Effective Date: April 1, 2025

1. Introduction

Trek Executive Coaching (“we,” “us,” or “our”) is committed to protecting the privacy and personal information of everyone who participates in our coaching programs, outdoor events, and related services. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you interact with us — whether through our website at https://trekcoaching.com, via email or phone, or in person at one of our events.

Please read this policy carefully. By using our services or providing your information to us, you consent to the practices described herein. If you do not agree with this policy, please do not use our services.

2. Information We Collect

We collect the following categories of personal information in connection with our coaching programs and outdoor events:

a. Contact & Identity Information

• Full name
• Email address
• Phone number
• Mailing address (where applicable)

b. Health & Medical Information

Because our services include physically active outdoor events, we collect health and medical information to protect participant safety, including:

• Physical fitness level and exercise history
• Known medical conditions, injuries, or physical limitations
• Allergies (including medication or environmental allergies)
• Current medications (as relevant to participation safety)
• Physician contact information (if provided)

This information is treated as sensitive personal data and handled with the highest degree of care and confidentiality.

c. Emergency Contact Information

Name, relationship, and phone number of designated emergency contacts provided to participants prior to events.

d. Payment & Billing Information

• Credit/debit card information (processed securely through our third-party payment processor — we do not store full card numbers)
• Billing address
• Transaction history related to your bookings or registrations

e. Information About Minors

When minors (individuals under 18 years of age) participate in our events, we collect the above information with the knowledge and consent of a parent or legal guardian. A parent or guardian must complete all intake and consent forms on behalf of a minor participant. We do not knowingly collect personal information directly from minors without verifiable parental consent.

3. How We Collect Information

We collect personal information through the following means:

• Website contact and registration forms at trekcoaching.com
• In-person intake and health disclosure forms completed before events
• Direct communications via email or telephone
• Payment processing at the time of registration or booking

4. How We Use Your Information

We use the personal information we collect for the following purposes:

• To register you for coaching programs, outdoor events, and workshops
• To assess your fitness and health needs for safe participation in outdoor activities
• To contact your emergency contact in the event of an injury or medical situation during an event
• To process payments and send booking confirmations and receipts
• To communicate with you about upcoming events, scheduling changes, and program updates
• To send marketing communications and newsletters (only with your consent, and you may opt out at any time)
• To comply with applicable laws and regulations
• To protect the health, safety, and legal interests of participants, staff, and our business

5. Photo & Video Policy

Trek Executive Coaching may photograph or record video at our outdoor coaching events for use in marketing and promotional materials, including on our website (https://trekcoaching.com) and social media platforms.

By participating in our events, you acknowledge that photos or video may be taken. If you do not wish to appear in any marketing materials, you must notify us in writing prior to the event. We will make reasonable efforts to honor such requests. For minor participants, written consent from a parent or guardian is required before any images or footage may be used in any public-facing materials.

6. How We Share Your Information

We do not sell your personal information. We may share your information only in the following limited circumstances:

a. Payment Processors

We use third-party payment processors (such as Stripe or PayPal) to handle payment transactions securely. These processors receive billing information necessary to complete transactions and are bound by their own privacy policies and security standards.

b. Email Marketing Platforms

We may use email marketing service providers (such as Mailchimp) to manage and send newsletters and event communications to subscribers. These platforms store your name and email address for this purpose. You may unsubscribe at any time by clicking the unsubscribe link in any email.

c. Venue & Event Partners

For certain outdoor events held at parks, nature reserves, or partner venues, we may share limited participant information (such as names and emergency contacts) with venue operators or event coordinators as required for safety, logistics, or permitting purposes.

d. Legal Requirements

We may disclose your information if required to do so by law, court order, or governmental authority, or if we believe in good faith that such disclosure is necessary to protect the rights, property, or safety of our business, our clients, or the public.

7. Data Retention

We retain your personal information for as long as necessary to provide our services and fulfill the purposes described in this policy, or as required by applicable law. Health and emergency contact information related to a specific event may be retained for a limited period following that event for safety and liability documentation purposes. You may request deletion of your information at any time (subject to legal retention obligations) by contacting us at the information provided in Section 10.

8. Data Security

We take reasonable administrative, technical, and physical measures to protect your personal information from unauthorized access, disclosure, alteration, or destruction. These measures include:

• Secure, password-protected storage of digital records
• Use of reputable, security-certified third-party processors for payments
• Restricted access to sensitive records (health and medical information) on a need-to-know basis
• Secure storage of physical intake forms

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal information, we cannot guarantee absolute security.

9. Your Rights & Choices

Depending on your location and applicable law, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request that we correct inaccurate or incomplete information
• Deletion: Request that we delete your personal information, subject to legal obligations
• Opt-Out of Marketing: Unsubscribe from our email communications at any time by clicking the unsubscribe link in any email, or by contacting us directly
• Withdraw Consent: Where we process your information based on consent, you may withdraw that consent at any time

To exercise any of these rights, please contact us using the information in Section 10 below. We will respond to all requests within a reasonable timeframe.

10. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us:

Trek Executive Coaching
2260 Riverside Drive, Cincinnati, OH 45202
Email: pam@trekcoaching.com

11. Changes to This Privacy Policy

We reserve the right to update or modify this Privacy Policy at any time. When we make material changes, we will post the revised policy on our website at https://trekcoaching.com with a new effective date. Your continued use of our services following any changes constitutes your acceptance of the revised policy. We encourage you to review this policy periodically.