1. Introduction

 

The Writing Pad, LLC (“we,” “us,” or “our”) respects your privacy. This policy explains how we collect, use, and share personal information when you visit our website, book or receive our services, complete our forms, or communicate with us.

Our business is based in Georgia, United States, and serves clients in the United States and internationally.

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2. Adults-Only Services

 

Our services are intended only for adults age 18 and older. We do not knowingly provide services to individuals under 18.

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3. Information We Collect

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Contact and Intake Information

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When you complete an intake form or questionnaire, we may collect:

• Your name.

• Your email address.

• Your telephone number.

• Any information you voluntarily provide in a comment box.

• Additional intake information provided in response to questions tailored to the services you request.

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Booking and Client Communications

We collect booking details and information you provide when requesting services, communicating with us, or participating in coaching sessions.

 

Session Materials

With participants’ permission, we may create session recordings, transcripts, and AI-generated summaries through Zoom.

 

Newsletter Preferences

We collect the information you provide when you choose to subscribe to our newsletters or promotional emails, along with your subscription and unsubscribe preferences.

 

Website Information

Our website uses Wix and its built-in features, which may collect information through cookies and similar technologies.

 

4. How We Use Your Information

 

We use personal information to:

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• Schedule and provide coaching and other requested services.

• Communicate about bookings, appointments, and client inquiries.

• Understand your goals, assess your service needs, and tailor intake questions and services to your requests.

• Prepare for coaching sessions and other service engagements.

• Provide follow-up support and respond to future service requests.

• Create and share session recordings, transcripts, and AI-generated summaries when participants give permission.

• Process payments through Wix Payments.

• Send newsletters, time-management tips, and promotional offers when you choose to subscribe.

• Maintain appropriate business records.

• Respond to privacy questions and deletion requests.

• Respect your communication and marketing preferences.

 

5. Session Recording and AI Note-Taking

 

• With participants’ permission, we may record coaching sessions through Zoom and use Zoom’s built-in AI features to create transcripts and summaries.

• Before recording or AI note-taking begins, we explain their purpose and ask each participant for permission. These materials support session documentation, client review, and follow-up.

• Recording and AI note-taking are optional. You may decline either or both and still participate in your coaching session.

 

Access to Session Materials

 

Recordings, transcripts, and summaries may be shared with:

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• The client.

• Relevant participants in that session.

• Our assistant when access is necessary to support our services.

 

We use password-protected access links and limit access to authorized recipients.

 

Retention of Session Materials

 

We retain session recordings, transcripts, and AI-generated summaries for 90 days after the session date. After that period, we delete them unless a longer retention period is required by applicable law.

 

6. Newsletters and Marketing Emails

 

• We offer an optional signup for newsletters, time-management tips, and promotional offers.

• Booking a session or submitting an inquiry does not automatically subscribe you to marketing communications. The newsletter signup checkbox is optional and is not selected by default.

• You may unsubscribe at any time using the unsubscribe link included in our marketing emails.

• Your newsletter preference is separate from communications concerning services you request, such as appointment confirmations and responses to your inquiries.

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7. Service Providers and Assistant Access

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We use service providers to support our website, communications, payments, and service delivery.

 

Wix and Wix Payments

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We use Wix to operate our website and manage bookings and customer information. Payments are processed through Wix Payments. Our assistant does not see or store customers’ full credit card numbers.

 

Zoom

We use Zoom to conduct coaching sessions and, with participants’ permission, create session recordings, transcripts, and AI-generated summaries.

 

Gmail

We may use Gmail to communicate with clients.

When we temporarily download contact information to send emails outside Wix, we delete the downloaded contact-list file after sending the emails. Deleting that file does not itself delete the emails or information contained in those communications.

 

Assistant Access

Our assistant may access client information when necessary to support our services. Access is restricted according to the responsibilities they perform.

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8. Cookies and Website Features

Our website uses Wix and its built-in website features, which may use cookies and similar technologies. Our cookie banner allows visitors to accept, reject, or manage optional cookies. You can use the options presented in the banner to indicate your preferences. We do not separately add external analytics or advertising tools beyond the features included with Wix.

 

9. How Long We Retain Information

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• We retain personal information for as long as reasonably necessary for the purposes described in this policy, including providing requested services, supporting agreed client access to session materials and follow-up, maintaining necessary business records, and meeting applicable legal obligations.

• To determine retention, we consider the type and sensitivity of the information, whether the client engagement and related follow-up are complete, whether the information remains necessary for its stated purpose, and any applicable recordkeeping or legal preservation requirements.

• We review retained information periodically and delete or anonymize information that is no longer needed, unless continued retention is required by applicable law.

• Newsletter subscription information is maintained separately from coaching records. We may retain limited information after an unsubscribe request to ensure that we continue to respect the person’s marketing preferences.

• Contracts, invoices, and other records required for tax, accounting, or legal purposes may be retained separately from coaching recordings and intake information.

 

10. Privacy Questions and Deletion Requests

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You may contact us with privacy questions or to request deletion of your recordings, transcripts, summaries, or other personal information.

Email: drdj@deborahjohnsonblake.com

 

We review each request and delete information where appropriate, subject to applicable legal obligations and retention requirements. We may ask for information needed to verify your identity and locate the relevant records.

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If we must retain certain information, we explain the reason to the requester.

Unsubscribing from marketing emails and requesting deletion of client records are separate actions. You may request either or both.

 

11. Access and Security

We limit access to client information according to the work that needs to be performed. We use password-protected links for shared session materials and restricted assistant access to support our services.

Please contact us if you believe a session link or other client information has been shared with someone who should not have access.

 

12. Changes to This Policy

We may update this policy to reflect changes in our services or information-handling practices. We will post the updated policy on our website and revise its effective date.

 

13. Contact Us

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The Writing Pad, LLC
Georgia, United States
Email: drdj@deborahjohnsonblake.com