Privacy Policy

Data Controller

The data controller responsible for your personal information is:

Omnia Consulting Ltd. (operating as Designed Forward)
Vancouver, British Columbia, Canada
Email: contact@omnialtd.ca
Website: designedforward.com

For EU/UK clients: Omnia Consulting Ltd. acts as the data controller under the GDPR. For any data protection inquiries, contact us at the email above.

Information We Collect

2.1 Information You Provide

• Registration and profile information: name, email address, and any other details you provide when creating an account or profile
• Payment information: processed securely via Stripe — we do not store full card or banking details directly
• Coaching intake information: career history, goals, challenges, and personal context shared during intake forms or onboarding
• Session content: information, disclosures, and communications shared during 1:1 coaching sessions, group sessions, workshops, or any live event
• Community content: posts, comments, messages, and other content you submit within the Community
• Communications: messages sent via email, Signal, Telegram, or through the Circle platform
• Feedback and assessments: responses to personality assessments, surveys, or feedback forms

2.2 Information Collected Automatically

• Device and technical data: IP address, browser type, operating system, device identifiers
• Usage data: pages visited, features accessed, links clicked, time spent, and interaction patterns
• Cookies and similar technologies: used to maintain session state, improve functionality, and analyze usage (see Section 9)

2.3 Information from Third Parties

We may receive information about you from third-party platforms connected to your account (e.g., social login), payment processors, and community tools. We handle all such information in accordance with this policy.

Session Recording and AI Processing

3.1 What Is Recorded

All Sessions conducted under the Designed Forward brand are recorded. This includes individual 1:1 sessions, group coaching, masterclasses, live Q&As, and all community events.

3.2 How Recordings Are Used

• To generate AI-assisted session summaries for coach and client reference
• To support coaching continuity across multiple sessions
• To enable quality assurance and ongoing coaching improvement
• To train, develop, fine-tune, and improve the Matt AI coaching tool (in anonymized and aggregated form)
• For internal administrative, compliance, and business record-keeping purposes

3.3 AI Processing of Session Data

Recordings are processed using AI transcription and analysis tools provided by trusted third-party providers. These providers operate under strict confidentiality obligations. We do not permit third-party AI providers to use your personal session data to train their own general-purpose models.

3.4 Anonymization for Matt AI Training

Session data used for Matt AI training is anonymized prior to use. Designed Forward takes reasonable technical measures to remove or obscure personally identifying information. No raw, identifiable recording is shared with any third party for AI training purposes without your explicit additional consent.

3.5 Withdrawal of Recording Consent

You may withdraw your consent to recording for future sessions by contacting contact@omnialtd.ca in writing. Withdrawal of consent is not retroactive and does not affect sessions already recorded. Withdrawal may affect your ability to access certain Services dependent on recording.

How We Use Your Information

• Deliver, operate, and improve our coaching services and Community
• Process payments and maintain transaction records
• Generate AI-assisted session summaries and coaching continuity notes
• Train and improve Matt AI using anonymized session data
• Send session reminders, service communications, and administrative notices
• Respond to your inquiries and provide customer support
• Monitor and analyze usage to improve the Community and Services
• Enforce our Terms & Conditions and protect against fraud or abuse
• Comply with legal obligations and maintain appropriate business records
• Communicate updates, offers, or events relevant to your coaching journey (with the ability to opt out at any time)

We do not use your personal information for third-party advertising. We do not sell your data. Ever.

Legal Basis for Processing (EU/UK Clients)

For clients subject to GDPR, we process your personal data on the following legal bases:

• Contract performance: to deliver the services you have purchased or registered for
• Legitimate interests: to improve our services, maintain security, and communicate relevant updates
• Consent: for session recording, AI training use, and any optional data uses such as testimonials
• Legal obligation: to comply with applicable laws, tax requirements, and regulatory obligations

Where we rely on consent, you have the right to withdraw that consent at any time (see Section 8).

Data Sharing and Disclosure

We share your data only as necessary to deliver our Services. We do not sell your personal information.

• Stripe: payment processing and transaction records
• Circle: community platform hosting and Member management
• AI transcription and summarization providers: for session processing under confidentiality obligations
• Google Workspace / Gmail: email communications
• Notion: internal session notes and coaching records
• Resend: transactional email delivery
• Legal and law enforcement authorities: where required by law, court order, or to protect the rights and safety of Designed Forward or others
• Emergency response services: in rare circumstances where we reasonably believe a Member is at imminent risk of serious harm
• Successors: in connection with a merger, acquisition, or sale of business assets

All third-party service providers are required to handle your data in accordance with applicable privacy laws and are prohibited from using it for their own purposes beyond service delivery.

Data Retention

• Payment and billing records: 7 years (Canadian tax law compliance)
• Coaching session notes and summaries: duration of coaching relationship plus 2 years
• Session recordings: duration of coaching relationship plus 2 years, unless anonymized for AI training
• Community content and communications: 3 years from last activity
• Account data: deleted within 90 days of account closure upon written request, subject to legal retention requirements

When retention periods expire, data is securely deleted or irreversibly anonymized.

Your Rights

Depending on your jurisdiction, you may have the following rights regarding your personal data:

• Access: request a copy of the personal data we hold about you
• Correction: request correction of inaccurate or incomplete data
• Deletion: request deletion of your data ("right to be forgotten"), subject to legal retention requirements
• Portability: request your data in a structured, machine-readable format
• Objection: object to processing based on legitimate interests
• Restriction: request restriction of processing in certain circumstances
• Withdrawal of consent: withdraw consent at any time for consent-based processing

To exercise any of these rights, contact us at contact@omnialtd.ca. We will respond within 30 days. We may need to verify your identity before processing your request.

Cookies and Tracking

The Designed Forward Community and website may use cookies and similar tracking technologies to maintain functionality, remember your preferences, and analyze usage patterns. We do not use advertising cookies or share tracking data with ad networks.

You may control cookie settings through your browser. Disabling cookies may affect the functionality of certain features.

Data Security

We implement reasonable technical and organizational measures to protect your personal data against unauthorized access, disclosure, loss, or misuse. These measures include encrypted data storage and transmission, access controls, and confidentiality obligations for service providers. However, no electronic system is entirely secure and we cannot guarantee absolute security.

In the event of a data breach that affects your rights or interests, we will notify you and the relevant regulatory authorities as required by applicable law.

Children's Privacy

Our Services are intended exclusively for individuals aged 18 and over. We do not knowingly collect personal data from individuals under 18. If we become aware that we have collected data from a minor without appropriate consent, we will promptly delete it. If you believe we may hold data relating to a minor, contact us at contact@omnialtd.ca.

International Data Transfers

Your data may be stored or processed in countries outside your own, including Canada and the United States, where our service providers operate. For transfers from the EU/UK, we ensure appropriate safeguards are in place, including standard contractual clauses where required under GDPR. By using our Services, you acknowledge and consent to such international transfers as necessary for service delivery.

Third-Party Links and Platforms

Our Services may contain links to or integrations with third-party platforms (including Circle, Stripe, Telegram, and Signal). These platforms are governed by their own privacy policies and terms of service, which we encourage you to review. Designed Forward is not responsible for the privacy practices of any third-party platform.

Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will update the "Last Updated" date at the top of this document and provide notice to registered Members via email or prominent posting within the Community. Continued use of our Services after notice of changes constitutes acceptance of the updated policy.

Contact and Complaints

For any privacy-related questions, requests, or concerns, contact us at:

Omnia Consulting Ltd. (operating as Designed Forward)
Vancouver, British Columbia, Canada
Email: contact@omnialtd.ca
Website: designedforward.com

We will respond to all privacy inquiries within 30 days.

If you are located in the EU/UK and are not satisfied with our response, you have the right to lodge a complaint with your local data protection supervisory authority.

If you are located in Canada and have unresolved concerns, you may contact the Office of the Privacy Commissioner of Canada.