Access to Information & Privacy Policy
for Coaching Services Subcontracted Under Inspire Wellness Therapy**
Last Updated: November 2025
This section explains how client information is collected, stored, accessed, and protected when engaging in coaching services with Sara Evans, who provides life coaching as an independent subcontractor under Inspire Wellness Therapy (“IWT”). Coaching appointments, payments, and administrative processes are managed through Inspire Wellness Therapy’s systems, including the Jane App (Jane Software Inc.), which serves as the practice management platform.
This policy outlines what information is accessible to Inspire Wellness Therapy, what remains confidential between the client and coach, and how privacy and data security are upheld.
1. Relationship Between Sara Evans, Inspire Wellness Therapy, and the Jane Platform
1.1 Subcontracted Coaching Services
Sara Evans operates as an independent subcontractor under Inspire Wellness Therapy for the purpose of:
• Booking and scheduling
• Payment processing
• Administrative management
• Secure record-keeping
• Compliance with business operations
Although coaching content is independent and not clinical therapy, the administrative structure is managed through IWT.
1.2 Use of the Jane App
All scheduling, invoicing, payments, and client profiles are processed through Jane, a secure health and wellness practice management platform.
Jane stores:
• Contact information
• Booking history
• Invoices and receipts
• Intake or consent forms uploaded for administrative use
• Package purchases
• Cancellations and no-show records
Jane does not store coaching notes, therapeutic information, or personal session content unless specifically entered — and Sara does not enter coaching content into Jane.
2. What Information Is Collected
Inspire Wellness Therapy, through the Jane App, may collect the following administrative information:
2.1 Personal Identifying Information
• Full name
• Email address
• Phone number
• Mailing/billing address (if provided)
2.2 Booking & Attendance Information
• Appointment dates, times, and durations
• Service type (e.g., coaching session, package session)
• Late cancellations or no-shows
• Session confirmations or reminders
2.3 Financial Information
• Invoices, receipts, and payment history
• Credit card information (encrypted and stored only by Jane’s payment processor; not accessible to IWT staff)
• Outstanding balances
• Package purchases and usage tracking
2.4 Administrative Forms
If applicable:
• Coaching terms and conditions acknowledgment
• Intake or booking forms
• Signed agreements or consent documents
These forms are stored for administrative purposes only.
3. What Information Inspire Wellness Therapy May Access (Administrative Only)
Because coaching services are subcontracted through IWT and managed in Jane, certain administrative team members may access information necessary to carry out their duties, such as:
• Appointment booking details
• Contact information for communication
• Payment and invoicing records
• Account management notes (non-clinical)
• Scheduling conflicts and adjustments
• Cancellation/reschedule logs
• Confirmation of package usage or session counts
This access is strictly limited to administrative functions such as:
• Scheduling
• Payment support
• Receipt issuance
• Appointment reminders
• Managing client accounts
• Addressing billing questions
Administrative access does NOT include session content.
4. What Inspire Wellness Therapy Cannot Access (Confidential & Protected)
The following information remains strictly private and is accessible only to Sara Evans:
4.1 Coaching Notes
• Session reflections
• Client goals
• Personal insights shared
• Dialogue content
• Emotional or personal disclosures
• Worksheets, journal prompts, or internal materials
These notes are not entered into Jane and not stored in IWT’s systems.
4.2 Direct Coaching Communications
• Email exchanges involving coaching content
• Messaging for support between sessions
• Internal coaching files, plans, and progress logs
IWT staff cannot view, monitor, or access any of this content.
4.3 Sensitive Personal Information
Any details disclosed during coaching sessions remain confidential between the client and Sara.
5. Why Inspire Wellness Therapy Has Administrative Access
Because coaching is subcontracted through IWT, and Jane is the hosting platform, access is required for:
• Managing bookings
• Processing payments
• Issuing receipts
• Auditing financial records
• Organizing room/space scheduling (if in-person)
• Maintaining legal business records
• Ensuring compliance with accounting laws
• Providing customer support
This is standard practice in subcontracted models and ensures:
• Seamless client experience
• Accurate operations
• Professional accountability
• Secure handling of business records
This access does not give IWT authority to influence session content or coaching methods.
6. Data Privacy, Security, and Protection
6.1 Jane App Security
The Jane App uses:
• Bank-level encryption
• Secure servers
• Strict access controls
• Encrypted payment processing
• Canadian or US data centers depending on region
Client financial data cannot be viewed by IWT staff.
6.2 Inspire Wellness Therapy Confidentiality Standards
IWT administrative staff:
• Are trained in confidentiality and privacy procedures
• Use secure, password-protected devices
• Access data only on a need-to-know basis
• Do not store client information outside Jane or business-approved systems
• Do not share client data with third parties except as required by law
6.3 Data Retention
IWT retains administrative records only as long as necessary for:
• Financial audits
• Business compliance
• Revenue reporting
• Appointment history
Coaching notes are retained privately by Sara.
7. Client Consent and Understanding
By engaging in coaching services with Sara Evans through Inspire Wellness Therapy, clients explicitly acknowledge that:
• Coaching services are subcontracted under IWT
• The Jane App is the platform for booking, billing, and administration
• IWT staff may access administrative data but not coaching content
• Sara remains fully responsible for client confidentiality within coaching sessions
• Administrative access is necessary for operational functioning
• All information is protected under strict privacy and ethical standards
Clients may request details about data handling, storage, or access at any time.