Privacy Policy for Kathy Devi McFadden LLC
Effective Date: April 2, 2026
Introduction
Kathy Devi McFadden LLC ("we," "us," "our," or "the Company") respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website (kathydevimcfadden.com), interact with our marketing funnels, use our services, or communicate with us.
Please read this Privacy Policy carefully. By accessing or using our website, funnels, or services, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy. If you do not agree with our policies and practices, please do not use our website, funnels, or services.
We reserve the right to make changes to this Privacy Policy at any time. We will notify you of any changes by updating the "Last Updated" date at the top of this Privacy Policy and, where appropriate, by email or prominent notice on our website. Your continued use of our services after such modifications will constitute your acknowledgment and acceptance of the modified Privacy Policy.
Information We Collect
We collect several types of information from and about users of our website and services:
Information You Provide to Us
Contact Information: Name, email address, phone number, and mailing address when you:
• Schedule a consultation or coaching session
• Subscribe to our newsletter
• Fill out contact forms on our website or in our marketing funnels
• Register for events or programs
• Download resources or guides
Professional Information: Job title, company name, and work-related details you provide during our intake process or coaching engagements.
Payment Information: Billing details processed through QuickBooks for service payments. We do not directly store credit card numbers on our systems.
Communications: Content of emails, messages, and other communications you send to us, including responses to our outreach or marketing communications.
Session Information: Handwritten notes from coaching sessions that we maintain for continuity of service. These notes are stored securely and are not digitized or shared with third parties.
Testimonials and Case Studies: With your explicit consent, we may collect testimonials or create anonymized case studies based on your experience.
Information Collected Automatically
When you visit our website or interact with our communications, we automatically collect certain information:
Device and Usage Information: IP address, browser type and version, operating system, referring URLs, pages viewed, time spent on pages, and other diagnostic data.
Email Engagement Tracking: When we send you marketing emails through our email service provider, we may track whether you open emails and click links within those emails. This helps us understand what content is most valuable to you and improve our communications. You can opt out of marketing emails at any time using the unsubscribe link in each email.
Cookies and Tracking Technologies: We use cookies and similar tracking technologies to track activity on our website and hold certain information. For details, see the Cookies and Tracking Technologies section below.
Analytics Data: We use analytics services to understand how users interact with our website, which helps us improve our services.
Information from Third-Party Sources
We may receive information about you from third-party sources, including:
• Professional networking platforms
• Public databases and directories
• Marketing and lead generation tools
• Referral partners and business networks
How We Use Your Information
We use the information we collect for the following purposes:
Service Delivery:
• To provide, maintain, and improve our executive coaching services
• To schedule and conduct coaching sessions
• To maintain continuity of coaching through session notes
• To process payments and manage billing
Communication:
• To respond to your inquiries and requests
• To send you service-related communications, including appointment reminders and confirmations
• To provide customer support
Marketing and Business Development:
• To send you newsletters, blog updates, and other marketing communications (with your consent)
• To conduct outreach to potential clients through our business development activities
• To manage and improve our marketing campaigns
• To analyze the effectiveness of our communications
Business Operations:
• To maintain and improve our website and services
• To monitor and analyze usage and trends
• To detect, prevent, and address technical issues or security concerns
• To comply with legal obligations and enforce our agreements
Research and Development:
• To understand how our services are used
• To develop new services and improve existing offerings
• To create anonymized, aggregated insights about coaching trends (no individual client data is identifiable in these insights)
Artificial Intelligence and Automated Decision-Making
Current AI Use
We currently use artificial intelligence (AI) tools and automated systems in limited ways:
Email Marketing Automation: We use our CRM platform's automation features to:
• Send scheduled email sequences
• Trigger reminder messages based on your interactions
• Apply tags and categorizations to contacts
• Manage follow-up communications
These automated systems do not make substantive decisions about your coaching services or eligibility.
Website Analytics: Our website may use AI-powered analytics to understand user behavior and improve website experience.
Future AI Use
• We anticipate expanding our use of AI tools for business operations, which may include:
• AI-assisted note-taking or transcription services for coaching sessions (with your explicit consent)
• AI-powered content generation for marketing materials
• Enhanced automation within our CRM system
Important Disclosure: If and when we implement AI tools that interact directly with you or analyze your personal information in substantive ways, we will:
• Notify you in advance
• Obtain your explicit consent where required
• Provide you with the option to opt-out or request human review
• Update this Privacy Policy accordingly
No AI Training on Your Data: We do not use your personal information, session notes, or communications to train AI models. We do not permit third-party AI services to use your data for model training purposes unless explicitly disclosed and consented to by you. Our service providers are contractually obligated not to use client data to train AI models for use by other customers.
Your Rights Regarding Automated Processing:
• You have the right to know when automated decision-making is being used
• You have the right to request human review of automated decisions that significantly affect you
• You have the right to opt-out of certain automated processing
How We Share Your Information
We do not sell, rent, or trade your personal information to third parties for their marketing purposes.
We may share your information in the following limited circumstances:
Service Providers
We share information with trusted third-party service providers who assist us in operating our business, including:
Customer Relationship Management (CRM) and Marketing Platform: Contact information, communication preferences, and engagement data for email marketing, workflow automation, client relationship management, and document signing services.
Payment Processing: Billing information and payment details for invoicing and financial record-keeping.
Scheduling Platform: Contact information and appointment details for consultation and session scheduling.
Document Signing Service: When you sign coaching agreements or other documents, your information and signature are processed by our document signing service provider.
Website Hosting and Infrastructure Providers: Basic technical data necessary to operate our website and funnels.
All service providers are contractually obligated to:
• Use your information only for the specific services they provide to us
• Maintain appropriate security measures
• Not use your information for their own marketing purposes
• Not share your information with other parties without our authorization
• Not use client data to train AI models for use by other customers
Business Transfers
If we are involved in a merger, acquisition, sale of assets, bankruptcy, or other business transaction, your information may be transferred as part of that transaction. We will provide notice before your information is transferred and becomes subject to a different privacy policy.
Legal Requirements
We may disclose your information if required to do so by law or in response to valid requests by public authorities, including to:
• Comply with a subpoena, court order, or other legal process
• Respond to government or law enforcement requests
• Protect our rights, property, or safety, or that of our clients or the public
• Enforce our terms of service or other agreements
• Detect, prevent, or address fraud, security, or technical issues
With Your Consent
We may share your information with third parties when you have given us explicit consent to do so, such as:
• Sharing anonymized testimonials or case studies (only with your express written permission)
• Providing referrals to other service providers you have requested
Anonymized and Aggregated Data
We may share anonymized and aggregated data that cannot identify you individually, such as general statistics about coaching trends, for:
• Industry research and insights
• Marketing and thought leadership content
• Business development purposes
Data Security
We implement appropriate technical and organizational security measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction.
Security Measures Include:
• Encryption of data in transit using SSL/TLS protocols
• Secure storage of physical documents (handwritten session notes) in locked filing cabinets
• Access controls limiting who within our organization can access personal information
• Regular security assessments of our systems and service providers
• Secure password practices and multi-factor authentication where available
• Regular data backups stored securely
Important Security Limitations
While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure. We cannot guarantee absolute security of your information. You are responsible for maintaining the confidentiality of any passwords or account credentials you use to access our services.
Data Breach Notification
In the event of a data breach that affects your personal information, we will:
• Notify you within the timeframe required by applicable law (typically within 72 hours of discovering the breach)
• Provide details about what information was affected
• Describe the steps we are taking to address the breach
• Advise you on steps you can take to protect yourself
Data Retention
We retain your personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy or as required by law.
Retention Periods:
Active Clients: We retain your information for the duration of our coaching engagement and for two (2) years following the completion of services to:
• Provide continuity if you return for additional coaching
• Maintain business records
• Comply with professional standards
Marketing Contacts: We retain contact information for individuals who have subscribed to our newsletter or expressed interest in our services until you unsubscribe or request deletion.
Payment Records: Financial records are retained for seven (7) years as required by tax regulations and accounting standards.
Legal Requirements: Some information may be retained longer if required by law, to resolve disputes, or to enforce our agreements.
After the retention period expires, we will delete or anonymize your personal information in accordance with applicable law.
Your Right to Request Deletion
You may request deletion of your personal information at any time (subject to legal retention requirements). See the "Your Privacy Rights" section below for details on how to exercise this right.
Cookies and Tracking Technologies
What Are Cookies?
Cookies are small text files stored on your device when you visit our website or funnel pages. We use cookies and similar tracking technologies to enhance your experience and ensure our website and funnels function properly.
Current Cookie Usage:
Our website (kathydevimcfadden.com) currently uses only essential, first-party cookies. However, our marketing funnels may use additional cookies for functionality and tracking:
Essential Cookies: Required for the website and funnels to function properly, including:
• Security features and authentication
• Basic navigation and functionality
• Session management
• Cookie consent preferences (remembering your cookie choices)
• Form data preservation
Funnel and Marketing Cookies: Our marketing funnels, powered by our CRM platform, may use cookies to:
• Track your progress through multi-step funnels
• Remember your preferences and form inputs
• Measure funnel performance and conversion rates
• Enable retargeting and follow-up communications
• Deliver personalized content based on your interactions
These cookies help us provide a better experience and understand how to improve our services. They do not sell your data to third parties.
Future Cookie Use:
We may implement additional cookies in the future to improve our services, including:
Analytics Cookies: To help us understand how visitors use our website by collecting and reporting information anonymously (such as Google Analytics).
Advertising Cookies: To track visitors across websites for advertising purposes and to measure campaign effectiveness (such as LinkedIn Insight Tag or Facebook Pixel).
If we implement additional third-party tracking cookies, we will:
• Update this Privacy Policy
• Implement a cookie consent banner requiring your consent before non-essential cookies are activated
• Provide you with clear information about what cookies are being used and for what purpose
Managing Cookies:
You can control and manage cookies through your browser settings:
Browser Settings: Most web browsers allow you to refuse cookies or alert you when cookies are being sent. Instructions for managing cookies in common browsers:
• Chrome: Settings > Privacy and Security > Cookies and other site data
• Firefox: Settings > Privacy & Security > Cookies and Site Data
• Safari: Preferences > Privacy > Cookies and website data
• Edge: Settings > Cookies and site permissions
Important Note: If you disable essential cookies, some parts of our website and funnels may not function properly. You may not be able to complete forms or access certain features.
Do Not Track: Our website and funnel pages do not currently respond to "Do Not Track" browser signals. However, you can manage your cookie preferences through your browser settings as described above.
Third-Party Services
When you interact with certain features or links on our website or funnels, you may be redirected to third-party services that have their own cookie policies:
• Scheduling platform: When you click through to schedule a consultation, the scheduling platform's cookie policy applies
• Payment processors: If you make a payment, the payment processor's privacy and cookie policies apply
• External links: Links to social media or other external resources are governed by those platforms' privacy and cookie policies
We recommend reviewing the privacy policies of these third-party services if you interact with them.
Your Privacy Rights
Depending on your location and applicable law, you may have the following rights regarding your personal information:
Universal Rights (Available to All Users)
Right to Access: You have the right to request access to the personal information we hold about you.
Right to Correction: You have the right to request correction of inaccurate or incomplete personal information.
Right to Deletion: You have the right to request deletion of your personal information, subject to certain legal exceptions.
Right to Opt-Out of Marketing: You have the right to opt-out of receiving marketing communications from us at any time.
Right to Withdraw Consent: Where we rely on your consent to process your personal information, you have the right to withdraw that consent at any time.
Additional Rights for California Residents (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):
Right to Know: You have the right to request that we disclose:
• The categories of personal information we have collected about you
• The categories of sources from which the personal information was collected
• Our business or commercial purpose for collecting or selling personal information
• The categories of third parties with whom we share personal information
• The specific pieces of personal information we have collected about you
Right to Delete: You have the right to request deletion of personal information we have collected from you, subject to certain exceptions.
Right to Opt-Out of Sale or Sharing: We do not sell personal information in the traditional sense. However, our use of certain marketing and analytics tools may constitute "sharing" under California law. You have the right to opt-out of such sharing.
Right to Limit Use of Sensitive Personal Information: If we collect sensitive personal information (such as precise geolocation, health data, or financial account information), you have the right to limit our use of such information.
Right to Non-Discrimination: You have the right not to receive discriminatory treatment for exercising your CCPA rights.
Right to Correct: You have the right to request correction of inaccurate personal information.
California Minors: If you are under 18 years old and reside in California, you have the right to request removal of content you have publicly posted.
Additional Rights for EU/UK Residents (GDPR)
If you are located in the European Economic Area (EEA) or United Kingdom, you have additional rights under the General Data Protection Regulation (GDPR):
Right to Access: You have the right to obtain confirmation of whether we are processing your personal data and to access that data.
Right to Rectification: You have the right to request correction of inaccurate personal data.
Right to Erasure ("Right to be Forgotten"): You have the right to request deletion of your personal data in certain circumstances.
Right to Restriction of Processing: You have the right to request restriction of processing of your personal data in certain circumstances.
Right to Data Portability: You have the right to receive your personal data in a structured, commonly used, machine-readable format and to transmit that data to another controller.
Right to Object: You have the right to object to processing of your personal data based on legitimate interests or for direct marketing purposes.
Rights Related to Automated Decision-Making: You have the right not to be subject to decisions based solely on automated processing, including profiling, that produce legal or similarly significant effects.
Right to Lodge a Complaint: You have the right to lodge a complaint with a supervisory authority in your country of residence.
Additional Rights Under Other State Privacy Laws
Residents of Colorado, Connecticut, Virginia, Utah, and other states with comprehensive privacy laws have similar rights, including rights to access, correction, deletion, data portability, and opt-out of targeted advertising.
How to Exercise Your Rights
To exercise any of these rights, please contact us using the information in the "Contact Us" section below. We will respond to your request within the timeframe required by applicable law (typically 30-45 days).
When submitting a request, please provide:
• Your full name and contact information
• A clear description of the right you wish to exercise
• Sufficient information to verify your identity
We may need to verify your identity before processing your request. We will not discriminate against you for exercising your privacy rights.
International Data Transfers
Our business is primarily based in the United States. While we do not currently serve clients outside the United States, if you are accessing our website or services from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States.
The United States may have data protection laws that are different from the laws of your country. However, we will take appropriate measures to ensure that your personal information remains protected in accordance with this Privacy Policy and applicable data protection laws.
For EU/UK Data Subjects:
If we transfer personal data from the European Economic Area or United Kingdom to the United States or other countries, we will implement appropriate safeguards, such as:
• Standard Contractual Clauses approved by the European Commission
• Ensuring our service providers comply with the EU-U.S. Data Privacy Framework (if applicable)
• Other legally approved transfer mechanisms
Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children under 18.
If we learn that we have collected personal information from a child under 18 without verification of parental consent, we will take steps to delete that information promptly.
If you believe we might have any information from or about a child under 18, please contact us immediately at the address provided in the "Contact Us" section.
Third-Party Websites and Services
Our website may contain links to third-party websites, services, or resources that are not owned or controlled by us. This Privacy Policy does not apply to those third-party websites or services.
We are not responsible for the privacy practices of third-party websites or services. We encourage you to review the privacy policies of any third-party websites or services before providing them with your personal information.
Third-party services we integrate with or link to may include:
• Professional networking platforms
• Scheduling services
• Payment processors
• Email service providers
• Document signing services
Each of these services has its own privacy policy governing how they collect, use, and share your information.
California Shine the Light Law
California Civil Code Section 1798.83 permits California residents to request information regarding the disclosure of their personal information to third parties for direct marketing purposes during the preceding calendar year.
We do not share personal information with third parties for their direct marketing purposes. If you are a California resident and would like to make such a request, you may contact us using the information provided in the "Contact Us" section.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors.
We will notify you of any material changes by:
• Updating the "Last Updated" date at the top of this Privacy Policy
• Posting a prominent notice on our website
• Sending you an email notification (if you have provided us with your email address)
We encourage you to review this Privacy Policy periodically to stay informed about how we are protecting your information.
Your continued use of our website or services after we make changes constitutes your acceptance of the updated Privacy Policy. If you do not agree to the updated Privacy Policy, you should discontinue use of our website and services.
Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:
Kathy Devi McFadden LLC
Email: [email protected]
Phone: (408) 759-4574
Mail: 216 Mt Hermon Road, Suite 145, Scotts Valley, CA 95066
For Privacy Rights Requests:
If you wish to exercise your privacy rights (access, deletion, correction, opt-out, etc.), please submit your request to [email protected] with "Privacy Rights Request" in the subject line.
We will respond to your request within the timeframe required by applicable law, typically within 30-45 days. We may need to verify your identity before processing certain requests.
For EU/UK Data Subjects:
If you have concerns about our privacy practices and are unable to resolve them with us directly, you have the right to lodge a complaint with your local data protection authority.
Summary of Key Points
For your convenience, here is a summary of the key points of this Privacy Policy:
• What We Collect: Contact information, professional details, payment information, session notes, website and funnel usage data, and email engagement metrics
• How We Use It: To provide coaching services, communicate with you, manage marketing funnels, improve our offerings, and comply with legal obligations
• Who We Share With: Trusted service providers (CRM and marketing platform, payment processor, scheduling platform, document signing services), and as required by law
• We Don't Sell Your Data: We do not sell, rent, or trade your personal information
• AI Transparency: We disclose current and future AI use; you can opt-out of AI-assisted features
• Your Rights: Access, correction, deletion, opt-out, and other rights depending on your location
• Security: We implement industry-standard security measures to protect your information
• Retention: We keep your data for 2 years after service completion, unless longer retention is required by law
• Cookies: Essential cookies on main website; funnels may use additional cookies for functionality and tracking
• Contact Us: [email protected] for questions or to exercise your rights
Last Updated: April 2, 2026
This Privacy Policy is effective as of the date listed above and applies to all information collected by Kathy Devi McFadden LLC.
