend or terminate an account that breaches these terms, or where required by law. On termination you lose access to the service; export anything you want to keep before closing your account, and see our Privacy Policy for how deletion works.

Changes to these terms

We may update these terms as the service changes. We will revise the date at the top of this page, and for material changes we will notify account holders by email before they take effect. Continuing to use CoachLens after that means you accept the updated terms.

Governing law

These terms are governed by the laws of the State of Illinois, without regard to its conflict-of-laws rules. The state and federal courts located in Illinois have exclusive jurisdiction over any dispute arising from these terms or your use of CoachLens, and both parties consent to that jurisdiction.

Contact

Doug Foltz Consulting, LLC
support@coachlens.coach