PRIVACY POLICY

Last updated: September 2026

Caryn Gillen, LLC (“Caryn Gillen,” “we,” “us,” or “our”) respects your privacy and is committed to being thoughtful about the personal information you share with us.

This Privacy Policy explains what information we collect through caryngillen.com and related services, why we collect it, how we use it, the service providers we use, and the choices and rights you may have regarding your information.

INFORMATION WE COLLECT

The information we collect depends on how you interact with us.

Information you provide directly

You may provide information such as:

• your name and email address when you join our email list or request access to What I’ve Come to Know;
• your name, email address, phone number, and other information you choose to provide through an inquiry, scheduling form, application, questionnaire, or contact form;
• information you provide when purchasing or participating in a service;
• billing and transaction-related information when you make a purchase;
• information you voluntarily provide in connection with coaching, scheduling, customer support, podcast participation, or another business relationship with us; and
• any other information you choose to send to us by email, form, text, or other communication.

Please do not send sensitive or confidential information through a general website contact form unless it is reasonably necessary for your inquiry.

Information collected automatically

When you visit the Site, certain information may be collected automatically through cookies and similar technologies, including:

• IP address;
• browser and device information;
• pages visited;
• referring website;
• approximate location derived from IP address;
• date and time of visits; and
• information about how visitors interact with the Site.

We use Google Analytics and related tools to better understand how people find and use the Site.

For more information, please see our Cookie Policy.

HOW WE USE INFORMATION

We may use personal information to:

• provide and administer our services;
• respond to inquiries and communicate with you;
• schedule appointments and coaching sessions;
• process purchases and payments;
• provide access to What I’ve Come to Know and other requested content;
• send newsletters, updates, and other marketing communications when permitted;
• maintain business and transaction records;
• improve the Site, our content, and our services;
• understand Site traffic and usage;
• maintain the security and integrity of our Site and systems;
• comply with legal, tax, accounting, and regulatory obligations; and
• establish, exercise, or defend legal claims when necessary.

We do not sell personal information.

EMAIL COMMUNICATIONS

When you join What I’ve Come to Know or otherwise sign up for our email communications, we may send you the content you requested as well as occasional emails from Caryn Gillen.

Where consent is required, we rely on your consent to send marketing communications.

You can unsubscribe from marketing emails at any time using the unsubscribe link included in our emails. Unsubscribing from marketing does not prevent us from sending communications that are reasonably necessary to administer a purchase, appointment, existing client relationship, or other transaction with you.

We currently use MailerLite to manage our email list and email communications.

WHAT I’VE COME TO KNOW AND AUDIO SERVICES

What I’ve Come to Know is delivered using Hiro.fm. Information submitted to access the series may be processed through Hiro.fm and transferred to MailerLite so we can provide access and communicate with you as described at the time you join.

We may also make audio content available through third-party podcast and audio platforms, including Spotify for Creators. Your use of those platforms is also subject to their own privacy practices.

SCHEDULING, FORMS, AND CLIENT ADMINISTRATION

We use third-party services including Dubsado and Acuity Scheduling for functions such as inquiries, forms, scheduling, questionnaires, and client or participant administration.

Information you submit through those services may be processed and stored by those providers on our behalf.

COACHING SESSIONS, ZOOM, AND AI-GENERATED MEETING NOTES

We use Zoom for some coaching sessions and other meetings.

We do not record private coaching sessions by default.

Zoom AI-generated meeting notes or summaries are also off by default for private coaching. If we offer AI-generated meeting notes, you may choose whether you want that feature used for your session.

If you choose to use AI-generated meeting notes, information discussed during the meeting will be processed through Zoom for the purpose of generating those notes or summaries. We may review the resulting summary before providing it to you.

We seek to avoid retaining transcripts or AI-generated meeting materials longer than reasonably necessary for the purpose for which they were created.

We do not use general-purpose generative AI services such as ChatGPT or Claude to process confidential client coaching notes or transcripts as part of our ordinary coaching practice.

PAYMENTS

Purchases may be processed through services including ThriveCart, Stripe, and PayPal.

We do not directly store complete payment-card information. Payment information is generally provided directly to the applicable payment processor and handled according to that provider’s privacy and security practices.

We may receive and retain transaction information such as your name, email address, product or service purchased, amount paid, transaction date, and payment status.

SERVICE PROVIDERS

We use third-party companies to help operate our business and Site. Depending on how you interact with us, these may include providers for:

• website hosting and infrastructure, including Bluehost, WordPress, and Elementor;
• website security, including Wordfence;
• analytics and search performance, including Google Analytics and Google Search Console;
• email marketing, including MailerLite;
• audio delivery and podcast hosting, including Hiro.fm and Spotify for Creators;
• scheduling and forms, including Acuity Scheduling and Dubsado;
• video conferencing, including Zoom;
• checkout and payment processing, including ThriveCart, Stripe, and PayPal; and
• spam prevention, security, embedded content, and other website functionality.

These providers may process personal information as necessary to provide their services to us.

We may also disclose information when required by law, to protect our legal rights, to prevent fraud or misuse, or in connection with a sale, merger, restructuring, or transfer of all or part of the business.

TESTIMONIALS AND CLIENT STORIES

We may publish testimonials, stories, quotations, or other information about clients or participants when we have permission to do so.

Hiring Caryn Gillen does not, by itself, give us permission to publicly identify you or use your private coaching conversations as marketing content.

COOKIES AND ANALYTICS

The Site uses cookies and similar technologies for essential website functions and may use them for analytics and other optional functions.

Where applicable law requires consent before non-essential cookies or technologies are used, we will seek that consent through our cookie-consent system.

You can review or change your choices through the Cookie Settings link available on the Site.

Please see our Cookie Policy for more information.

LEGAL BASES FOR PROCESSING

Where the General Data Protection Regulation (“GDPR”) or similar law applies, we process personal information only when we have an appropriate legal basis.

Depending on the circumstances, that may include:

• Consent, such as when you agree to receive marketing communications or permit optional cookies;
• Performance of a contract or steps taken at your request before entering a contract, such as when you purchase a service, schedule an appointment, or inquire about working together;
• Legitimate interests, such as operating and securing our business, responding to communications, improving our Site, maintaining appropriate business records, and understanding how our Site is used, where those interests are not overridden by your rights; and
• Legal obligations, such as tax, accounting, regulatory, or other legal requirements.

When we rely on consent, you may withdraw that consent at any time. Withdrawal does not affect processing that was lawful before consent was withdrawn.

INTERNATIONAL DATA TRANSFERS

Caryn Gillen, LLC is based in the United States.

If you access our Site or services from the European Economic Area, United Kingdom, Switzerland, or another jurisdiction outside the United States, your personal information may be transferred to and processed in the United States or other countries where our service providers operate.

Where required by applicable law, we rely on appropriate safeguards or recognized transfer mechanisms used by our service providers for international transfers of personal information.

HOW LONG WE KEEP INFORMATION

We keep personal information only for as long as reasonably necessary for the purposes for which it was collected, including to provide services, maintain appropriate business and transaction records, meet legal, tax, accounting, or contractual requirements, resolve disputes, and enforce agreements.

Retention periods vary depending on the type of information and the reason we hold it.

For example:

• marketing information may be retained until you unsubscribe or request deletion, subject to limited records we may retain to honor your opt-out;
• transaction and financial records may be retained as required for tax, accounting, and legal purposes;
• inquiry and scheduling information may be retained while reasonably useful for responding to you and maintaining appropriate business records; and
• meeting transcripts or AI-generated notes, when you have chosen to use them, are not intended to be retained indefinitely and may be deleted when they are no longer reasonably needed.

YOUR PRIVACY RIGHTS

Depending on where you live and the law that applies to you, you may have rights regarding your personal information.

These may include the right to:

• request access to personal information we hold about you;
• request correction of inaccurate information;
• request deletion of personal information;
• request restriction of certain processing;
• object to certain processing;
• receive certain information in a portable format;
• withdraw consent when processing is based on consent; and
• lodge a complaint with an appropriate data protection authority.

These rights are not absolute and may be subject to legal exceptions.

To make a privacy request, contact us at caryn@caryngillen.com or support@caryngillen.com.

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

SECURITY

We use reasonable administrative, technical, and organizational measures intended to protect personal information.

No website, electronic communication, or storage system can be guaranteed to be completely secure. You share information electronically at your own risk.

THIRD-PARTY LINKS AND EMBEDDED CONTENT

The Site may link to or, from time to time, embed content from third-party websites or platforms.

Those third parties operate under their own privacy policies and may collect information when you interact with their services. We are not responsible for the privacy practices of third-party websites or platforms.

CHILDREN

Our Site and services are intended for adults and are not directed to children under 18.

We do not knowingly collect personal information from children under 18 through the Site. If you believe a child has provided personal information to us, please contact us.

CHANGES TO THIS POLICY

We may update this Privacy Policy from time to time as our business, technology, or legal obligations change.

The current version will be posted on this page with the date of the most recent update.

CONTACT

For questions about this Privacy Policy or our privacy practices, contact:

Caryn Gillen, LLC
support@caryngillen.com