Privacy Policy

This Privacy Policy describes how Rachelle Davis, operating as Get Your Healthy Life and Ask a Health Coach ("we", "us", "our"), collects, uses, and protects your personal information when you visit askahealth.coach or engage our coaching services. We are committed to protecting your privacy and handling your data transparently.

1. What information we collect

We collect only the information you voluntarily provide and basic technical data needed to operate the site.

Information you provide directly

• Contact form submissions: name, email address, and the content of your message
• Intake form submissions: name, email, phone (optional), age range, symptoms, health history, current challenges, and any other details you share about your health situation
• Free resource downloads: email address
• Booking requests: name, email, preferred time, and anything you include in the notes field
• Coaching client records: if you become a client, additional information you share during sessions

Information collected automatically

• Analytics data: pages visited, time on site, referring source, device type, approximate location (city-level), browser type — collected via Google Analytics only if you accept analytics cookies
• Server logs: IP address, timestamp, and request URL, collected by our hosting provider for security and performance

2. How we use your information

We use your information for the following purposes:

• Respond to your inquiries. When you submit a contact form or intake form, we read and reply to you personally.
• Review your health details. Intake form submissions are reviewed manually by Rachelle within 1–2 business days to determine how we can help.
• Follow up with coaching outreach. If you submit an intake form, we may contact you by email within a reasonable period (typically 1–2 weeks) with coaching options, relevant resources, or to suggest next steps. You can opt out of this outreach at any time by replying to any message or emailing us directly.
• Deliver requested resources. If you request a free download or sign up for a waitlist, we send you the requested content by email.
• Provide coaching services. If you engage us as a client, we use your information to plan sessions, track progress, and support your recovery.
• Improve our website and content. Anonymous analytics help us understand what information visitors find useful.
• Comply with legal obligations. We may retain information as required by law or to resolve disputes.

We do not sell your information. We have never sold personal information and do not intend to.

3. Health intake forms and sensitive data

Our intake form collects details about your health and symptoms. We want to be transparent about how this information is handled:

• Submission: Forms are processed by Formspree (a third-party form service) and forwarded to askahealth@gyhl.com, an inbox monitored only by Rachelle.
• Review: Rachelle reads each submission personally, typically within 1–2 business days. We do not use automated profiling or algorithmic decision-making on your health data.
• Storage: Your submission remains in our email inbox (hosted by Google Workspace) and in Formspree's database as part of their standard service. Neither is shared with third parties.
• Use: We use your health details only to understand your situation and determine how we can help — whether through coaching, recommending a resource, or suggesting you speak with a medical provider.
• Follow-up: We may contact you by email with relevant coaching options or resources. You may opt out at any time and we will stop.
• Not a medical record: Information shared through our forms is not a medical record and is not protected by HIPAA (we are a coaching practice, not a covered entity). Do not share clinical medical records, prescription details, lab results, or legally sensitive health information through our forms.

4. Third-party services we use

We use a small number of third-party services to run our website and business. Each one handles data according to its own privacy policy:

• Formspree (form processing) — privacy policy
• Google Analytics (website analytics, only if you accept cookies) — privacy policy
• Google Workspace / Gmail (email) — privacy policy
• Cloudflare (security and content delivery) — privacy policy
• appt.link / Calendly (booking calls) — privacy policy
• Designrr (free book delivery) — privacy policy
• Square or Stripe (payment processing for paid services only) — Square policy / Stripe policy

In the future we may integrate Google AdSense for advertising, which would use cookies to serve ads. If we do, we will update this policy and the cookie banner accordingly before activation.

5. Cookies and tracking

We use two categories of cookies:

Essential cookies (always active)

Needed for basic site function, including remembering your cookie preference itself. These cannot be disabled.

Analytics cookies (optional)

Set by Google Analytics to help us understand how visitors use the site. These are only loaded after you accept them via our cookie banner. If you decline, Google Analytics does not run. Your choice is remembered for 12 months, after which we'll ask again.

You can change your choice at any time by clearing your browser's storage for this site, which will cause the banner to reappear. You can also block cookies entirely through your browser settings.

6. Legal basis for processing (GDPR)

For visitors in the UK, EU, or EEA, we rely on the following legal bases under the UK GDPR and EU GDPR:

• Consent — for analytics cookies and marketing emails
• Contract — to provide coaching services you've signed up for
• Legitimate interest — to respond to inquiries you've initiated and to follow up with coaching outreach after you've submitted an intake form (you may object at any time)
• Legal obligation — where we must retain records for tax, legal, or compliance reasons

7. Your rights under GDPR

If you are in the UK, EU, or EEA, you have the following rights regarding your personal data:

• Right of access — request a copy of the personal data we hold about you
• Right to rectification — ask us to correct inaccurate or incomplete data
• Right to erasure ("right to be forgotten") — ask us to delete your data
• Right to restrict processing — ask us to stop or limit how we use your data
• Right to data portability — receive your data in a structured, machine-readable format
• Right to object — object to processing based on legitimate interest, including follow-up coaching outreach
• Right to withdraw consent — where we process based on consent, you can withdraw at any time
• Right to lodge a complaint — with your local supervisory authority (e.g., the UK ICO, or the data protection authority in your country)

To exercise any of these rights, email askahealth@gyhl.com. We respond within 30 days.

8. Your rights under CCPA (California residents)

California residents have the following rights under the California Consumer Privacy Act (CCPA):

• The right to know what personal information we collect, use, and disclose
• The right to request deletion of personal information we've collected
• The right to correct inaccurate personal information
• The right to opt out of the sale of personal information (we do not sell personal information)
• The right not to be discriminated against for exercising your privacy rights

To exercise these rights, email askahealth@gyhl.com with "California privacy request" in the subject line.

9. Data retention

We retain your data only as long as necessary:

• Intake and contact form submissions: retained for up to 3 years in case you return as a client, unless you request deletion sooner
• Email correspondence: retained as long as is useful for ongoing communication, typically 3–5 years
• Active coaching client records: retained for the duration of the engagement plus 7 years for tax and legal purposes
• Analytics data: Google Analytics retains data for up to 14 months by default
• Marketing email lists: retained until you unsubscribe

You can request earlier deletion at any time by emailing us.

10. How we protect your data

We take reasonable measures to protect your information:

• The website uses HTTPS encryption for all traffic
• Our email is protected by Google's security infrastructure, including spam filtering and two-factor authentication
• Formspree uses encryption in transit and at rest
• Payment processing is handled by PCI-compliant third parties (Square, Stripe); we do not store credit card numbers
• We limit access to your information to Rachelle only

No system is perfectly secure. If we discover a data breach affecting your information, we will notify you and the relevant authorities as required by law.

11. Children's privacy

This site is not directed at children under 16. We do not knowingly collect personal information from children. If you believe we have inadvertently collected information from a child, please contact us and we will delete it promptly.

12. Changes to this policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last updated" date at the top of this page and, where appropriate, notify you by email or a banner on the site.

13. Contact us

For privacy questions or to exercise any of your rights under this policy:

Rachelle Davis
Get Your Healthy Life / Ask a Health Coach
Houston, Texas, United States
Email: askahealth@gyhl.com