Privacy Policy
Effective October 15, 2026. Last updated October 15, 2026.
This policy explains what information we collect, what we do with it, who can see it, and what you can ask us to do about it. It covers our website at arrivegendercoaching.com and our coaching services.
If you live in Washington State, we also maintain a separate Consumer Health Data Privacy Policy that covers rights specific to Washington law. Please read that one too.
1. Coaching is not health care, and this is not a HIPAA notice
Arrive Gender Coaching provides practical, non-clinical coaching. Coaching is not therapy, counseling, or health care of any kind.
Because coaching is not health care, Arrive Gender Coaching is not a HIPAA covered entity, and HIPAA does not apply to your coaching records. The specific rights HIPAA gives patients, including the right to an accounting of disclosures and HIPAA's breach notification requirements, do not attach here. Communications with your coach are also not protected by therapist and patient privilege, which means coaching records have less legal protection than therapy records and could be requested in a legal proceeding.
We apply clinical-grade protection anyway. Your coaching records live in Jane, the same secure practice management platform our affiliated therapy practice uses. We apply the same confidentiality and security practices to coaching records that are applied to clinical records, including encrypted storage, access limited to your coach and the owner of the practice, and no disclosure of your information without your written authorization. We hold coaching records to that standard even though the law does not require it of us.
Other privacy laws may still apply to us depending on where you live. Washington's My Health My Data Act is the clearest example, and we address it in the separate policy linked above.
2. Arrive Gender Coaching and Arrive Therapy
Arrive Gender Coaching is a separate business from Arrive Therapy, with its own records system, its own payment processing, and its own client files. No records move between the two businesses unless you sign a written authorization.
Both businesses are owned by Alexander Stefanini. As owner, he holds administrative access to both record systems, which means he has the ability to view records in either business. No one else at Arrive Therapy can see your coaching records, and no coach can see therapy records.
We tell you this because some people choose coaching specifically to keep their transition logistics out of a clinical record, and you should have the full picture before you decide.
3. What we collect
If you only visit the website, we collect your IP address, general location derived from it, browser and device type, the pages you view, how long you stay, and the site that sent you. This comes in through our website host and any analytics tools we use.
If you fill out a form or request a consult, we collect what you type into it. That is usually your name, email address, phone number, state of residence, and a description of what you are looking for help with.
If you become a client, we collect:
Preferred name, legal name where we need it for payment, pronouns, and date of birth
Phone, email, mailing address, and your preferred way to be contacted
State of residence
Emergency contact name, relationship, and phone number
Payment information, which is handled by our payment processor rather than stored by us
Your intake responses, which include information about where you are in your transition and what you want help with
Session notes, your plan, your deadlines, and documents you choose to share with us
Appointment history, cancellations, and package balances
Emails and text messages between you and us
What we do not collect. We do not ask for or keep Social Security numbers, government ID numbers, or copies of your identity documents. If a task requires one, you handle it yourself and we help you prepare. We also do not ask for a diagnosis, and we do not want your therapy records unless you specifically choose to share them.
4. What we do with it
Provide coaching, schedule sessions, and keep track of your plan and your deadlines
Take payment and track package balances and expiration dates
Respond when you contact us
Send appointment reminders, including a discreet version that does not name the practice if you ask for one
Keep business records
Understand how people find and use our website, so we can make it work better
Meet legal obligations and respond where the law requires it
We do not sell your information. Not for money, and not for anything else of value.
5. Who we share it with
Service providers who help us operate. Each one gets only what it needs.
| Provider | What it does | What it handles |
|---|---|---|
| JaneApp | Scheduling, records, intake forms, session notes, payments | Client information and coaching records |
| Stripe | Processes card payments | Payment card and billing information |
| Squarespace | Hosts our website and our forms | Website visitor data |
| Google Workspace | Our email, and our internal client tracking spreadsheet | Names, contact information, and service dates |
| GA4 | Website traffic measurement | Website visitor data |
| HubSpot | Sends our email and manages inquiries from our forms | Name, email address, and form submissions |
The owner of both businesses, as described in Section 2.
When the law requires it, including a court order or subpoena, a report of suspected abuse or neglect of a child, an older adult, or a dependent adult, or a serious threat of harm to you or someone else.
When you tell us to, through a signed Release of Information form. You decide what gets shared, with whom, and for what purpose.
If the business is sold or merged, your information may transfer as part of it. If that happens, we will tell you first.
6. Cookies and tracking
Our website uses cookies and similar technologies. Some are necessary for the site to work. Others help us understand how people use it.
Your choices. The first time you visit, you will see a notice asking what you agree to. You can change your mind at any time through the [Cookie Preferences] link in our footer. You can also block or delete cookies in your browser, though parts of the site may stop working properly.
Global Privacy Control. If your browser or extension sends a Global Privacy Control signal, we treat it as an opt-out of any sharing for advertising purposes.
Advertising. [DECISION PENDING. If we run advertising pixels from Google, Meta, or anywhere else, this section has to name them, say what they collect, and explain how to opt out. Washington's law treats this seriously, so decide before launch rather than after.]
7. Your choices and your rights
Several state laws give people rights over their personal information, and the thresholds for who those laws apply to vary. Rather than sort it out by state, we extend these to everyone:
Know what information we hold about you
Get a copy of it
Correct anything that is wrong
Delete it, except where we are required to keep it
Withdraw consent you gave us earlier
Opt out of marketing email at any time, through the unsubscribe link or by writing to us
Appeal if we turn down a request
To make a request, email info@arrivegendercoaching.com. We will respond within 45 days. If we need more time, we will tell you why and take up to 45 more. If we decline, we will explain why and tell you how to appeal.
We will not treat you differently for exercising any of these rights.
If you live in Washington, you have additional rights specific to consumer health data. Those are in the separate policy linked at the top.
8. How long we keep it
Coaching records: three years after your last session
Payment and tax records: as long as tax and accounting rules require
Form submissions from people who never became clients: 10 years
Website analytics: per the retention setting of whichever analytics tool we use
Email: 10 years
You may ask us to delete your records at any time and we will, except where we are required to keep them.
9. Security
Your coaching records are encrypted in storage and in transit. Access is limited to your coach and the owner of the practice. Everyone who works with client information is trained on confidentiality, and account access is reviewed quarterly.
Two honest limits. Email and text message are not fully secure, so tell us if you would rather we not use them for anything sensitive. And no system is perfect. If a breach ever affects your information, we will tell you, even though HIPAA's breach notification rules do not apply to us.
10. Children
Our services are for adults. You must be at least 18 to work with us, and we do not knowingly collect information from anyone under 18. If you believe a minor has given us information, write to us and we will delete it.
11. Changes to this policy
If we change this policy, we will update the date at the top and post the new version here. If a change is significant, we will tell clients directly rather than relying on you to notice.
12. Contact us
Arrive Gender Coaching 30 S Valley Rd, Suite 102, Paoli, PA 19301 | info@arrivegendercoaching.com