Privacy Policy Website + Services
1. Who we are (data controller)
“Wolf & The Team”, “we”, “us”, and “our” refer to the Wolf & The Team coaching business and the entity responsible for your personal data. For most processing described in this Policy, we act as the data controller (or equivalent term in your jurisdiction).
Controller details (to be completed):
Legal entity name: [INSERT LEGAL ENTITY NAME]
Registration/VAT number: [INSERT NUMBER]
Registered address: [INSERT ADDRESS]
Email: support@wolfandtheteam.com (replace with your official support email)
If you appoint a Data Protection Officer (DPO) or EU/UK representative (where required), add the details here: [INSERT DPO/REP DETAILS IF APPLICABLE].
2. Scope
This Policy applies to personal data collected through:
- Our website and related pages (including application forms and booking pages);
- Free strategy sessions / consultation calls;
- Paid programs, mentorship, and coaching (online and/or in-person);
- Communications (email, phone, SMS, messaging apps, social media DMs);
- Community spaces (if offered), such as group chats or member platforms.
This Policy does not apply to third-party websites, apps, or services that may be linked from our site (see Section 14).
3. Personal data we collect
3.1 Data you provide to us
Depending on how you interact with us, you may provide:
- Identity & contact details: name, email address, phone number, location, time zone, age confirmation.
- Application/intake details: background information, goals, challenges, preferences, and other information you share in forms.
- Coaching communications: messages, emails, call notes, screenshots you share (e.g., texting conversations), and homework submissions.
- Payment & transaction details: billing address, invoices/receipts, purchase history (payment card details are typically processed by our payment provider; we do not store full card numbers).
- Testimonials/feedback: reviews, survey responses, and any statements you submit.
3.2 Data we collect automatically
When you visit our website, we may automatically collect:
- Device and usage data: IP address, browser type, device identifiers, operating system, pages viewed, time spent, and referrer URLs.
- Cookie and tracking data: information collected via cookies, pixels, SDKs, and similar technologies (see Section 6).
- Log data: diagnostic and performance logs to keep the site secure and functional.
3.3 Data from third parties
We may receive personal data from third parties such as:
- Scheduling providers (e.g., Calendly/Cal.com) when you book a call;
- Payment processors (e.g., Stripe/PayPal) for confirmation of successful payments and basic transaction metadata;
- Analytics/advertising partners (if enabled) for aggregated measurement and attribution;
- Social media platforms if you contact us through those platforms or interact with our profiles/ads.
3.4 Sensitive information
Coaching related to dating and relationships can involve personal topics. We do not intentionally require “special category” data (e.g., information about health, sexuality, religion) to provide general coaching. However, you may choose to share it.
Where we process sensitive information you voluntarily provide, we do so only as needed to deliver the Services and in accordance with applicable law (which may require your explicit consent in certain jurisdictions).
4. How we use your personal data
We use personal data for the following purposes:
4.1 Provide and operate our Services
- Schedule and deliver calls, coaching sessions, training, and support.
- Process applications and determine eligibility for particular programs.
- Provide feedback on materials you submit (e.g., texts, screenshots, written exercises).
- Manage accounts, access to portals, and community spaces (if offered).
4.2 Communications
- Respond to inquiries and provide customer support.
- Send service-related messages (e.g., scheduling, reminders, updates, changes to sessions).
4.3 Payments and administration
- Process payments, issue invoices/receipts, and manage subscriptions or installment plans.
- Prevent fraud and handle disputes/chargebacks.
- Maintain business records and comply with legal/tax obligations.
4.4 Improve, secure, and maintain our website and Services
- Analyze performance and usage trends.
- Debug, maintain, and protect our systems.
- Enforce our Terms and protect our rights and the rights of others.
4.5 Marketing (where permitted)
- Send newsletters or promotional messages (subject to your choices).
- Measure ad performance and website conversions (where tracking is enabled and legally permitted).
- Use testimonials/feedback with your permission (see also Terms).
4.6 No automated decision-making
We do not use automated decision-making (including profiling) that produces legal or similarly significant effects about you, except where explicitly disclosed and permitted by law.
5. Legal bases (GDPR/UK GDPR)
This section applies if you are located in the EEA/UK or where GDPR/UK GDPR otherwise applies.
We process personal data under one or more of the following legal bases:
- Contract: to provide the Services you request, administer your program, and perform our agreement with you.
- Legitimate interests: to operate and improve our business, secure our systems, prevent fraud, and communicate with you (balanced against your rights).
- Consent: for certain marketing messages and for certain cookies/tracking where required by law.
- Legal obligation: to comply with accounting, tax, and other legal requirements.
- Vital interests: in rare cases, to protect someone’s life or physical safety.
8. International data transfers
We may transfer and process personal data outside your country, including in countries that may not provide the same level of data protection. For example, some of our service providers may operate in the United States or other regions.
Where required by law (e.g., GDPR/UK GDPR), we use appropriate safeguards for international transfers, such as Standard Contractual Clauses (SCCs), the UK Addendum, or other lawful transfer mechanisms.
9. Data retention
We keep personal data only as long as necessary for the purposes described in this Policy, including to provide Services, comply with legal obligations, resolve disputes, and enforce agreements.
Retention periods vary by data type. For example:
- Client account and program records: typically retained for the duration of the relationship and a reasonable period after.
- Tax and financial records: retained as required by applicable accounting/tax laws.
- Marketing records: retained until you unsubscribe or object, plus a limited period to honor your request.
Insert specific retention timeframes where known/required: [INSERT RETENTION PERIODS].
10. Security
We use reasonable administrative, technical, and organizational safeguards designed to protect personal data against unauthorized access, loss, misuse, alteration, or disclosure.
No method of transmission or storage is 100% secure. You are responsible for keeping your own accounts, devices, and passwords secure.
11. Your rights and choices
11.1 GDPR/UK GDPR rights (EEA/UK)
If you are in the EEA/UK (or where GDPR/UK GDPR applies), you may have the right to:
- Request access to your personal data;
- Request correction of inaccurate data;
- Request deletion (“right to be forgotten”) in certain circumstances;
- Request restriction of processing in certain circumstances;
- Object to processing based on legitimate interests or direct marketing;
- Request data portability (in certain circumstances);
- Withdraw consent at any time where processing is based on consent (does not affect prior processing).
11.2 Complaints (EEA/UK)
You may lodge a complaint with your local data protection authority. We encourage you to contact us first so we can try to resolve your concern.
11.3 US state privacy rights (if applicable)
Depending on your state of residence and applicable laws (e.g., California CCPA/CPRA, Colorado, Virginia, etc.), you may have rights to access, delete, correct, or opt out of certain processing (such as targeted advertising). If you want a US-state-specific notice section, add it here: [INSERT US NOTICE IF NEEDED].
11.4 How to exercise your rights
To make a request, email us at support@wolfandtheteam.com with the subject line “Privacy Request”. We may need to verify your identity before responding.
12. Marketing preferences
You can opt out of marketing emails at any time by using the unsubscribe link in our emails or by contacting us. Even if you opt out, we may still send important service-related messages (e.g., billing, scheduling, program updates).
If you use SMS/WhatsApp or similar messaging for reminders/marketing, include details and opt-out instructions here: [INSERT SMS/WHATSAPP POLICY IF USED].
13. Children
Our website and Services are not intended for individuals under 18. We do not knowingly collect personal data from children. If you believe a child has provided us personal data, contact us and we will take steps to delete it.
14. Third-party links
Our website may contain links to third-party websites and services (including scheduling and payment providers). We are not responsible for the privacy practices of those third parties. Please review their policies before providing them information.
15. Changes to this policy
We may update this Privacy Policy from time to time. The “Last updated” date indicates when changes were made. If changes are material, we will take reasonable steps to notify you (e.g., by posting a notice on our website or contacting you).
16. Contact
For privacy questions or requests, contact: support@wolfandtheteam.com
Mail: [INSERT REGISTERED ADDRESS]
Quick implementation checklist (edit as needed):
1) Replace placeholders (legal entity, address, jurisdiction, tools).
2) List your actual analytics/ads tools and cookie consent method.
3) Confirm your retention timelines and add them if required.
4) If you run ads (Meta/Google/TikTok), add opt-out links and “sharing” disclosures where legally required.