PRIVACY POLICY

1. WHO WE ARE

KanbanVibe is operated by Optimal WIP LLC, located at 826 Expressway Ln Unit #788, Spanish Fork, UT 84660. This policy explains what we do with personal information collected through kanbanvibe.com and through the KanbanVibe Focus Room.

2. WHAT WE COLLECT

Information you give us

• Email list: your email address, and your name if you provide it.
• Registration: name, email address, shipping address, phone number if provided, and the cohort you selected.
• Participants under 18: the participant's first name and age or grade, and the parent or guardian's name, email, and consent responses collected on the intake form.
• Intake responses: what you tell us about your goals, your school district or schedule, and anything else you choose to share so we can run the program well.
• Correspondence: the content of emails you send us.

Information collected automatically

• IP address, browser and device type, referring page, pages viewed, and time on site.
• Cookie and pixel identifiers set by the services listed in Section 5.

Information we do not collect

We never receive your full payment card number, expiry, or security code. Stripe handles payment directly. We see only a confirmation, the last four digits, and the amount.

We do not ask for and do not want diagnostic records, medical information, IEP or 504 documentation, or other health information. Please do not send it to us. If you send it anyway, we will delete it.

3. HOW WE USE IT

• To deliver the program: run sessions, ship your kit, send schedule and access details.
• To process payments and keep records required for tax and accounting.
• To communicate with you about your enrollment.
• To send emails you have asked for, such as our list. Every one has an unsubscribe link.
• To measure and improve our website and our advertising.
• To summarize what a session covered, so we can write the weekly note home and improve the program. We may use AI tools for this, on business accounts that do not use our inputs for training. Session video is not uploaded to those tools, and transcripts follow the same 120-day deletion schedule as recordings.
• To write about the program, but only where you have separately opted in. See Terms Section 9 for how that works. We do not use anything that identifies you for testimonials, case studies, or marketing without your specific written permission, and de-identified observations about a cohort as a whole are the only exception.
• To comply with law and to enforce our Terms.

We do not sell your personal information, and we do not share it for cross-context behavioral advertising in the sense used by California law, other than through the advertising cookies described in Section 5, which you can opt out of.

4. WHO WE SHARE IT WITH

We use a small number of service providers. Each receives only what it needs, and each has its own privacy policy worth reading.

Provider	What it does	What it receives
Stripe	Payment processing	Name, email, billing and payment details
Netlify	Website hosting and forms	Site traffic data, form submissions
Kit	Email list and delivery	Name, email, engagement data
Google Workspace	Our email	Anything you email us
Our video platform, currently Zoom or Google Meet	Live sessions and recordings	Name, video, audio, chat
Meta (Facebook, Instagram)	Advertising and measurement	Site activity via pixel, hashed identifiers
AI summarization tools	Helping us summarize session transcripts	Transcript text, on business accounts that do not train on it
Shipping carriers	Kit delivery	Name, shipping address

We may also disclose information if required by law, to protect someone's safety, or in connection with a sale or transfer of the business.

5. COOKIES, PIXELS, AND ADVERTISING

Our site uses cookies and similar technologies for basic function, for measurement, and for advertising. The Meta Pixel lets us see whether an ad led to a registration and lets us show ads to people who visited the site.

You can control this in several ways: your browser's cookie settings, your device's ad-tracking settings, the ad preference controls inside Facebook and Instagram, and industry opt-out pages such as the Digital Advertising Alliance's. Blocking cookies may affect how parts of the site work.

We honor Global Privacy Control signals where required by law.

6. CHILDREN AND PARTICIPANTS UNDER 18

Our website is directed to adults. We do not knowingly collect personal information from children under 13, and we do not knowingly enroll a participant under 13 in the KanbanVibe Focus Room.

For teen participants aged 13 to 17, a parent or legal guardian registers on the participant's behalf, provides the information, and gives consent. We deliberately collect as little about the participant as we can: typically a first name and an age or grade.

A parent or guardian may review what we hold about their child, ask us to correct it, ask us to delete it, and withdraw consent at any time by emailing us. Withdrawing consent to recording or to participation may end the enrollment, in which case the refund schedule in our Terms applies.

If you believe a child under 13 has given us information, contact us and we will delete it.

7. SESSION RECORDINGS

Live sessions are recorded so participants who miss a week can catch up. Recordings capture video, audio, and chat from participants who are on camera or speaking.

Recordings are shared only with the enrolled participants of that same cohort. They are not public, not sold, and not used in advertising unless the participant, or a parent or guardian for a participant under 18, gives separate written permission. A participant under 18 is never shown in a photograph, video clip, or recording used publicly, regardless of permission.

You may attend with your camera off. Recordings and transcripts are deleted 120 days after the final session of the cohort.

We do not permit AI notetakers, meeting assistants, transcription bots, or any other third-party tool that joins or captures a session. We list every service that receives your information in Section 4, and that list is only accurate if no unapproved tool is quietly copying the room to somewhere else. If we find one in a session we remove it. Platform-native captions requested for accessibility are fine and keep session content within the video platform already named in Section 4.

8. HOW LONG WE KEEP IT

• Email list: until you unsubscribe, plus a suppression record so we do not email you again.
• Enrollment and intake records: for the duration of the program and up to 2 years after, so we can answer questions and honor transfers.
• Transaction records: as long as tax and accounting law requires, generally seven years.
• Session recordings and transcripts: 120 days after the cohort ends.
• Information about minors: deleted on request, and otherwise on the schedule above.

9. YOUR CHOICES AND RIGHTS

Wherever you live, you can ask us to:

• Tell you what personal information we hold about you
• Correct it if it is wrong
• Delete it, subject to records we must keep by law
• Stop sending you marketing email, which you can also do with the unsubscribe link in any email

Depending on your state or country, you may have additional rights, including the right to a copy of your information in a portable format, the right to opt out of targeted advertising, and the right not to be discriminated against for exercising these rights. We do not use your information for automated decision-making that produces legal or similarly significant effects.

To make a request, email privacy [at] kanbanvibe.com. We may need to verify your identity before acting, and we will respond within the time your law requires.

10. SECURITY

We use reasonable safeguards, including encrypted connections and access controls, and we limit who can see enrollment records. No method of transmission or storage is completely secure, so we cannot guarantee absolute security.

11. OTHER THINGS WORTH KNOWING

Where your information is processed

We operate in the United States, and our service providers process information in the United States. If you are outside the U.S., you are sending your information to the U.S.

Links to other sites

Our site links to sites we do not control. This policy does not cover them.

Changes to this policy

We may update this policy. The date at the top shows when it last changed. Material changes affecting enrolled participants will be sent by email.

12. CONTACT

General questions: hello [at] kanbanvibe.com

Privacy requests under Section 9: privacy [at] kanbanvibe.com

Optimal WIP LLC
826 Expressway Ln Unit #788
Spanish Fork, UT 84660