Privacy Policy

Who we are, and two different roles

Minipod is software that independent coaches use to run their practice: bookings, payments, client records, content, and the admin around them. When you sign up, we act in two distinct roles, and it helps to keep them apart.

For your own account, we are the data controller. You decide what to do with the information you put into Minipod about your business, and we decide how to run the service.

For the records you create about your clients, you are the controller and we are your processor. We hold and handle that information on your behalf and under your instructions, so that your booking page, reminders, and client portal work. You are responsible for having a lawful basis to collect and contact those people.

Information we collect

The data in Minipod falls into a few buckets:

• Your account and profile. Name, email, password, and the details of your practice, such as your business name, branding, time zone, and storefront URL.
• What you configure. Your offers, prices, availability rules, intake forms, contract templates, content and courses, and the way you describe your services.
• Client records you create. The people you add and what you record about them: name, email, phone number, booking history, notes, intake-form responses, signed contracts, and messages.
• Payment information. Subscription and booking payments run through Stripe. We receive confirmation, amounts, and status, but we never see or store full card numbers. Card details go straight to Stripe.
• Connected calendars. If you connect Google or Outlook, we read your busy times to check for conflicts and may write Minipod bookings back. We do not read the contents of unrelated events.
• Communications. In-app messages, email confirmations and follow-ups, and SMS reminders that you and your clients send and receive through Minipod.
• Technical and usage data. Standard server logs, IP address, device and browser type, and basic interaction data we need to keep the service secure, reliable, and working.

How we use it

We use the information above to:

• Run the product you signed up for: show your booking page and storefront, take payments through your Stripe, attach meeting links, send confirmations and reminders, and deliver your content on schedule.
• Keep your account secure, prevent fraud and abuse, and diagnose problems.
• Provide support when you ask for it, and send you essential service messages about your account and billing.
• Improve Minipod in aggregate, and meet our legal, tax, and accounting obligations.

What we never do

• We do not sell your data or your clients' data to anyone.
• We do not use your clients' data to train AI models.
• We do not run advertising networks or behavioural ad tracking on you or your clients.
• We do not access your client records except where strictly needed to operate, support, or secure the service.

Google user data

When you connect a Google account, Minipod accesses your Google Calendar to check your availability and prevent double-bookings, and to add or update the bookings you take through Minipod. We read busy and free information and the events Minipod creates or manages. We do not read the contents of your unrelated personal events beyond the timing needed to detect conflicts.

We use this data only to provide the scheduling features you asked for. We do not sell it, use it for advertising, or use it to train generalized AI or ML models. You can disconnect Google at any time from your settings or your Google account permissions, after which we stop accessing your calendar.

Minipod's use and transfer of information received from Google APIs to any other app will adhere to the Google API Services User Data Policy, including the Limited Use requirements. You can read that policy at https://developers.google.com/terms/api-services-user-data-policy.

Legal bases (for EEA and UK users)

Where data protection law applies, we rely on these grounds: performance of our contract with you, to provide the service; our legitimate interests, to secure, support, and improve Minipod in ways you would reasonably expect; your consent, where we ask for it, such as optional marketing; and compliance with legal obligations, such as keeping financial records.

Who we share it with

We share data only with the service providers we need to run Minipod, and only for that purpose. Each is bound to protect it. Today these include:

• Stripe. to process payments and run subscriptions and payouts to your own connected account.
• Google and Microsoft. where you connect a calendar, to check availability and sync bookings.
• Video providers. such as the conferencing tool used to generate meeting links for your sessions.
• Email and SMS providers. to deliver confirmations, reminders, and the messages you send.
• Hosting and infrastructure. the cloud platforms that store data and run the application.

Where your data is held, and transfers

Minipod runs on cloud infrastructure that may process data in countries other than your own, including the United States. Where data moves across borders, we rely on appropriate safeguards such as standard contractual clauses so it stays protected to the same standard.

How long we keep it

We keep your data for as long as your account is active. When you delete a record, or close your account, we remove the associated data within a reasonable window, except where we must retain limited information to meet legal, tax, and accounting requirements, or to resolve disputes. Backups age out on a rolling schedule.

Security

We protect data in transit and at rest, restrict internal access to what is necessary, and rely on established providers like Stripe for the most sensitive operations. No system is perfectly secure, but we take this seriously and design for it.

Cookies and local storage

Minipod's marketing site does not use tracking or advertising cookies. The only thing stored in your browser is your light or dark theme preference, which is essential and saved only when you choose it. See our Cookie Policy for the full detail.

Your rights and your clients' rights

Depending on where you live, you may have the right to access, correct, export, or delete your personal data, and to object to or restrict certain processing. You can export your clients and records from inside Minipod at any time, and you can delete your account.

Because your clients' records belong to your practice, a client who wants to access or delete their data should contact you, the coach, as the controller. We will support you in honouring those requests.

Children

Minipod is a tool for professionals and is not directed at children. We do not knowingly collect data from anyone under 16. If a client you serve is a minor, you are responsible for the appropriate consents.

Changes to this policy

If we make a material change, we will update the date above and, where appropriate, tell you directly. Continuing to use Minipod after a change means you accept the updated policy.

Contact

Questions about privacy, or want to exercise a right? Email privacy@minipodapp.com and a human will reply.