Terms of Service

These Terms of Service (“Terms”) govern access to and use of the CoachOS web application, client portal and related services (the “Service”), provided by PersonalBrand.com LLC, doing business as CoachOS, 500 S Mill Ave, Tempe, AZ 85281 (“CoachOS”, “we”, “us”, “our”).

Agreement and Definitions

By accepting an invitation, creating an account or otherwise using the Service, you agree to these Terms and to our Privacy Policy. If you accept these Terms for an organization, you confirm that you have authority to bind it, and “you” includes that organization. If you do not agree, do not use the Service.

In these Terms:

• Organization means a business, such as a coaching school, training organization, consulting firm or advisory network, that uses CoachOS to set the method and standards for its coaches, advisors and consultants. Organization Staff are the people an Organization authorizes to manage its account.
• Coach User means a coach, advisor, consultant or other professional who has a CoachOS workspace under an Organization and uses it with their own clients.
• Client User means a client of a Coach User who is invited to the client portal.
• Method means the call types, prompts, standards and other instructions an Organization configures in the Service.
• Content means information and material that you or other users put into the Service, including calendar events, recordings, transcripts, documents, notes, client and contact records, and feedback.
• Outputs means material the Service generates from Content and the Method, such as pre-call briefs, call reports, deliverables, action items and coaching feedback.

Eligibility

You must be at least 18 years old to use the Service. Organizations and Coach Users must use the Service for business or professional purposes, not personal, family or household purposes.

Accounts and Invitations

Access to the Service is by invitation.

• Organizations are set up by CoachOS. An Organization’s owners and admins can invite Coach Users and add Organization Staff from people who already have an account.
• Coach Users join by accepting an invitation from CoachOS or from their Organization. Each Coach User’s workspace belongs to the Organization that invited them.
• Client Users are invited to the client portal by their Coach User and sign in with a one-time code sent to their email address. Where the Coach User allows it, a Client User may add teammates from their own organization.

You must give accurate information, keep your sign-in details secure, and tell us promptly at [email protected] if you believe your account has been used without your permission. You are responsible for activity under your account.

Organization Responsibilities

Each Organization is responsible for:

• making sure the Method and any other material it provides is lawful and that it has the rights to use it;
• its own agreements with its Coach Users and with their clients, including any fees it charges them and any commitments it makes about how the Service is used;
• complying with the laws that apply to it in the places it operates, including laws on recording, consent, privacy and marketing; and
• the conduct of its Organization Staff in the Service.

An Organization does not see its Coach Users’ Content, as described in our Privacy Policy, and must not try to obtain it through the Service.

Coach User Responsibilities

Each Coach User is responsible for:

• telling meeting participants that a call is being recorded and obtaining any consent that the law or their professional obligations require (see “Recording and Consent”);
• having the right to add the client information, contacts and documents they put into the Service, and keeping that information accurate;
• reviewing every Output before relying on it or sharing it with a client; and
• the professional services they provide to their clients.

Recording and Consent

The Service includes a meeting assistant (the “Notetaker”) that joins online meetings as a named participant and records their audio. Recording is automatic for scheduled meetings with an invitee who matches one of the Coach User’s client contacts, and the Coach User can turn recording on or off for any meeting before it starts. The Notetaker does not itself notify participants or collect their consent. The Coach User and their Organization are responsible for giving any notice and obtaining any consent the law requires from every participant, in every jurisdiction where participants are located. You must not use the Service to record anyone covertly.

Client Users

The client portal lets Client Users see the reports, action items and sessions their Coach User publishes to them, answer feedback requests and, where their Coach User allows it, listen to session audio. Client Users pay no fee to CoachOS. A Client User’s relationship for coaching or advisory services is with their Coach User, not with CoachOS, and Client Users must use the portal only for that relationship and in line with “Acceptable Use”.

Fees and Prepaid Credits

Today, Coach Users pay CoachOS for AI features by buying prepaid usage credits.

• Credits. You buy credits by card. Using AI features draws down your credit balance at the rates in effect when the work runs. We may also grant promotional credits, which have no cash value.
• Auto-recharge. If you turn on auto-recharge, you authorize us to charge your saved card for the top-up amount you choose whenever your balance falls below the threshold you set, until you turn it off.
• Payment processing. Card payments are processed by Stripe under Stripe’s terms. You authorize us and Stripe to charge the payment method you provide, and you confirm that you are entitled to use it.
• Refunds. Credits that have been used are not refundable.
• Taxes. Prices do not include taxes unless we say so, and you are responsible for any taxes that apply.

CoachOS may in future offer plans billed to an Organization. Any such plan will be governed by separate written terms or an order form.

Ownership and Licenses

• The Method belongs to the Organization that provides it.
• Content belongs to the users who provide it, or to whoever they received it from. Outputs generated for a Coach User are theirs to use, subject to the rights of others in the Content they were made from.
• The Service, including its software, design and documentation, belongs to CoachOS and its licensors. These Terms give you a limited, non-exclusive, non-transferable right to use it while your account is active. Our names and marks may not be used without our written permission.

You grant CoachOS a limited license to host, copy, process, transmit and display the Method and Content, and to share them with our service providers, only as needed to provide, secure and support the Service. We do not use Content or the Method to train artificial intelligence models. If you send us feedback or suggestions, we may use them without obligation to you.

AI-Generated Outputs

The Service uses artificial intelligence to prepare Outputs. Outputs are drafts. They can be incomplete or wrong, and they are not professional, legal, financial, medical or other advice from CoachOS. The Coach User decides what to rely on and what to publish to a client, and nothing reaches a Client User unless the Coach User publishes it. The Service does not take part in meetings and is not a substitute for the Coach User’s own judgment.

Privacy

Our Privacy Policy explains how we handle personal information, including calendar data, recordings and transcripts. Where an Organization or Coach User uses the Service to process personal information about clients or other people, they are responsible for complying with the data protection laws that apply to them, and CoachOS processes that information on their behalf as the Privacy Policy describes. An Organization that needs a data processing agreement may request one at [email protected].

Acceptable Use

You must not:

• use the Service in a way that breaks any law or infringes anyone’s rights, including recording people without the notice or consent the law requires;
• upload material you have no right to share, or material that is unlawful, harassing or malicious;
• try to access another user’s workspace, account or data, or get around the Service’s access controls;
• interfere with or disrupt the Service, probe it for vulnerabilities without our written permission, or use automated means to access it except through features we provide;
• copy, resell or reverse engineer the Service, or use it to build a competing product; or
• use the Service to send unsolicited messages.

We may remove material or restrict access where we reasonably believe these rules have been broken.

Suspension and Termination

• By CoachOS. We may suspend or end access to the Service for a material breach of these Terms, for non-payment, to protect the Service or other users, or where the law requires it. Where it is reasonable to do so, we will tell you first.
• By an Organization. An Organization may pause a Coach User’s access to its workspace. While access is paused, the Coach User can still sign in and read their workspace, but cannot record meetings, run AI features or make changes, and their Client Users cannot sign in to the portal.
• By you. You may stop using the Service at any time. To close an account, email [email protected]. An Organization may end its relationship with us as set out in its order form, if it has one, or on notice to us.

When an account ends, we handle its data as described in our Privacy Policy, including deleting it on request. Sections that by their nature should survive termination, including ownership, disclaimers, limitation of liability, indemnification and governing law, survive.

Disclaimers

The Service is provided “as is” and “as available”. To the fullest extent the law allows, CoachOS disclaims all warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, title and non-infringement. We do not promise that the Service will be uninterrupted, secure or error-free, that every meeting will be recorded or transcribed, that Outputs will be accurate, or that the Service will meet your requirements. The Service relies on third-party platforms, such as calendar and meeting providers, that we do not control.

Limitation of Liability

To the fullest extent the law allows, CoachOS and its affiliates, officers, employees, agents and suppliers will not be liable for any indirect, incidental, special, consequential, exemplary or punitive damages, or for any loss of profits, revenue, data, goodwill or business opportunity, arising out of or relating to these Terms or the Service, however caused and under any theory of liability, even if we were told such damages were possible.

To the fullest extent the law allows, CoachOS’s total liability arising out of or relating to these Terms or the Service will not exceed the total fees you paid to CoachOS for the Service in the twelve months before the event giving rise to the claim, or one hundred US dollars if you paid nothing.

Some jurisdictions do not allow some of these exclusions or limits, so they may not all apply to you. Nothing in these Terms limits liability that cannot be limited by law.

Indemnification

Each Organization will defend, indemnify and hold harmless CoachOS and its affiliates, officers, employees and agents from any third-party claim, and the resulting losses, damages, costs and reasonable attorneys’ fees, arising out of its Method or other material it provides, its Coach Users’ or Organization Staff’s use of the Service, including recording without the notice or consent the law requires, or its breach of these Terms or of the law. A Coach User gives the same commitment for claims arising out of their own Content, their own recording practices or their own breach of these Terms. We will tell you promptly about any such claim, let you control its defense, and cooperate reasonably, and you will not settle a claim that imposes an obligation on us without our written consent.

Governing Law and Venue

These Terms shall be governed and construed in accordance with the laws of the State of Arizona, without regard to its conflict of law rules. Any dispute arising out of or relating to these Terms or the Service shall be resolved in the courts of the State of Arizona, sitting in Maricopa County, or in the United States District Court for the District of Arizona, and you and CoachOS consent to the jurisdiction of those courts.

Changes to These Terms

We may change these Terms as the Service changes. We will post the new version on this page with a new “Last updated” date. If a change is material, we will give Organizations and Coach Users at least 30 days’ notice by email or in the Service before it takes effect. If you keep using the Service after a change takes effect, you accept the new Terms. If you do not agree, you must stop using the Service.

Entire Agreement

These Terms and our Privacy Policy are the entire agreement between you and CoachOS about the Service and replace any earlier agreements on the same subject. If an Organization has signed an order form or other written agreement with CoachOS, that agreement prevails over these Terms for that Organization where the two conflict. If any part of these Terms cannot be enforced, the rest remains in effect. Our failure to enforce a provision is not a waiver of it. You may not assign these Terms without our consent. We may assign them as part of a merger, acquisition or sale of assets.

Contact Us

Questions about these Terms can be sent to:

PersonalBrand.com LLC, doing business as CoachOS
500 S Mill Ave, Tempe, AZ 85281
[email protected]