Pivot House Privacy Policy

Effective Date: 30 June 2026
 

Pivot Haus is a coaching service operated by Leigh Miller Coaching LLC, DBA Pivot Haus ("Pivot Haus," "we," "us," or "our"). This Privacy Policy explains how we collect, use, store, and protect your personal information when you visit our website (pivothaus.co), book a call, or work with us as a coaching client. By using our website or services, you agree to the practices described in this policy.

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1. Information We Collect

**Information you provide directly:**

• Name, email address, and contact details (via our intake form, booking page, or email)

• Answers to intake questionnaires (career background, goals, and challenges you share to help us assess fit)

• Payment information (processed securely by Stripe — see Section 5)

• Content you share during coaching sessions, including verbal responses, written homework, and worksheet answers
   

**Information collected automatically:**

• Website usage data (pages visited, time on site, referral source) via Google Analytics (GA4)

• Advertising and conversion data via Google Ads, for prospects who arrive through our ad campaigns

• Cookies used for site analytics and ad performance tracking (see Section 7)
   

**Information collected during coaching sessions:**

• Audio and video recordings of coaching calls (via Google Meet)

• Written transcripts and AI-generated summaries of those calls (via Fireflies)

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2. Call Recordings and Transcripts

Because coaching happens through conversation, session recordings and transcripts are central to how we deliver our program and we take their handling seriously.
 

Why we record:
Recordings and transcripts let us prepare thoughtful follow-ups, track your progress across sessions, and give you an accurate record of what was discussed without asking you to take your own notes mid-conversation.
 

Consent:
By booking and attending a coaching call with Pivot Haus, you consent to that call being recorded and transcribed. If you do not wish to be recorded, let us know before the session begins and we will make alternate arrangements. Where recordings and transcripts live:

• Calls are conducted via Google Meet.

• Recordings are transcribed and summarized using Fireflies.ai (Business plan), which syncs summaries and full transcripts into a dedicated, access-restricted database in our internal Notion workspace.

• This database is kept separate from other client records and is never published or made accessible via a public link.

Who can access them:

• Only Leigh Miller (or authorized Pivot Haus staff, if applicable) can access full written transcripts.

• Video/audio recordings of your own sessions are shared with you through your private Client Portal, so you can revisit the conversation itself.

• Written transcripts are not shared.** What clients see in their private Client Portal is a session recap written in plain language, plus the recording link — never the verbatim transcript.

• Neither recordings nor transcripts are shared with third parties, sold, or used for any purpose outside delivering and improving your coaching experience, except as required by law.
   

Retention:
Recordings and transcripts are retained for the duration of your engagement with Pivot Haus and for a reasonable period afterward to allow for program continuity, dispute resolution, or program improvement. You may request deletion of your recordings and transcripts at any time (see Section 9).

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3. How We Use Your Information

We use your information to:

• Assess fit during a Pivot Call and prepare for coaching sessions

• Deliver coaching services, including the Pivot Program and Momentum Membership

• Maintain session records and track progress across your engagement

• Populate your private Client Portal (session recaps, worksheets, recordings link, and program deliverables such as your Transition Roadmap)

• Process payments and manage billing

• Send scheduling confirmations, program materials, and relevant follow-up communications

• Send marketing emails if you've opted in, which you can unsubscribe from at any time

• Improve our services, website, and marketing based on aggregated, non-identifying patterns

• We do not use your personal coaching content — what you say in sessions, your worksheet answers, or your transcripts — for marketing, case studies, or testimonials without your explicit, separate permission.

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4. Your Client Portal

Active Pivot Program clients receive a private, individually shared Notion page (accessible only to you and Leigh) containing:

• Session recaps (written summaries, not raw transcripts)

• Worksheets and homework assignments

• Session recording links (video/audio, not transcripts)

• Your Transition Roadmap and other program deliverables

Access is granted through Notion's guest access system tied to your individual identity — not a public or shareable link. Your Client Portal is never indexed by search engines or accessible to anyone outside your coaching engagement.
 

5. Payment Information

All payments are processed securely through Stripe. Pivot Haus does not store your full credit card number, CVV, or other sensitive payment credentials on our own systems. Stripe's handling of your payment data is governed by Stripe's own privacy policy and security standards (PCI-DSS compliant).

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 6. Third-Party Services We Use

To deliver our services, we work with the following third-party providers, each of which processes certain data on our behalf:
 

• Google Meet | Hosting live coaching calls 

• Fireflies.ai | Call recording, transcription, and summarization 

• Notion | Client records, session notes, and Client Portal hosting 

• Stripe | Payment processing 

• Cal.com | Scheduling 

• Google Analytics (GA4) | Website analytics 

• Google Ads | Advertising and conversion tracking 
   

Each of these providers maintains its own security and privacy practices. We select providers that maintain industry-standard data protection measures, and we only share the minimum information necessary for them to perform their function.

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7. Cookies and Tracking

Our website uses cookies and similar technologies to:

• Understand how visitors use our site (Google Analytics)

• Measure the effectiveness of our advertising (Google Ads conversion tracking)

• You can control or disable cookies through your browser settings. Disabling cookies may affect some website functionality but will not prevent you from booking a call or accessing our services.

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8. Data Security

We take reasonable technical and organizational measures to protect your information, including:

• Restricting access to session recordings and transcripts to authorized personnel only

• Using access-controlled, identity-based sharing (Notion guest access) rather than public links for any client-facing materials

• Never publishing transcripts, recordings, or private session content to any public or web-indexed page

• Relying on reputable, security-vetted third-party providers for payment processing, scheduling, and data storage

• No method of electronic storage or transmission is 100% secure, and we cannot guarantee absolute security. If we become aware of a data breach affecting your personal information, we will notify you promptly.

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9. Your Rights and Choices

You have the right to:

• Request a copy of the personal information we hold about you

• Request correction of inaccurate information

• Request deletion of your recordings, transcripts, or other personal data, subject to any legal or contractual retention requirements

• Withdraw consent for session recording (with advance notice)

• Unsubscribe from marketing emails at any time via the link in any email

• Ask questions about how your data is used
   

To exercise any of these rights, contact us at leigh@pivothaus.co

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10. Children's Privacy

Pivot Haus services are intended for adults. We do not knowingly collect information from anyone under the age of 18.

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11. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or for legal reasons. The "Last Updated" date at the top of this page will reflect the most recent revision. Continued use of our services after changes are posted constitutes acceptance of the updated policy.

 

12. Contact Us

If you have questions about this Privacy Policy or how your information is handled, contact: Leigh Miller Coaching LLC, DBA Pivot Haus. Email: leigh@pivothaus.com | Website: www.pivothaus.co.

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