Privacy Policy

Illumenza Coach ("the Service") is operated by YAP FENG YUAN, trading as Illumenza ("we", "us"), a sole proprietorship based in Japan. This policy explains what we collect, why we collect it, who we share it with, and how you get rid of it.

Two kinds of people, two roles

Coaches sign up for the Service. We are the data controller for their account data.

Clients are invited by a coach to sign an agreement, pay, and book sessions. For client data we act as a processor on the coach's behalf — the coach decides what is collected and why, and their own privacy policy governs that relationship. Clients wanting their data changed or erased should contact their coach first; we act on the coach's instruction, or directly if the coach is unreachable.

What we collect

• Account data — name, email, business name, timezone, password hash or Google sign-in identifier.
• Client records — names, emails, enrolment and agreement status, session bookings, coach notes, intake and quiz answers, messages sent through the platform.
• Payment data — handled by Stripe. We store subscription status, plan, and the identifiers Stripe gives us. We never see or store full card numbers.
• Connected account tokens — see the Google section below.
• Technical data — IP address and login timestamps for security alerts, plus server logs and aggregate page-view counts on public coach pages.

Google user data

Connecting Google Calendar is optional. A coach who connects it grants the https://www.googleapis.com/auth/calendar.app.created scope, plus basic profile scopes (openid, email, profile) used to identify the connected account.

• What we do with it. One thing only: we create a single calendar of our own on the coach's Google account, and when a client books a session we add an event to it with a Google Meet link, storing that event's id and Meet link so both parties can join. This scope gives us access to that one calendar and nothing else — we cannot see, read, or change the coach's primary calendar or any other event on their account.
• How the token is stored. The refresh token is encrypted at rest with AES-256-GCM before it touches our database. It is never logged, never displayed in the interface, and never sent to anyone else.
• Limited Use. Our use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. We do not sell Google user data, do not use it for advertising, and do not use it to train generalised machine-learning models. No human reads it except where you ask us to for support, or where security or the law requires it.
• How to revoke. Disconnect Google in Settings → Account, which deletes the stored token immediately. You can also revoke access at myaccount.google.com/permissions. Events already on your calendar stay there; removing them is up to you.

Why we process it

• To run the Service — enrolments, agreements, payments, scheduling, messaging.
• To send transactional email: booking confirmations, reminders, agreement copies, login codes and security alerts.
• To bill coaches for paid plans and meet accounting obligations.
• To keep accounts secure and investigate abuse.

We do not sell personal data, and we do not use client data to advertise to anyone.

Who we share it with

We use a small set of providers, each handling only what their job needs:

• Vercel — application hosting
• Stripe — payments and subscription billing
• Resend — transactional email delivery
• Google — calendar events and Meet links, for coaches who connect it
• Documenso — electronic signature of coaching agreements
• Our own managed servers for the database and file storage

Some of these operate outside Japan, so data may be transferred internationally. We otherwise disclose data only where the law requires it.

How long we keep it

Account and client data is kept while the account is open. When a coach closes their account, we delete their data within 30 days, after which it is gone from live systems; backups age out on their own cycle. Google refresh tokens are deleted the moment you disconnect, without waiting for the grace period. Records we must retain for tax or accounting law — invoices and payment records — are kept for the period that law requires.

Your rights

You may request access to, correction of, or deletion of your data, ask for a copy in portable form, or object to a particular use. Email illumenza.dev@gmail.com and we will respond without undue delay.

Security

Traffic is encrypted in transit. Secrets and connected-account tokens are encrypted at rest. Access to production data is limited to the operator. No system is perfectly secure, but if a breach affects your data we will tell you.

Children

The Service is not directed at children under 16 and we do not knowingly collect their data.

Changes

We may update this policy. The current version always lives at this URL with its revision date at the top; material changes will be emailed to coaches.

Contact

YAP FENG YUAN (trading as Illumenza) — illumenza.dev@gmail.com. Address: Ikesan Bldg. 5F, 3-13-7 Higashi-Ikebukuro, Toshima-ku, Tokyo 170-0013, Japan.