Privacy Policy
Effective Date: October 11, 2025
This Privacy Policy explains how Aelon Global LLC, doing business as Hyper Refinery (referred to herein as "Hyper Refinery," "Coach," "we," "us," or "our"), collects, uses, retains, and discloses your personal information in connection with the Coaching Services and website operations.
1. Who We Are and How to Contact Us
Hyper Refinery is a coaching service based in South Carolina, USA.
Business Name: Aelon Global LLC, d.b.a. Hyper Refinery
Owner/Representative: Laura Piggford
Primary Contact Email: Support@HyperRefinery.com
Physical Address: 3505 Pelham Road, Suite B, Greenville, SC 29615
2. Information We Collect
We collect information directly from you when you enroll in a program, schedule a session, or contact us. This includes:
A. Personal Identifying Information (PII)
Contact Data: Your full legal name, email address, physical mailing address, and telephone number.
Financial Data: Billing address, payment card information (collected by third-party processors like Stripe or PayPal, not stored directly by us).
B. Coaching and Confidential Data
Session Content: The content of our coaching discussions, goals, and results. This is the information protected by the confidentiality clause in your Coaching Agreement.
Session Notes and Transcripts: Summaries and confidential notes generated by the Coach or by third-party Artificial Intelligence (AI) tools (e.g., Zoom's AI Companion) for the purpose of improving session effectiveness and preparing post-session notes.
C. Technical Data
Usage Data: Information about how you use our website, scheduling system, and communication methods (IP address, browser type, operating system).
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3. How and Why We Use Your Information (Purpose of Processing)
We use your PII and Coaching Data for the following specific purposes:
Service Delivery
Type of Data Used: PII, Coaching Data
Legal Basis/Rationale: To fulfill our contract to provide Coaching Services.
Payment Processing
Type of Data Used: PII, Financial Data
Legal Basis/Rationale: To process transactions and collect fees.
ICF Credentialing
Type of Data Used: Name, Coaching Hours, Email
Legal Basis/Rationale: Based on the explicit consent provided in the Coaching Hours Release.
Legal Compliance
Type of Data Used: PII, Financial Data, Invoices
Legal Basis/Rationale: To comply with legal, tax, and accounting requirements (e.g., IRS regulations).
Security and Support
Type of Data Used: PII, Technical Data
Legal Basis/Rationale: To provide customer support and maintain the security of our services and communications.
4. Data Sharing and Third-Party Processors
We only share your personal data with third parties necessary for service operation and under a duty of confidentiality.
Payment Processors (Stripe/PayPal): We use third-party payment processors to handle all financial transactions. We do not store your full credit card information. We do not control the data retention policies or practices of these third parties.
Communication & Session Tools (Zoom): We use Zoom to conduct our sessions. Zoom's AI Companion may process session audio to generate transcripts and summaries.
Legal Disclosures: We will disclose your information if required by law, court order, or subpoena, as outlined in the Coaching Agreement.
5. Data Security and Technology Limitations
We maintain commercially reasonable security measures to protect your PII. However, you acknowledge the inherent risks involved in internet-based communications.
As stated in the Coaching Agreement, 100% security and privacy cannot be guaranteed in any digital exchange, and the Coach is not liable for breaches stemming from third-party security failures or the Client’s own device security issues.
6. Data Retention Policy (Specific to Hyper Refinery)
We adhere to a policy of minimal data retention for confidential session content.
A. Confidential Session Data
All session-specific confidential data, including session notes, recordings, transcripts, and summaries (whether AI-generated or manually created), will be permanently destroyed or erased within fourteen (14) days following the date of termination or completion of the Client's Coaching Agreement Term.
Exception for Credit: In the event of early termination by the Client, a minimal set of data necessary to apply the Re-engagement Credit (as defined in the Coaching Agreement) toward a new program may be retained until the credit expires.
B. Financial and Tax Records
All administrative and financial documentation, including PII, invoices, payment records, and documents required for Internal Revenue Service (IRS) tax reporting, will be retained for a minimum of seven (7) years following the termination or expiration of your Coaching Agreement.
C. ICF Credentialing Data
We will retain the Client's name, coaching hours, and email address (for which explicit consent was granted) for the period required by the International Coach Federation (ICF) to fulfill the Coach's ongoing professional credentialing and reporting requirements.
7. Your Rights to Your Personal Information
Depending on where you live, you may have the right to:
Access: Request copies of your PII that we hold.
Correction: Request correction of inaccurate or incomplete PII.
Deletion: Request that we delete your PII, subject to our explicit retention obligations (Section 6).
Withdraw Consent: Withdraw your consent for non-essential processing, such as the ICF coaching hours release.
To exercise any of these rights, please submit a written request to Support@HyperRefinery.com.
8. Changes to this Privacy Policy
We reserve the right to update this policy as necessary to reflect changes to our practices or legal requirements. We will post the revised policy with a new "Effective Date." We encourage you to review this policy periodically.
