Version 1.0 · Effective 10 September 2026 · For coaching businesses subscribing to Coach Vault. Clients are covered by the Terms of Service and Privacy Policy.
Handling your clients' data, including outside Australia, is covered by the Data Processing Addendum, which forms part of these terms.
These terms are the agreement between Coach Vault Pty Ltd (ACN 697 844 705, "Coach Vault", "we", "us") and the coaching business that subscribes to Coach Vault ("you"). They cover your use of the Coach Vault software to run your coaching business. Your clients use the app under separate Client Terms and our Privacy Policy. This document is written in plain English on purpose. Where it says we won't do something, we mean it.
By subscribing, you confirm that you run a coaching business, that the person accepting these terms is authorised to bind that business, and that you and any coach you add to your team hold the qualifications, registrations and insurance appropriate to the coaching you deliver. Coach Vault is business software. It is not for personal use and it is not for anyone under 18.
We give you a non-exclusive, non-transferable right to use the Coach Vault platform for your coaching business for as long as your subscription is active. That includes the coach dashboard, the client app, and where included in your plan, a branded version of the app published under your business name. You can add team members within your plan's limits and invite as many clients as your plan allows.
We own, or hold a licence to, everything that makes up Coach Vault: the software, design, exercise library, templates and documentation. Your subscription doesn't transfer any of it to you. You own your brand, your programs, your content and your client relationships.
Coach Vault is a tool for delivering coaching. It doesn't coach anyone. Every program, meal plan, check-in response, and piece of advice that reaches a client comes from you or your team, or is generated by a feature you chose to use and are responsible for reviewing. Coach Vault is not a medical service, doesn't provide health advice, and doesn't monitor anything for emergencies. Any AI-assisted feature is a drafting aid. You review what it produces before it reaches a client.
Your clients' information is yours. We host it, process it and back it up to provide the service to you, and we access it only to support you, keep the platform secure, fix faults, or where the law requires. We don't sell it, use it for advertising, or use it to train general-purpose AI models.
Your data is hosted in Australia. Some of our service providers process limited information overseas, for example when an email is sent or an AI feature you've turned on generates a draft. The current list of providers and where they operate is in our Privacy Policy, and we'll keep that list accurate.
If we become aware of a data breach that affects your clients' information, we'll tell you without undue delay, tell you what we know, and work with you on any notifications the law requires. We keep your data separate from every other business on the platform and we test that separation.
You pay the subscription fee for your plan at the price and billing cadence shown when you subscribed, and in your billing settings. Fees are in Australian dollars. GST is added where it applies. Your subscription renews automatically each billing period until you cancel.
If a payment fails we'll let you know and retry. If it's still unpaid after 14 days we may suspend access until it's paid. We won't delete your data because of an unpaid invoice during that period.
We can change our prices. If we do, we'll give you at least 30 days' notice before the new price applies to you, and you can cancel before it does.
If Coach Vault isn't right for you, message us within 30 days of your first subscription payment and we'll refund that payment in full. We process the refund the same business day we receive your message. No exit survey, no hoops. Your bank or card provider may take a few days to show it. The guarantee applies once per business, to the first subscription payment only.
You can cancel any time from your billing settings or by emailing us. Cancellation takes effect at the end of your current billing period. There's no lock-in and no cancellation fee unless you've signed a separate agreement that says otherwise.
Before your access ends you can export your client data. After your subscription ends we keep your data for 30 days so you can come back or finish exporting, then we delete it, except for billing records and anything we're legally required to keep. If you have a branded app, see section 10 for how that winds down.
If we migrate your data from another platform, you confirm you're entitled to move that data and authorise us to access, export and import it for you. We'll agree what's included before we start, reconcile it with you afterwards, and ask you to confirm it's right before you switch off the old platform. Don't cancel the old platform until you've done that.
We can't control what another platform allows or how it exports data. If something can't be migrated, we'll tell you, not hide it. Exercise videos, templates or other content licensed to you by another platform stay theirs unless they say otherwise.
Where your plan includes a branded app, we build it, submit it to the app stores and maintain it. You give us permission to use your brand for that purpose. Apple and Google decide whether and when an app is approved and we can't guarantee their timing or decisions, but we'll keep you informed and fix anything they ask us to fix.
Your app's legal pages name your business as the operator of your coaching business and Coach Vault as the technology provider. Keep your business details in your settings accurate, because the app stores match them against your listing.
If your subscription ends, we'll give you 30 days' notice before removing your app from the stores. Your clients will lose access when it's removed. Transferring an app to your own developer account depends on what the stores allow and is arranged separately.
We work hard to keep Coach Vault available, and we monitor it around the clock. We don't promise it will be uninterrupted or error-free. Sometimes we need to take it down for maintenance, and sometimes things break. When something does, we'll tell you what's happening and fix it as fast as we can.
Support is by email and in-app chat on business days, Brisbane time. We aim to respond within one business day and faster when something is stopping you from coaching.
We back up your data daily. We test that backups can be restored. A restore returns data to the point of the last backup, so activity after that point may be lost.
What the law guarantees. Nothing in these terms removes rights you have under the Australian Consumer Law or any other law that can't be excluded. Where those laws apply and allow us to limit our liability, our liability for a failure to meet a consumer guarantee is limited to supplying the service again or paying the cost of having it supplied again.
Our cap. Subject to that, our total liability to you for everything arising out of or connected with these terms and your use of Coach Vault, whether in contract, negligence or otherwise, is limited to A$1,000 in total.
What we're not liable for. To the extent the law allows, we're not liable for loss of profit, revenue, business, clients, goodwill or data, business interruption, or any indirect or consequential loss, however it arises, including from an outage, a fault, a migration, a store rejection or a security incident.
Your coaching is yours. You indemnify us against claims by your clients or third parties that arise from the coaching, advice, content or data handling of you or your team, except to the extent we caused the loss.
These limits reflect the price of the service. Coach Vault is a few hundred dollars a month. It's not an insurer for a coaching business, and you should hold your own professional indemnity and public liability insurance, which section 1 requires.
We can suspend or end your access if you breach these terms and don't fix it within 14 days of us telling you, if your account is being used unlawfully or to harm the platform or other businesses, or if we're legally required to. If it's a security matter we may act immediately and explain afterwards. We can also end the agreement for any reason on 60 days' written notice, in which case we'll refund any prepaid fees for the period after it ends.
Neither of us is responsible for delay or failure caused by something genuinely outside our reasonable control, such as a natural disaster, a widespread internet or hosting outage, or a government action. We'll still do what we reasonably can to keep the service running, and if a disruption lasts more than 30 days either of us can end the agreement.
Each of us keeps the other's confidential information confidential and uses it only for this agreement. That doesn't apply to information that's already public, that was already known, or that has to be disclosed by law.
We may update these terms. If a change is material we'll give you at least 30 days' notice by email and in the app, and we'll ask you to accept the new version. If you don't want to accept it, you can cancel before it takes effect. We keep a record of which version you accepted and when, and you can always see the current version at app.getcoachvault.com/customer-terms.
These terms are governed by the laws of Queensland, Australia, and the courts there. Notices go to the email address on your account, and to us at admin@getcoachvault.com. You can't transfer this agreement without our consent. We may transfer it as part of a sale of the business, and we'll tell you if we do. If any part of these terms can't be enforced, the rest still applies. These terms, your plan details and our Privacy Policy are the whole agreement between us.
Coach Vault Pty Ltd · ACN 697 844 705 · Mermaid Beach, Queensland, Australia · admin@getcoachvault.com