Effective date: October 14, 2026
1. About this Policy
This Privacy Policy explains how Moving Forward Leadership (“Moving Forward Leadership”, “we”, “us” or “our”) collects, uses, shares and protects personal information in connection with our website, 1:1 leadership coaching, Leadership Clarity Sessions, newsletter, testimonials and the Peak Performance Leadership podcast.
Moving Forward Leadership is a Canadian business based in Ontario. This Policy should be read together with our Terms and Conditions, which apply to our coaching services.
2. Contact
If you have questions about this Policy or want to make a privacy request, contact:
Moving Forward Leadership
Email: scott@movingforwardleadership.com
3. Information we collect
We collect personal information that you provide to us, and some technical information that our website and service providers collect automatically. What we collect depends on how you interact with us.
Information you provide
- Contact information: your name, email address and phone number.
- Professional information: your company or organization, role and related professional details.
- Website enquiries: our contact form asks for your first name, last name, email, phone, company and message.
- Bookings: information you provide when booking a Leadership Clarity Session or coaching session, such as your name, email and scheduling details.
- Coaching agreements: when you sign a coaching agreement electronically, your name, email address, title, organization, chosen payment arrangement, signature and date, together with a signing record created by the e-signature service (such as IP address, browser and device details, and timestamps).
- Coaching workspace: when you register for your private coaching workspace, your name, email address and account login, and the information you add to it, such as intake and goal-setting forms, session preparation, notes, tasks and files.
- Coaching information: information you choose to share during coaching, and the reasonable coaching and administrative notes we keep to provide coaching (see Section 5).
- Sponsor information: where an employer or other organization pays for coaching, the sponsor’s contact and billing details.
- Billing information: information needed to issue invoices and payment links, process one-time and instalment payments, and record payments (see Section 10).
- Newsletter information: your email address and, where provided, your name.
- Podcast guest information: information guests provide to take part in the Peak Performance Leadership podcast (see Section 8).
- Testimonials: your testimonial, name, title and photograph, where you have given permission (see Section 9).
Information about other people
During coaching, you may discuss colleagues, team members or others in your work life. Please share only what is needed for coaching. We treat this information with the same confidentiality as other coaching information.
Information collected automatically
When you visit our website, our website systems and service providers may collect technical information such as your IP address, browser and device type, pages visited, referring website and general usage information. Some of this is collected using cookies and similar technologies (see Section 11).
4. How we use information
We use personal information to:
- respond to enquiries and communicate with you;
- schedule and hold Leadership Clarity Sessions and coaching sessions;
- provide and manage coaching engagements;
- prepare, sign and keep records of coaching agreements, and set up and manage your private coaching workspace;
- send you service emails about your coaching, such as agreements, payment links, invoices, workspace invitations and booking links;
- issue invoices, process payments and keep financial records;
- send our newsletter to people who have subscribed;
- evaluate, produce, publish and promote podcast episodes;
- publish testimonials where permission has been given;
- understand how our website is used and improve it;
- protect our website and forms against spam, misuse and security threats; and
- meet legal, accounting and tax obligations.
We use personal information only for the purposes for which it was collected, for purposes a reasonable person would consider appropriate in the circumstances, or as otherwise permitted or required by law.
5. Coaching information and confidentiality
The individual receiving coaching is the coaching client, including when an employer or another organization pays for the coaching.
We may keep reasonable coaching and administrative notes needed to provide coaching and manage the engagement.
Coaching conversations are treated as confidential. Confidentiality has some reasonable limits. We may disclose information:
- where required by law, court order or another legal obligation;
- where there is a serious or imminent risk of harm to you or others, and disclosure is reasonably necessary to prevent it; or
- where you have expressly authorized us to disclose it.
Coaching workspace. Each coaching client receives a separate, private coaching workspace on our coaching platform. Only you and Moving Forward Leadership can access it. It is not shared with other clients, and sponsors do not have access to it.
Employer- or sponsor-paid coaching
When an employer or other organization (a “sponsor”) pays for coaching, we may share necessary administrative information with the sponsor, such as attendance or sessions completed, and invoicing and payment information.
We do not share the substance of coaching conversations, assessments, personal coaching information or progress details with a sponsor without the coaching client’s express consent, except within the limits of confidentiality described above.
Session recordings
Coaching sessions are not recorded unless both you and Moving Forward Leadership expressly agree. If a recording is made for an agreed purpose, it will be handled in accordance with that agreement and applicable privacy obligations.
6. Newsletter and marketing emails
Our newsletter is consent-based. When you subscribe, we use a double opt-in process: you will receive an email asking you to confirm your subscription before you are added.
Every marketing email includes an unsubscribe link. You can unsubscribe at any time using that link, or by contacting us.
Contacting us through our website contact form, booking a session or becoming a coaching client does not subscribe you to our newsletter. You will receive newsletter emails only if you have separately subscribed.
Our newsletter system records when newsletter emails are opened and which links are clicked. It may also use cookies to recognize subscribers who visit our website after clicking a newsletter link. We use this information to understand which content is useful to readers and to manage our mailing list.
We keep subscription information while you remain subscribed. After you unsubscribe, we keep only what is reasonably necessary to respect your choice, maintain unsubscribe records and meet legal obligations.
Service emails. If you become a coaching client, we send the emails needed to provide our services, such as agreements, payment links, invoices, workspace invitations and booking links. These are not marketing emails, and you receive them whether or not you subscribe to our newsletter.
7. Website contact forms
When you submit our contact form, your submission is sent to us by email. We use it to respond to your enquiry and keep it in accordance with Section 15.
8. Peak Performance Leadership podcast guests
If you are a guest, or are being considered as a guest, on the Peak Performance Leadership podcast, we may collect:
- your name and contact information;
- your organization and role;
- your biography, website and social media links;
- your headshot;
- books or other materials you choose to provide;
- information about your proposed interview topics;
- the audio and video recording of your interview; and
- other information used to prepare, publish and promote the episode.
Guests provide this information so we can evaluate, produce, publish and promote podcast appearances.
Published episodes, show notes and related promotional material are publicly available and may remain available after publication, even if the underlying intake information is later deleted, subject to applicable law and any specific agreement with the guest.
9. Testimonials and client stories
We publish identifiable testimonials, including names, titles and photographs, only with appropriate permission.
We may also share anonymized client stories in a way that is not intended to identify the client.
Giving a testimonial is never a condition of receiving coaching.
10. Payments
We collect the information needed for billing, invoicing and payment administration.
Payments are processed by Stripe. You enter your payment details directly with Stripe, and we do not see or store full payment-card numbers. If you choose a payment plan, Stripe keeps your payment method on file and charges each instalment automatically on the agreed dates until the plan is complete. We receive and keep payment status, amounts, and Stripe customer and transaction references.
Where a sponsor pays, Stripe issues the invoice to the sponsor’s billing contact. The invoice identifies the coaching client and the coaching package, and may include the sponsor’s purchase order number.
11. Cookies, analytics and similar technologies
Cookies are small files stored in your browser. Our website uses:
- Google Analytics 4 to understand how visitors use our website, such as which pages are visited and how people arrive at the site. Google Analytics uses cookies and collects technical and usage information.
- Newsletter cookies (MailPoet) related to newsletter subscriptions, including recognizing subscribers who visit our website after clicking a newsletter link (see Section 6).
- Google reCAPTCHA to protect our forms from spam and automated abuse. reCAPTCHA collects technical information about your device and interaction with the page, which is sent to Google for analysis.
- Website functionality cookies needed for the website to work properly and securely.
Our website does not currently use a cookie consent tool. You can block or delete cookies through your browser settings. Blocking some cookies may affect how parts of the website work.
12. Embedded content and links
Some pages include content from other websites, such as podcast players, booking tools and maps. Embedded content behaves as if you had visited the other website, which may collect information about you and use its own cookies.
Our website also links to other websites, such as podcast platforms and social media. Those websites have their own privacy practices, and we are not responsible for them.
13. Service providers
We use trusted service providers to operate our business and website. They process information on our behalf using their own infrastructure and privacy and security practices. Our main service providers currently include:
| Purpose | Service provider |
|---|---|
| Video calls for coaching | Meet Hour |
| Scheduling and bookings | TidyCal |
| Electronic signing of coaching agreements | BreezeDoc |
| Private coaching workspaces | UpCoach |
| Payment processing and invoicing | Stripe |
| Business email and related business tools | Google Workspace |
| Newsletter | MailPoet |
| Website analytics | Google Analytics |
| Form spam protection | Google reCAPTCHA |
| Website platform and forms | WordPress and Elementor |
| Website hosting | DreamHost |
| Website security | Wordfence |
| Podcast hosting and distribution | Podcast.co and podcast distribution platforms |
| Client onboarding records and service emails; podcast guest coordination | FuseBase |
Our service providers may change over time.
14. When we may disclose information
Moving Forward Leadership does not sell personal information.
We may disclose personal information:
- to service providers acting on our behalf;
- to a coaching sponsor, limited to administrative information as described in Section 5;
- with your consent;
- where required or permitted by law, including in response to a court order or other legal process; or
- where there is a serious or imminent risk of harm, as described in Section 5.
15. How long we keep information
We keep personal information only for as long as reasonably necessary for:
- the purpose for which it was collected;
- delivering the coaching relationship or other service;
- legitimate business and administrative requirements; and
- applicable legal, accounting and tax obligations.
Different types of information have different retention needs. For example, financial and business records may need to be kept for longer than coaching notes to meet accounting or tax requirements.
Coaching clients. For coaching clients, we handle information as follows:
- Workspace access: your access to your private coaching workspace may end when your coaching engagement ends.
- Workspace contents: we keep the contents of your workspace for up to 12 months after your engagement ends, so you can request a copy or resume coaching. After that, we delete it from our coaching platform, unless you ask us to delete it sooner or we agree otherwise.
- Agreements and financial records: we keep signed agreements, onboarding records, invoices and payment records for seven years after your engagement ends, to meet accounting, tax and legal obligations.
- Backups and provider records: information we delete may remain for a limited time in our service providers’ backups until those backups are overwritten. Our service providers may also keep records they are legally required to retain, such as payment records held by our payment processor and signing records held by our e-signature service.
When information is no longer needed, we delete it or make it anonymous.
16. Storage and processing outside Canada
We use third-party and cloud-based service providers, so your personal information may be stored or processed outside your province or outside Canada. Information processed in another jurisdiction may be subject to the laws of that jurisdiction, including laws that allow authorities there to access it.
17. Security
We use reasonable administrative, technical and organizational safeguards, appropriate to the information and services involved, to protect personal information against loss, theft and unauthorized access, use or disclosure.
No website, system or method of transmitting or storing information is completely secure, and we cannot guarantee absolute security.
18. Privacy and security incidents
If a privacy or security incident occurs, we will assess it and respond in accordance with our legal obligations. This may include notifying affected individuals and the appropriate authorities where required.
19. Your rights and choices
You may contact us at scott@movingforwardleadership.com to request:
- access to the personal information we hold about you;
- correction of inaccurate or incomplete information;
- withdrawal of consent where we rely on your consent, subject to legal or contractual limits; or
- deletion of your personal information, where appropriate and legally permitted.
We may need to verify your identity before acting on a request. Some information may need to be kept, for example where we are legally required, or reasonably permitted, to retain it for accounting, tax, legal or security reasons. We will respond to requests within the timeframes required by applicable law.
You can unsubscribe from our newsletter at any time using the unsubscribe link in any newsletter email.
Rights outside Ontario
Depending on where you live and which laws apply, you may have additional privacy rights. If you believe additional rights apply to you, please contact us.
20. Children
Our coaching services are intended for adults. We do not knowingly collect personal information from children through our coaching services.
21. Changes to this Policy
We may update this Privacy Policy from time to time to reflect changes to our business, services or legal requirements. The current version, with its effective date, will be published on this page.
If we make material changes that significantly affect how we handle information from current coaching clients, we may also provide notice directly where appropriate or required by law.