Terms of Service

1. Acceptance of Terms

Welcome to ClearInsite LLC (doing business as CoachingPortal)'s coaching platform ("Platform," "Service," or "Services"). By accessing or using our Platform, you agree to be bound by these Terms of Service ("Terms").

If you do not agree to these Terms, you may not access or use the Platform. We reserve the right to modify these Terms at any time. Continued use after changes constitutes acceptance of the modified Terms.

2. Eligibility

You must be at least 18 years old to use this Platform. By using the Platform, you represent and warrant that:

• You are at least 18 years of age
• You have the legal capacity to enter into these Terms
• You will provide accurate and truthful information
• You will comply with all applicable laws and regulations

3. User Accounts

3.1 Account Creation and Setup

Coaches: Must be pre-approved and sign in using their Google account or have the option to create their own email and password. During the signup and payment process, you will be required to choose a unique subdomain name (e.g., yourcoaching.coachingportal.io). This subdomain is permanent and cannot be changed once assigned.

Clients: Must receive an invitation from an approved coach. Clients can register using Google OAuth or email/password authentication.

Subdomain Requirement: Your subdomain is your branded URL that you will share with clients. Choose carefully during signup as this decision is permanent. Subdomains must contain only lowercase letters, numbers, and hyphens (3-20 characters). Reserved or inappropriate subdomains will be rejected.

3.2 Account Security

You are responsible for maintaining the confidentiality of your account credentials and for all activities under your account. You agree to:

• Use a strong password and keep it confidential
• Notify us immediately of any unauthorized use of your account
• Not share your account with others
• Log out after each session, especially on shared devices

3.3 Account Suspension and Termination

We reserve the right to suspend or terminate your account at any time for violation of these Terms, fraudulent activity, inappropriate use of platform resources, or any reason we deem appropriate.

Account Deletion: You may request deletion of your account at any time by emailing support@coachingportal.io or by using the account deletion option in the app settings. Upon deletion, your personal data will be permanently removed within 30 days, subject to any legal retention obligations. Deleting your account will terminate your access to the Platform and cannot be undone.

4. Description of Services

The Platform provides tools for fitness and nutrition coaches to manage client relationships, including:

• Client invitation and onboarding
• Progress tracking (weight, measurements, macros, exercise performance)
• Meal plan and exercise program assignment
• Recipe search with 17,000+ recipes and full nutrition data
• Check-in management and client communication
• CoachGPT AI - check-in recommendations, client progress summaries, and exercise program and meal plan drafts (subject to monthly credit limits)
• Progress photos and notes
• Barcode scanning for food nutrition lookup

5. Third-Party Data Sources

The Platform integrates with third-party data providers to enhance functionality. These integrations are subject to the respective providers' terms of service:

5.1 fatsecret Platform API

Food nutrition data, barcode lookup functionality, and recipe search (17,000+ recipes) are provided by fatsecret. Use of this data is subject to the fatsecret Platform API Terms of Use. fatsecret nutrition data is provided for informational purposes only and should not be used as a substitute for professional dietary advice.

5.2 Third-Party Data Disclaimer

While we strive to provide accurate information, ClearInsite LLC does not guarantee the accuracy, completeness, or reliability of third-party nutrition data. Users should verify nutritional information for critical dietary needs, especially for medical conditions, allergies, or specific dietary requirements.

5.3 AI-Assisted Features (CoachGPT)

CoachGPT drafts coaching content on demand - check-in recommendations, client progress summaries, exercise programs, and meal plans. AI processing occurs only when a coach clicks Generate. We send only the structured, de-identified client data needed for that feature (no names or emails) to our AI provider; the provider does not use the content to train its models.

AI outputs are informational drafts, not professional, medical, or nutritional advice, and may be incomplete or inaccurate. Generated programs and meal plans are starting points that coaches must review and edit. Nothing generated is assigned to a client until the coach approves it. You are solely responsible for the suitability and safety of any plan you assign.

Each generation consumes one AI credit. Every plan includes a monthly credit allowance; bonus credits may be earned through the referral program. Coaches may also purchase one-time credit packs. Monthly allowance credits reset each month and do not roll over; purchased and bonus credits do not expire monthly. Purchased and bonus credits are non-refundable, non-transferable, and have no cash value. We may change, reduce, suspend, or discontinue CoachGPT - including monthly allowances, per-action credit costs, and the availability of the feature itself - at any time, with or without notice. Monthly allowance and bonus credits have no cash value and are not refundable. If we permanently discontinue CoachGPT, any unused purchased credit packs will be refunded on a pro-rata basis.

6. User Conduct and Responsibilities

6.1 Prohibited Activities

You agree NOT to:

• Violate any laws, regulations, or third-party rights
• Upload malicious code, viruses, or harmful content
• Attempt to gain unauthorized access to the Platform or other accounts
• Harass, abuse, or harm other users
• Impersonate others or provide false information
• Scrape, crawl, or use automated tools to access the Platform
• Reverse engineer or attempt to extract source code
• Use the Platform for any illegal or unauthorized purpose

6.2 Content Responsibility

You are solely responsible for any content you upload, including progress photos, notes, and messages. You represent that you own or have rights to use all content you provide.

7. Coach-Client Relationship

7.1 Independent Contractors

Coaches using the Platform are independent contractors, not employees or agents of ClearInsite LLC. We do not employ, supervise, or control coaches' services.

7.2 Coach Responsibilities

Coaches are responsible for:

• Maintaining appropriate certifications and qualifications
• Providing safe and appropriate fitness/nutrition guidance
• Obtaining necessary liability insurance
• Complying with professional standards and regulations
• Managing client billing and payment arrangements

7.3 Nutrition Guidance and Meal Plans

Meal plans and nutrition guidance provided through this Platform are general wellness suggestions intended to support your fitness goals. They are not medical nutrition therapy, dietary prescriptions, or treatment for any medical condition.

• Coaches: Are responsible for understanding and complying with their local and state regulations regarding nutrition guidance. Some jurisdictions restrict meal planning to licensed dietitians or nutritionists.
• Clients: Should consult a licensed healthcare provider, registered dietitian, or physician before making dietary changes, especially if you have diabetes, kidney disease, food allergies, eating disorders, or other medical conditions requiring specialized nutrition care.

The Platform does not verify coach credentials for nutrition-specific licensing. Coaches are solely responsible for operating within their scope of practice.

7.4 Client Responsibilities

Clients are responsible for:

• Providing accurate health information
• Consulting healthcare providers before starting any fitness or nutrition program
• Following coach guidance safely and appropriately
• Reporting any adverse effects or concerns immediately

8. Health and Medical Disclaimers

By using this Platform, you acknowledge that you assume all risks associated with fitness and nutrition programs and agree to consult appropriate health professionals before making changes to your diet or exercise routine.

9. Intellectual Property Rights

9.1 Platform Ownership

The Platform, including its design, code, features, and functionality, is owned by ClearInsite LLC and protected by copyright, trademark, and other intellectual property laws.

9.2 User Content License

You retain ownership of content you upload. By uploading content, you grant us a non-exclusive, worldwide license to store, display, and process your content solely for providing the Services.

9.3 Coach Content

Coaches retain ownership of their meal plans, exercise programs, and coaching methodologies. Clients receive a personal, non-transferable license to use coach-provided content solely for their own fitness and nutrition goals.

10. Payment and Fees

10.1 Platform Fees

Coaches pay subscription fees to access the Platform. Subscription terms, pricing, and billing cycles are specified during signup and in account settings.

10.2 Client-Coach Payments

Payment arrangements between coaches and clients are separate from the Platform. ClearInsite LLC is not involved in, and takes no responsibility for, client-coach financial transactions.

10.3 Free Trial

We offer free trial periods on subscription plans. Trial lengths vary by plan type:

• Coach subscriptions: 14-day free trial
• Self-coaching subscriptions: 7-day free trial

During the trial, you have full access to all features. Your subscription will automatically begin and you will be charged at the end of the trial period unless you cancel. You may cancel anytime during the trial period with no charges. Free trials are limited to one per user; if you cancel and wish to resubscribe, you will be charged immediately without an additional trial period.

Important (Coaches only): Your subdomain is chosen during the signup process and cannot be changed. By completing signup and starting your trial, you acknowledge that your chosen subdomain is permanent and represents your branded URL for client access.

10.4 Subscription Billing

Coach subscriptions automatically renew monthly unless cancelled. Self-coaching subscriptions renew monthly or annually depending on the option you choose. Cancellations take effect at the end of the current billing period and you retain access until then.

10.5 Refunds

Subscription fees are non-refundable after your free trial period ends. One-time purchases, including CoachGPT credit packs, are final and non-refundable once the purchase completes, as the credits are made available for use immediately. If you cancel during your trial, you will not be charged. For exceptional circumstances, contact us at support@coachingportal.io.

10.6 Pricing Changes

We reserve the right to modify subscription pricing at any time. For existing subscribers, price changes will take effect at the start of your next billing cycle. We will provide at least 30 days notice of any price increases via email. If you do not agree to the new pricing, you may cancel your subscription before the change takes effect.

11. In-App Purchases and Mobile Subscriptions

Subscriptions for our iOS and Android apps may be purchased through the Apple App Store or Google Play Store ("Platform Stores"). The following terms apply to in-app purchases:

11.1 Billing and Auto-Renewal

In-app subscriptions automatically renew at the end of each billing period unless cancelled at least 24 hours before the renewal date. Coach subscriptions purchased in-app are billed monthly. Self-coaching subscriptions are available in monthly or annual billing periods. Your Platform Store account will be charged at the then-current subscription rate upon confirmation of purchase and at the start of each renewal period.

11.2 How to Cancel

To cancel an in-app subscription, you must do so through your Platform Store account settings - not through the app or by contacting us:

• iOS: Go to Settings > [Your Name] > Subscriptions, select CoachingPortal, and tap Cancel Subscription.
• Android: Open the Google Play Store app, tap your profile icon > Payments & subscriptions > Subscriptions, select CoachingPortal, and tap Cancel subscription.

Cancellation takes effect at the end of the current billing period. You retain access to the Platform until that date.

11.3 Refunds for In-App Purchases

Refunds for in-app purchases are handled by Apple or Google, not by us. To request a refund:

• iOS: Visit reportaproblem.apple.com
• Android: Contact Google Play support through the Play Store app

We are unable to issue refunds for purchases made through the App Store or Google Play. For web subscriptions (Stripe), see Section 10.5.

11.4 Free Trials for In-App Subscriptions

Where offered, in-app free trials are governed by the trial terms presented at the time of purchase in the Platform Store. If you do not cancel before the trial ends, you will be charged the applicable subscription rate. Free trials are available only to new subscribers.

12. Apple App Store and Google Play

If you download our app from the Apple App Store, your use is also subject to Apple's Media Services Terms and Conditions. Apple is not a party to these Terms and has no obligation to provide support or handle claims regarding the app.

If you download our app from the Google Play Store, your use is also subject to Google's Google Play Terms of Service. In the event of a conflict between these Terms and the applicable Platform Store terms, the Platform Store terms govern with respect to your use of the app obtained through that store.

13. Limitation of Liability

Our total liability for all claims related to the Platform shall not exceed the amount you paid us in the 12 months preceding the claim.

14. Indemnification

You agree to indemnify, defend, and hold harmless ClearInsite LLC, its affiliates, officers, directors, employees, and agents from any claims, liabilities, damages, losses, and expenses (including legal fees) arising from:

• Your use of the Platform
• Your violation of these Terms
• Your violation of any rights of another party
• Your content or activities on the Platform

15. Dispute Resolution and Governing Law

15.1 Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of Indiana, United States, without regard to conflict of law principles. Any legal action or proceeding shall be brought exclusively in the courts located in Indiana.

15.2 Informal Resolution

Before filing any formal dispute, you agree to contact us at support@coachingportal.io to attempt informal resolution.

15.3 Arbitration

Any disputes that cannot be resolved informally shall be resolved through binding arbitration, except where prohibited by law. You waive any right to a jury trial or to participate in class action lawsuits.

16. Modifications to Terms

We reserve the right to modify these Terms at any time. Material changes will be communicated via email or Platform notification. Your continued use after changes constitutes acceptance of the modified Terms.

17. Termination

We may terminate or suspend your account immediately, without prior notice, for:

• Breach of these Terms
• Fraudulent, abusive, or illegal activities
• Non-payment of fees (for coaches)
• Any reason we deem appropriate to protect the Platform or other users

Upon termination, your right to use the Platform ceases immediately. Provisions that should survive termination (e.g., limitations of liability, indemnification) will remain in effect.

18. Severability and Waiver

If any provision of these Terms is held to be invalid or unenforceable, the remaining provisions will continue in full force and effect.

Our failure to enforce any right or provision of these Terms will not be considered a waiver of those rights.

19. Contact Information

If you have questions about these Terms of Service, please contact us: