Privacy Policy

This Privacy Policy explains how Agile Apothecary LLC (“Agile Apothecary”, “we”, “us”, or “our”) collects, uses, stores and shares personal information when you visit https://agileapothecary.com, purchase or access our online courses and digital products, book coaching or consulting services, contact us, or otherwise interact with our services.

We are committed to handling personal information responsibly, transparently and in accordance with applicable privacy and data protection laws.

This Privacy Policy should be read together with our Terms of Service and any specific service or booking terms presented to you when you make a purchase.

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1. Information We Collect

Depending on how you interact with Agile Apothecary, we may collect the following categories of information:

Contact and identification information, such as your name, email address and, where you choose to provide it, telephone number.

Booking and transaction information, such as the service or course you purchase, booking date and time, transaction details, payment status, invoices and refund information.

We generally do not receive or store your full payment card details. Payments are processed through third-party payment providers.

Account and course information, such as your account details, course enrolment, access rights, course progress, assessments, certificates and other information related to products or services you use.

Coaching and service information, including information you voluntarily provide before, during or after a coaching session, such as your goals, questions, reflections, circumstances and communications with us.

Because coaching conversations may involve personal or sensitive topics, please only share information that you are comfortable providing in the context of the service.

Communications, including emails, enquiries, feedback, support requests, testimonials or other correspondence you send to us.

Technical and usage information, which may include your IP address, browser and device information, referring pages, pages visited, date and time of access, interactions with the website and similar usage data.

Cookie and tracking information, where permitted, as described below.

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2. How We Collect Your Information

We may collect personal information when you:

• submit a form on our website;

• register for an account;

• purchase or access an online course or digital product;

• book or attend a coaching, consulting or other service;

• make a payment;

• subscribe to emails or other communications;

• contact us by email or through the website;

• provide feedback or a testimonial;

• interact with our website or marketing;

• participate in an online meeting or session;

• otherwise voluntarily provide information to us.

Certain technical information may also be collected automatically through cookies and similar technologies, subject to your cookie choices and applicable law.

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3. How We Use Your Information

We may use personal information for the following purposes:

Providing our services.
To process bookings and purchases, provide access to courses and other products, deliver coaching or consulting services, communicate with you about your booking or account, and provide customer support.

Managing bookings and payments.
To process transactions, issue confirmations, invoices or refunds, manage cancellations or rescheduling and maintain relevant financial records.

Providing coaching and follow-up.
To prepare for coaching sessions, support continuity where you choose to continue working with us, organise session information and provide follow-up notes or recommendations where appropriate.

Managing course participation.
To provide course access, track progress, administer assessments, issue certificates and provide related support.

Communicating with you.
To respond to questions and send operational messages related to services you have requested.

If you optionally provide a telephone number when booking a session, we may use it to contact you about that booking where reasonably necessary, for example if there is a last-minute issue relating to your session. We do not use an optional booking telephone number for unsolicited marketing calls.

Marketing.
Where permitted by law and where any required consent has been obtained, we may send information about relevant products, services, events or offers.

You may unsubscribe from marketing emails at any time using the unsubscribe link in an email or by contacting us.

Analytics and improvement.
To understand how our website and services are used, improve our products and user experience, measure marketing effectiveness and identify technical or operational problems.

Security and legal compliance.
To prevent misuse or fraud, protect our rights and systems, comply with legal and regulatory obligations, respond to lawful requests and enforce our agreements.

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4. Legal Bases for Processing

Where applicable data protection law requires us to identify a legal basis for processing personal information, we may rely on one or more of the following:

• performance of a contract, where processing is necessary to provide a service or product you have requested;

• legitimate interests, such as operating and improving our business, providing customer service, maintaining security and understanding use of our services, where those interests are not overridden by your rights;

• consent, where we ask you to agree to a particular type of processing, such as certain marketing communications or non-essential cookies;

• legal obligations, where processing is required to comply with applicable law.

Where processing is based on consent, you may withdraw that consent where applicable.

EU privacy guidance expects privacy notices to identify purposes, categories of data, legal justification, retention, recipients and international transfers, among other information.

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5. Coaching Information and Confidentiality

Information shared during a coaching session is treated as confidential and used for the purpose of providing the coaching service, subject to applicable law and the terms governing the service.

We do not sell the content of coaching conversations or use private coaching information for advertising.

We may use appropriately selected technology or service providers to support administration, note organisation, meeting delivery and follow-up.

Where practical, we aim to minimise the personal information included in such systems.

Please note that coaching confidentiality is not an absolute legal privilege equivalent to confidentiality that may apply to certain regulated medical or legal professions.

We may disclose information where reasonably required by applicable law, court order or other binding legal obligation.

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6. AI-Assisted Tools and Note-Taking

We may use secure AI-assisted or automated tools to support tasks such as organising session notes, summarising information, preparing follow-up materials or improving administrative efficiency.

Where an AI-assisted note-taking tool is used during a coaching session and its use is optional, you may ask us before the session not to use it.

We do not intentionally use confidential coaching information to train publicly available AI models.

Personal information processed through third-party AI or technology providers may be subject to those providers' data-processing arrangements and may be processed in countries other than your own.

We select service providers with privacy and security considerations in mind, but no technology or transmission method can be guaranteed to be completely risk-free.

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7. Service Providers and Third Parties

We use third-party providers to operate our business and deliver services.

These may include providers for:

• website hosting and website functionality;

• online bookings and scheduling;

• payment processing;

• video conferencing;

• email delivery and customer communications;

• online course delivery;

• customer relationship management;

• analytics and website performance;

• advertising and marketing;

• accounting and business administration;

• cloud storage;

• AI-assisted note-taking and productivity tools.

Our website is currently hosted and operated using the Wix.com platform. Wix may process and store information through its infrastructure and applications in connection with providing the website and related services. Wix also notes that third-party applications connected to a Wix site can have their own data-processing and tracking practices.

We may also disclose information:

• where necessary to provide a service you requested;

• where you have authorised us to do so;

• to professional advisers where reasonably necessary;

• in connection with a business restructuring, merger or transfer, where applicable;

• where required by law or lawful authority;

• where reasonably necessary to protect our rights, users or systems.

We do not sell personal information as a business activity.

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8. Payments

Payments may be processed by third-party payment providers.

Payment providers process financial information according to their own privacy and security practices. Agile Apothecary generally receives information such as your name, contact information, payment status, amount paid and transaction identifiers rather than your full payment card details.

Please review the privacy information provided by the relevant payment provider when completing a transaction.

 

9. Cookies and Similar Technologies

Our website uses cookies and similar technologies for purposes including:

• essential website functionality;

• security and authentication;

• remembering settings and preferences;

• website analytics;

• measuring performance;

• marketing and advertising, where enabled.

Some cookies are necessary for the website to function. Other cookies may require your consent depending on your location and applicable law.

Where a cookie consent tool is enabled, you can use it to accept, reject or manage non-essential cookies.

Wix provides tools that allow visitors to accept or decline non-essential cookies, and its current Usercentrics integration can scan site trackers and support consent management.

Third-party services connected to the website may use their own cookies or similar technologies and are subject to their own privacy policies.

We will update this section once our current cookie consent configuration and active tracking services have been reviewed.

 

10. Marketing Communications

If you subscribe to marketing communications, we may use your contact information to send relevant news, educational content, offers or information about our services.

Where consent is required, we will send such communications only where the required consent has been provided.

You can unsubscribe at any time by using the unsubscribe link included in our emails or by contacting us at:

info@agileapothecary.com

Unsubscribing from marketing does not prevent us from sending transactional or service-related communications, such as booking confirmations or account notifications.

 

11. Testimonials and Feedback

If you voluntarily provide a testimonial, review or feedback, we will not publish personally identifying testimonial information for promotional use without appropriate permission.

Where agreed, testimonials may be edited for length or clarity, provided that the substance and meaning are not materially altered.

We may also use anonymised or aggregated feedback to improve our services.

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12. International Processing and Transfers

Agile Apothecary operates from Japan and works with clients and customers internationally.

Some of our service providers may operate, store information or process data in countries other than Japan or the country in which you live.

Where required by applicable law, we take reasonable steps to use appropriate safeguards for international transfers of personal information.

Japanese privacy guidance specifically addresses transfers of personal data to third parties located outside Japan, and the GDPR similarly imposes conditions on transfers of EU personal data outside the EU/EEA.

 

13. How Long We Keep Information

We retain personal information only for as long as reasonably necessary for the purposes for which it was collected, including the provision of services, customer support, record-keeping, accounting, dispute resolution, security and legal compliance.

Retention periods vary according to the type of information and why it is held.

For example:

• booking and transaction records may be retained as required for accounting, tax or legal purposes;

• account and course information may be retained while your account or access remains active;

• coaching notes and related information are retained only for as long as reasonably useful or necessary for providing the service and meeting legitimate record-keeping obligations;

• marketing information may be retained until you unsubscribe or otherwise object, subject to reasonable suppression records necessary to honour your preference.

When information is no longer required, we may delete, anonymise or securely archive it as appropriate.

 

14. Your Privacy Rights

Depending on where you live and which law applies, you may have rights regarding your personal information, including the right to:

• request access to information we hold about you;

• ask us to correct inaccurate or incomplete information;

• request deletion of certain information;

• request restriction of certain processing;

• object to certain uses of personal information;

• withdraw consent where processing is based on consent;

• request portability of certain information;

• opt out of marketing communications;

• lodge a complaint with an applicable data protection authority.

Not every right applies in every jurisdiction or circumstance.

The GDPR, for example, provides rights including access, rectification, erasure, restriction, portability and objection.

To make a privacy request, contact:

info@agileapothecary.com

We may need to verify your identity before completing certain requests.

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15. Security

We use reasonable administrative, organisational and technical measures intended to protect personal information against unauthorised access, disclosure, alteration, loss or misuse.

However, no website, online service, storage system or method of electronic transmission can be guaranteed to be completely secure.

You are responsible for maintaining the confidentiality of any passwords or account credentials associated with our services.

 

16. Children's Privacy

Our services are primarily designed for adults and are not intentionally directed to children.

We do not knowingly collect personal information from children below the age at which parental consent is required under applicable law.

If you believe a child has provided personal information to us improperly, please contact us so that we can review and, where appropriate, delete the information.

 

17. Third-Party Websites and Services

Our website may contain links to third-party websites or services.

We are not responsible for the privacy practices, security or content of third-party websites that we do not control.

We encourage you to review their privacy policies before providing personal information.

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18. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our services, technologies, legal requirements or data-processing practices.

When we make changes, we will update the “Last updated” date at the top of this page.

Where changes are material and applicable law requires additional notice or consent, we will take appropriate steps to provide it.

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19. Contact Us

If you have questions about this Privacy Policy, want to exercise a privacy right or have concerns about how your personal information is handled, please contact:

Agile Apothecary LLC
Email: info@agileapothecary.com
Website: https://agileapothecary.com