Legal

Terms of Service

Effective date: December 7, 2026

Last updated: November 1, 2026

These terms replace all earlier versions of the Waymark Terms of Service, including the earlier statement that payments were "processed by Stripe."

Start here: which parts apply to you

Waymark is used by three different kinds of people, and the rules are genuinely different for each — because the money and the relationship are different. Find yourself below.

You are…	That means	You pay	Read
A Client — someone receiving coaching	Your coach set up your account. You use Waymark to work with that coach: sessions, worksheets, courses, messages, scheduling, journals.	You pay your coach. Most coaches bill you on their own payment account, and that money never reaches Waymark. But if your coach is an owner of Waymark Inc., your payment is collected on Waymark Inc.'s own account and Waymark Inc. is the merchant of record for it. Either way, your coach — not the Platform — is responsible for the coaching and for your refund requests. Section 6.2 explains both cases.	All of it. It is written for you.
An Organization — a coaching organization licensing the Platform	You run a coaching practice on Waymark and bring your own coaches and clients.	You pay Waymark a monthly subscription.	All of this document, and then the Coach and Organization Terms, which is the rest of your agreement. Section 6 matters too — it governs the Clients you bring onto the Platform.
An individual Coach — licensing the Platform for your own practice	You completed Waymark's certification track and now run your own practice on Waymark.	You pay Waymark a monthly subscription.	All of this document, and then the Coach and Organization Terms, which is the rest of your agreement.

Everything outside those audience-specific sections applies to everyone. These terms also apply during a free trial, before you are charged anything.

Three things worth saying before the legal text starts:

1. Every Coach is responsible for their own Clients' coaching, refunds, and fee disputes — including Waymark Inc.'s own coaches. How the money moves depends on who the coach is. For an Organization licensing the Platform, or a Coach licensing it individually, the charge goes to that coach's own payment account: Waymark is not the seller, not the merchant of record, and cannot refund or reverse it. For an owner of Waymark Inc. coaching under Waymark Inc.'s own organization, the charge is collected on Waymark Inc.'s own account and Waymark Inc. is the merchant of record for it — the coach still owns the coaching relationship and handles the refund request, but the transaction is Waymark Inc.'s. Billing questions about coaching go to your coach first.

2. Waymark provides software. Waymark does not provide coaching. Coaching is not therapy, medical care, or psychological treatment.

3. Nobody at Waymark is watching your account in real time. This platform is not an emergency service. If someone is in danger, call 911, or call or text 988.

1. Agreement to these terms

By creating an account, logging in, or using Waymark, you agree to these terms. If you are agreeing on behalf of an organization, you are confirming you have the authority to bind that organization, and "you" means that organization.

IF YOU DO NOT AGREE TO THESE TERMS, DO NOT USE THE PLATFORM.

Age. You must be at least 18 to have an account. Coaches and Organizations must not create a Client account for anyone under 18, and by creating one you confirm the person is 18 or older. Waymark does not verify a Client's age — Client accounts are created by the Coach — so this is a promise you make, not something the Platform checks. (If you decide to allow minors later, that pulls in parental-consent rules and needs its own section.)

2. Definitions

We use a few words in a specific way. When one of them is capitalized, it means what is written here.

Waymark (also "we," "us," "our") — Waymark Inc., an Oklahoma corporation, and the company that operates the Platform.

Platform — the Waymark software and services at waymarkcoach.com, including the coach and client portals, accessed through a web browser, and any features we make available through them.

Organization — a coaching organization that licenses the Platform from Waymark under a Subscription and uses it to run its own coaching practice. Each Organization has its own coaches, clients, and Content, and the Platform's permissions are built to scope access to the Organization that owns a record. That is how the permission model is designed; it is not a guarantee of technical isolation — see Section 15, and see the note on library file URLs in Section 7.

Coach — a person with a coaching account who delivers coaching to Clients. A Coach may belong to an Organization, may license the Platform individually under their own Subscription, or may be a Waymark Coach.

Independent Coach — a Coach who belongs to an Organization that licenses the Platform, or who licenses the Platform individually. An Independent Coach connects their own Stripe, PayPal, or Square account and invoices their own Clients on it. Waymark does not receive, hold, or route those funds and is not the merchant of record for them.

Waymark Coach — an owner of Waymark Inc., coaching under Waymark Inc.'s own organization. A Waymark Coach does not connect a separate payment account: their Clients' payments are collected into Waymark Inc.'s own payment account. For those transactions Waymark Inc. is the recipient of the funds and the merchant of record. The Waymark Coach remains responsible for the coaching and for handling their Clients' refund requests.

Client — a person who receives coaching through the Platform. A Client's account is created by their Coach or Organization. A Client never buys a Subscription from Waymark. A Client of a Waymark Coach does, however, pay Waymark Inc. for coaching, because those charges are collected on Waymark Inc.'s own payment account.

Organization Owner — the person who controls an Organization's account, its Subscription, its payment settings, and who has access to it.

Platform Administrator — a Waymark staff account with platform-wide visibility. Section 5 sets out what a Platform Administrator can and cannot do.

Super Admin — the single Waymark account (the owner) that controls payment keys, prices, the AI knowledge base, and Waymark's own library, courses, certification tracks, and agreements.

Content — anything you create, upload, or store on the Platform: client records, session notes, messages, journals, worksheets, agreements, files in the library, whiteboards, metrics, scheduling data, invoices, and AI conversations. Content does not mean the Platform itself, or the courses, certification tracks, worksheets, and other materials Waymark supplies — those are covered by Section 11.

Subscription — a paid monthly plan that an Organization or an individual Coach buys from Waymark, including any paid add-ons. Waymark's own organization runs on the Platform without a Subscription; that exemption is ours and is not transferable.

You / your — whoever is reading and using the Platform in the role that applies to you.

3. What the Platform does

Waymark provides hosted software that a coaching practice runs on. Depending on your role and what your Organization has enabled, the Platform includes:

Client management and session notes
Scheduling, booking, and appointment reminders
Courses, certification tracks, and worksheets
Groups, whiteboards, journals, and progress metrics
Messaging between coaches and clients
A shared file library
Invoicing and package sales by Coaches to their own Clients — on the Coach's own payment processor for an Independent Coach, or on Waymark Inc.'s own payment account for a Waymark Coach (see Section 6.2)
Agreements — a Coach sends an agreement, the Client types their name, checks a box and clicks "Sign Agreement," and a signed copy is stored with the signer's name, the timestamp, and the signer's IP address
SMS reminders and crisis alerts (see Section 9 and the separate SMS Terms section on this page)
An optional AI Companion for clients and an AI assistant for coaches (see Section 8)
Optional Google Calendar and Microsoft Outlook connections you authorize yourself, and an optional Zoom connection a Coach authorizes that can create a meeting link for each session

Session notes are never visible to Clients. If you are a Client, you cannot see your Coach's notes about you.

We may add, change, or retire features over time. If we make a change that materially reduces core functionality you are paying for, see Section 20.

Waymark provides software; it does not provide coaching. Coaching on this Platform is delivered by your Coach or your Organization, not by us.

4. Coaching is not therapy or medical care

Waymark is a platform for coaching. Coaching is not therapy, counseling, psychotherapy, medical care, psychiatric care, psychological treatment, substance-use treatment, or crisis intervention. It is not a substitute for any of those things.

Coaches using Waymark agree that they will not, and Clients should never assume that they will:

Diagnose. No Coach may use the Platform to diagnose a mental-health condition, a medical condition, or a disorder of any kind. If anything on the Platform reads like a diagnosis, it is not one.
Treat. Coaching on Waymark is not treatment for depression, anxiety, trauma, addiction, eating disorders, suicidality, or any other condition.
Prescribe. No Coach may prescribe medication, tell you to start or stop a medication, or change a treatment plan set by a doctor, therapist, or other licensed professional.
Replace professional care. If you are working with a doctor, therapist, psychiatrist, or other licensed professional, keep working with them. Coaching sits alongside that care; it does not replace it. If you think you need professional care and don't have it, please get it.

This applies to all coaching delivered on this Platform, whatever it is called and whatever it covers — including where the subject matter overlaps with topics a licensed therapist would also address.

If at any point what you need is clinical care rather than coaching, stop and get clinical care.

If a Coach does something this section forbids, that is the Coach's act, not Waymark's, and you should not rely on it. We may suspend or terminate any account that appears to be used this way — but we do not monitor for it and do not promise to catch it.

Emergencies

Waymark is not monitored in real time. Do not use Waymark to report an emergency.

Messages, journal entries, worksheets, notes, AI conversations, and anything else you type into Waymark may not be read by any human being for hours, days, or at all. Nobody is watching your account as you type. Your Coach is not watching your account. There is no on-call line, no after-hours desk, and no monitoring service behind this Platform.

One automated exception. Waymark automatically scans messages and journal entries for words and phrases that may indicate a crisis. When something is flagged, the Platform shows you crisis resources on screen straight away and emails your Coach, and texts them where texting is on and they have a phone number saved (their mobile, otherwise their work or home number).

This is an automated keyword check. It is not a person reading your account, and it is not a monitoring service. It will miss things, and it will flag things that are not emergencies. Your Coach may not see the notification immediately — they may be asleep, with another client, or away. Never wait for it.

If what you wrote was a private journal entry, your Coach is told that something you wrote was flagged, but the text of that entry is not included in the notification.

If your Coach has left and you have not yet been given a new one, the same alert goes instead to the owner of the Organization your Coach worked in. It quotes a flagged message or AI conversation as it would have to your Coach, and never a private journal entry. Ordinary messages you send in that time go to the same owner: they are told that you wrote, not what you wrote, and can open the conversation to read and reply. Notices about what you do on the Platform, such as a session you cancel, a worksheet you finish or a journal entry you choose to share, go to that owner too: they say what happened, not what you wrote. Notices about a problem with a payment, such as a failed charge, a refund or a dispute, stay with the Coach whose payment account took it. Every individual Coach works inside Waymark's own Organization (Section 5), so if yours was one, that owner is Waymark's platform owner; the same is true if your Organization is Waymark's own.

If your Coach cannot be reached, or has left and that owner cannot be reached either, Waymark is notified that an alert or a notice about what you did on the Platform failed to deliver, so that someone can follow up. That notification does not contain your name or what you wrote — it identifies you only by a record number.

Waymark's platform owner also works crisis alerts from a screen inside the Platform, which lists every alert with the record it concerns, the name on that record and the name of the Coach involved, so that alerts are followed up. What you actually wrote is never stored on that screen and is never shown there: it records that a risk signal was raised, not the words that raised it. (The alert email to your Coach does quote a flagged message or AI conversation, never a private journal entry.)

If you are in danger, do not rely on any of this. Call 911, or call or text 988.

To be clear about what that does and does not mean: "not monitored in real time" is a statement about speed, not privacy. Waymark personnel can access your Organization's content and records within Section 5's limits — only the platform owner can read another Organization's clinical content — see Section 7. Nobody is watching live; that is different from nobody being able to read it later.

If you are in danger, or thinking about harming yourself or someone else, stop using the Platform and get help now:

Call or text 911 for any immediate medical or safety emergency in the United States.
Call or text 988 — the 988 Suicide & Crisis Lifeline — for suicidal thoughts, a mental-health crisis, or emotional distress. Free, confidential, 24 hours a day in the United States. Chat at 988lifeline.org.
Go to your nearest emergency room, or call a local crisis line.
Waymark is offered in the United States only, so the numbers above (988 and 911) are the ones that apply. If you are outside the US, this Platform is not intended for you and those numbers will not reach help where you are.

This applies to every part of the Platform: messaging, journals, groups, whiteboards, agreements, metrics, booking, and the AI Companion. None of them are emergency services. SMS features are not emergency services either, and text-message delivery is never guaranteed.

No guarantee of results

Coaching outcomes depend on you, your Coach, your circumstances, and a great deal nobody controls.

Waymark does not promise, guarantee, or predict any result from coaching — not an improved relationship, not a saved marriage, not a career change, not improved wellbeing, not any score, metric, or milestone shown in the Platform. Neither does any Coach, unless that Coach makes a separate written promise to you directly, in which case it is that Coach's promise and not Waymark's.

Any testimonial, case study, metric, or example you see is illustrative. It is not a prediction of what will happen for you.

Assumption of risk

By using Waymark, you acknowledge that:

Coaching can surface difficult, painful, or destabilizing material.
Coaching may not help you, and may not be the right kind of support for what you are dealing with.
You are responsible for your own choices, actions, and wellbeing during and after coaching.
Waymark cannot tell you when you need licensed professional care. That judgment is yours, and neither the Platform nor the AI Companion is a substitute for that care.
The Platform can be unavailable, delayed, or wrong at any time, and you should not rely on it for anything time-critical or safety-critical.

You use Waymark voluntarily and at your own risk.

5. Accounts, roles, and who can see what

Accounts are personal. Do not share your password or let someone else use your login. You are responsible for everything that happens under your account, and you must tell us promptly at support@waymarkinc.com if you think someone else has accessed it.

Give accurate information and keep it current. Subscribers must also keep billing contact details current — we send billing notices to the email on file, and a bounced notice does not pause your obligation to pay (subject to Section 32).

If a Coach or Organization created your account for you, they chose your role and what you can see. A Client can change their own name, email address, phone number, time zone, email preferences and password from their portal. Because the email address is also the sign-in, changing it requires the current password.

Waymark's internal roles, stated plainly

Platform Administrators. Waymark Platform Administrators other than the owner can see Organizations, Coaches, Clients and scheduling across the Platform, and can read the library, courses, certification tracks and agreements. They cannot read another Organization's clinical content — session notes, portal messages, journal entries, worksheet answers, shared files, action items and AI companion conversations belonging to an Organization other than their own are withheld from them by the software, not merely by policy. They cannot edit the library, courses, certification tracks or agreements, and cannot change payment keys, prices or the AI knowledge base; only the Super Admin (the owner) can do those things.

Inside their OWN Organization a Platform Administrator acts as a coach does, and can see its clinical content. Every individual Coach works inside Waymark's own Organization, so this includes those Coaches' Clients' records. Outside it they can manage people — coaches, administrators, client assignment and coach pairings — and see who exists and when sessions are, but not what was said in them.

Super Admin. Only the Waymark owner can change payment keys, prices, the AI knowledge base, and Waymark's own library, courses, certification tracks, and agreements.

Organization-level roles. Within an Organization, the Organization Owner controls who has access to what. Inside an Organization, a Client's records and session notes can be seen by the Coach they are assigned to, by any Coach paired to them, and by the Organization's owner — and by a Platform Administrator only where that Organization is their own. A Coach paired at the "View only" level can read those records but cannot change them. Session notes can only be edited or deleted by the Coach who wrote them, or by the platform owner.

Separately from role permissions, Waymark personnel can access your Organization's content for operating, supporting, securing, and troubleshooting the Platform. That is described in full in Section 7.

6. If you are a Client

This section is for people receiving coaching. If that's you, read it — especially 6.2.

6.1 Your relationship is with your Coach, not with Waymark

The coaching relationship is between you and your Coach. Waymark is not a party to it.

Waymark provides software. Your Coach provides coaching. That distinction has real consequences:

Waymark does not supervise, vet, credential, background-check, or oversee the Coaches who use the Platform. A Coach appearing on Waymark is not endorsed, approved, or recommended by Waymark. Your Coach was chosen by you or by the Organization you came through — not by us. Ask your Coach directly about their training, credentials, and approach.

Your Coach does not work for Waymark. Except for an owner of Waymark Inc. coaching under Waymark Inc.'s own organization, every Coach on the Platform is an independent contractor running their own coaching business, or is employed or engaged by the Organization they belong to. No Coach is Waymark's employee, agent, or partner, and no Coach can make a promise on Waymark's behalf.

Your Coach is solely responsible for:

Their own qualifications, training, certifications, licenses, and registrations, and for keeping them current.
Staying inside their scope of practice, and knowing where that range ends.
Complying with every law that applies to them — state licensure law, advertising and title-protection rules, confidentiality law, and any professional code they are bound by.
Mandatory reporting. If a Coach has a legal duty to report suspected abuse, neglect, or a threat of harm, that duty is theirs. Waymark does not make those reports, does not monitor for reportable events, and does not tell a Coach when one has occurred.
Their own client agreements, informed consent, fees, refunds, cancellations, scheduling, and record-keeping.
Deciding when a client should be referred out to a licensed professional, and making that referral.
Anything they write in session notes, messages, agreements, or files.

What certification means, exactly. It means the Coach completed Waymark's own certification track. That is all it means. Waymark does not verify a Coach's licences, academic credentials, professional registrations, insurance, criminal record, or fitness to practise, and certification is not a licence, an endorsement of their competence, or a statement that they are supervised by Waymark. Choosing a Coach remains the Client's decision.

6.2 Payments — who receives your money, and who handles refunds

This is the single most important thing for a Client to understand. There are two arrangements on this Platform. Which one you are in depends on who your Coach is, and your Coach can tell you.

In both arrangements, your Coach is responsible for the coaching and for your refund request. The coaching relationship, the service delivered, and any request to refund, discount, reschedule, or dispute a coaching fee are your Coach's responsibility, not the Platform's. Start with your Coach, always.

If your Coach is an Independent Coach — a coach at an Organization that licenses this Platform, or a coach licensing it individually — then when they invoice you or sell you a package, the money goes to that Coach, not to Waymark:

The Coach connects their own payment processor: Stripe, PayPal, or Square. It is the Coach's account, in the Coach's name, under the Coach's own agreement with that provider.
Waymark does not hold, receive, escrow, or route those funds. They do not pass through a Waymark account, and Waymark does not take a cut of them.
For those payments Waymark is not the seller, not the merchant of record, and not a payment processor, and Waymark is not a party to the coaching agreement between you and your Coach.
Waymark cannot issue you a refund for such a payment or reverse the charge — the funds were never ours. Your Coach cancels payment plans.
If you and your Coach cannot resolve it, your remaining routes are your Coach's payment processor and your card issuer or bank.

If your Coach is a Waymark Coach — an owner of Waymark Inc. — then your payments are collected into Waymark Inc.'s own payment account:

Waymark Inc. receives that money and is the merchant of record for that transaction. Waymark Inc. is the name on the charge and the party with the processor relationship.
Your Coach is still the person responsible for the coaching and for handling your refund request, and that is where you should start.
To be straight with you about what that responsibility rule does: it allocates responsibility between Waymark Inc. and its own coaches. It does not remove Waymark Inc. as the merchant of record, and it does not bind your card issuer or bank. A chargeback you file on one of these charges lands on Waymark Inc.'s merchant account, and Waymark Inc. answers it.
Because Waymark Inc. actually holds the funds, Waymark Inc. is the party able to return them. We will not tell you a refund is impossible on a charge that came into our account. What refund you are entitled to is governed by the agreement you signed with your Coach.

In both arrangements: prices, packages, cancellation and no-show fees, refund policies, and receipts for coaching are set by your Coach, not by the Platform — read the agreement you signed with your Coach. Your card details are handled by the payment processor, not stored by Waymark. Waymark stores invoice records — amounts, dates, status — inside the Platform.

6.3 Agreements you sign in the Platform

When you type your name, tick the box and click "Sign Agreement," the Platform stores a copy with the name you typed, the date and time, and the IP address it came from. See Section 19 for your consent to sign electronically.

That agreement is between you and your Coach. Waymark stores it; Waymark is not a party to it, does not verify who actually clicked, and is not the official record-keeper for it. Keep your own copy.

6.4 What your Coach can see, and what you cannot

Session notes are written by your Coach, for your Coach. You can never see your own session notes through Waymark. There is no client-facing screen, export, download, print view, or notification that shows one.

Be clear-eyed about who can see them:

The Coach who wrote them, and others inside that Organization who have been given access to your records (see Section 5).
Waymark personnel, for the reasons in Section 7. A Waymark Platform Administrator other than the owner can read them only where your Organization is their own (Section 5).
Anyone to whom they must be disclosed if the law requires it — for example under a valid subpoena or court order.

If you want to know what your Coach has written about you, ask your Coach.

Your journal entries, worksheet responses, and messages are yours (Section 11), but they live inside your Coach's Organization, and the Organization controls access to them and how long they are kept. Ownership and control are not the same thing here.

Closing your account. If you want your account closed or your records deleted, ask your Coach — the Coach or Organization controls your account, and we will normally act on their instruction rather than going around them. If privacy law gives you the right to make a request directly to Waymark, that right still applies; see Section 12.

7. Waymark's access to your Content

This is the part people most want to know, so we will say it plainly.

Waymark personnel can access the content and records inside an Organization. That includes the library, courses, certification tracks, agreements, client records, scheduling, and messages. Only the platform owner can read another Organization's clinical content — session notes, messages, journals, worksheet answers, shared files, action items and AI conversations — and that limit is enforced by the software, as Section 5 describes. We access them for a limited set of reasons:

to operate the Platform,
to provide support when you ask for it,
to keep the Platform secure,
to investigate and fix problems,
to act on a crisis alert, a message or another notice that reaches the platform owner as owner of Waymark's own Organization, when a Client's Coach there has left (Section 4), and
where the law requires it.

Our internal policy limits access to those reasons.

What we do not do with it. We do not sell your Content or your Clients' personal information. We do not use one Organization's Content to build or train materials for another Organization.

7.1 Progress measurement

The Platform records how you use it, and turns that into progress information for you and your Coach. That includes sessions attended, assignments completed, journaling activity, and sign-ins, combined with any self-assessments you choose to complete. This is how the Platform shows whether coaching is working over time.

Where your Organization has enabled the AI Companion, automated analysis may group the topics and tone of material you already share with your Coach into general themes and trends. This analysis is informational only. It does not coach you, make decisions about you, diagnose you, or assess risk, and it never replaces your Coach.

Material you mark private is excluded from that analysis. A journal entry you do not share with your Coach is not read by it, and neither your Coach nor anyone at your Organization can read it. Two things sit outside that exclusion, and we would rather you knew than assumed. Journaling activity is counted toward your progress figures whether or not you shared an entry — how often and how recently you wrote, never what you wrote. And the automated crisis check in Section 4 does read private entries; Section 4 sets out exactly what your Coach is told when one is flagged, and what they are not shown.

You may ask your Coach or your Organization to turn progress measurement off for your account at any time. Turning it off stops new measurement; it does not delete what your Coach has already seen.

Uploaded files are served from unguessable links, not permission-checked ones — read this

Files uploaded to the Platform — library files, files a Coach shares with a Client, profile photos, and images placed in notes or worksheets — are stored at long, random web addresses that cannot be guessed. There is no per-request permission check on the file URL itself.

In practical terms: anyone who has a file's URL can download that file, and anyone who can see the file inside the Platform can therefore also obtain and keep a copy of it, and can share that link with anyone.

Treat uploads accordingly. If something would cause harm if the link were forwarded, do not upload it.

Open decisions on access

Waymark does not currently notify an Organization each time Waymark personnel access its records for support or troubleshooting. Cross-Organization reads of clinical records are logged.
Waymark keeps an internal audit log recording significant actions — sign-ins and failed sign-ins, permission and role changes, deletions and restores, exports, billing and payment events, integration connections, and crisis alerts — each with the acting account, the time, and the IP address it came from. It is visible to the platform owner.
If we receive a subpoena or legal demand for an Organization's records, we will notify that Organization before responding, so they have the chance to object — unless we are legally prohibited from telling them.

8. AI features, crisis flags, and what is not monitored

Some Organizations have optional AI features. Inside Waymark's own organization the assistant is branded "Dr. Talley AI." For every other Organization it is the generic "AI Companion." There is also an AI assistant available to Coaches. All of it is optional and all of it works the same way underneath.

"Dr. Talley AI" is a product name that honors a legacy. It is not Dr. Jim Talley, it is not a clinician, and it does not speak for one.

It is off by default

New Organizations start with AI turned off; it comes on when the Organization buys the add-on (Section 3.2 of the Coach and Organization Terms) or Waymark enables it. Package and session-type names and descriptions are translated by the AI provider for every Organization, including Organizations that have the Companion off. The automated crisis check described in Section 4 is not part of the AI Companion, and turning the Companion off does not affect it. That check is a fixed keyword list, it runs for every Organization on this Platform whether or not the Companion is switched on, and it cannot be turned off. What the add-on adds is the Companion's own flagging of your AI conversations — without the Companion there are no such conversations to flag.

Your conversations are sent to third-party providers

The AI features are powered by a large-language model run by an outside artificial-intelligence provider based in the United States. When you use the AI Companion or the coach assistant, the conversation and (Companion only) relevant knowledge-base material, your name, sessions, courses and worksheets go to that provider. Waymark does not run the model itself. The knowledge base is indexed using embeddings generated by a separate outside search-indexing provider, also based in the United States, and the question itself is sent to that provider too so the knowledge base can be matched against it — not only the Organization's own material.

Two further paths transmit Client material without the Client ever having used the Companion. Where an Organization has AI switched on, the theme grouping in Section 7.1 sends the text of a Client's messages and shared journal entries to the artificial-intelligence provider; and a Coach's own AI assistant, when the Coach uses it, sends that Client's name, recent session notes, shared journal entries, upcoming sessions and active courses, worksheet titles and progress (not their answers), and, where the Client has used the AI Companion, any recent conversation of theirs with it. Both are confined to material the Coach can already read, and neither includes a journal entry the Client marked private — but the text does leave Waymark's servers, and the Client may never have opened the Companion.

Waymark does not use your Content to train any model, and does not sell it. Both are used under their commercial API terms; the current position of those providers on training is theirs to state, and we will send their terms on request rather than paraphrase a commitment we do not control.

The per-organization knowledge base

An Organization can build a private library of its own material that the AI draws on when answering, once the AI Companion is enabled for that Organization. A knowledge base belongs to one Organization and is never shared with another Organization. The Organization — not Waymark — is responsible for what it puts in there and for having the right to use it.

AI output can be wrong, and it is not advice

The AI generates text by prediction. It can be confidently incorrect, out of date, or incomplete.

AI output is not medical, psychological, legal, or financial advice, and is not a professional opinion of any kind.
Do not make a health, medication, safety, or legal decision based on what the AI says.
The AI is not a person, is not a licensed professional, and is not supervised by one in real time.
Coaches remain fully responsible for their own professional judgment. An AI suggestion is not a substitute for it, and "the AI said so" is not a defense. A Coach who uses AI output with a Client is responsible for it.

Clients — read this before you use the AI Companion

Your AI conversations are not private from your Coach's Organization. An AI conversation can raise a crisis flag, which alerts your Coach and shows them the relevant conversation content. Waymark personnel can also access AI conversations for the reasons in Section 7.

If there is something you would not say to your Coach, do not type it here.

Crisis flags are a convenience, not a safety net

Where AI is on, it may flag a conversation that appears to involve crisis or risk and send a courtesy alert to the Client's Coach. That alert can be delivered inside the Platform and by SMS text message through our SMS provider.

A crisis flag emails the Coach at once (at most once per 15 minutes per source) and texts them when Waymark has SMS on and the Coach has a phone number on file (mobile first, otherwise work or home). If the Coach has left, it goes instead to the owner of the Organization they worked in (Section 4). The alert is raised the moment the message is matched — before the AI generates any reply — so an AI outage does not suppress it. There is no on-call desk behind it: see the paragraph below.

Understand exactly what a crisis flag is and is not:

It is a notification, not a monitoring service, not supervision, and not clinical triage.
Nobody at Waymark reviews crisis flags as they happen. An alert does reach someone at Waymark when it is sent to a Waymark Coach about their own Client, or when it reaches Waymark's platform owner under Section 4. No one is on call to respond to one; the platform owner's follow-up screen (Section 4) is worked afterwards, not in real time.
It does not guarantee that anyone will see it, read it, or respond — quickly, or at all.
It does not reach emergency services. No alert on this Platform is routed to 911, 988, a hospital, a police department, or any crisis responder.
It will miss things. The AI is software. It will fail to flag real crises, and it will flag things that are not crises. Both will happen. Do not treat either as a malfunction, and do not build any plan around the AI getting it right.
Message delivery depends on carriers and other companies outside our control.

Never rely on a crisis flag to get you help. If you need help, call 911 or 988 yourself, or tell a real person directly.

Waymark provides the flagging feature as a convenience to Coaches. Waymark does not promise to review flags, act on flags, or contact anyone about a flag, and is not responsible for what a Coach or Organization does or does not do after receiving one. That is so even when an alert reaches Waymark's platform owner under Section 4.

AI conversations are stored with the Client's record, are visible to their Coach in full, and are removed with it under the two-year rule in Section 3.4 of the Coach and Organization Terms.

9. SMS messaging

Waymark sends session, worksheet, action-item and course reminders and crisis alerts by text message through an outside SMS provider, under a registered A2P messaging campaign.

Text messages go only to people who have given consent to receive them. Coaches and Organizations are responsible for collecting that consent from their own Clients before enabling text messages for them, and must not make consent to texts a condition of receiving coaching.
Reply STOP to any Waymark message to stop receiving texts. Reply HELP for help.
Message and data rates may apply. Message frequency varies.
SMS is not an emergency service, and delivery is never guaranteed.

The full SMS Terms are a separate section on this page. They cover the specific message types, opt-in and opt-out handling, and carrier disclaimers, and they apply in addition to these terms. If the two conflict on an SMS-specific point, the SMS Terms control.

10. Acceptable use

The Platform holds people's private records. Use it accordingly.

You must not:

Use the Platform for anything illegal, or to help someone else do something illegal.
Upload or send anything that harasses, threatens, defames, or is intended to intimidate another person.
Try to reach an account, Organization, or record that is not yours — including by guessing URLs, altering IDs, or using someone else's login.
Try to get around the Platform's login, permission, or rate limits.
Probe, scan, or test the security of the Platform — except that if you are testing in good faith, do not access, alter, or download anyone else's data, do not disrupt the service, and report what you find to support@waymarkinc.com promptly. We will not pursue you for testing that stays inside those lines.
Scrape the Platform, or use bots or automated tools to pull data out of it in bulk.
Copy, resell, sublicense, or white-label the Platform, or offer it to anyone as your own service, unless we have agreed to that in writing.
Reverse-engineer or attempt to extract the source code of the Platform.
Upload malware, or anything designed to damage or disrupt the Platform or the people using it.
Send unsolicited bulk messages, or use the Platform's SMS or email features to contact people who have not agreed to hear from you.
Upload Content you do not have the right to upload, including copyrighted material that is not yours to share.
Misrepresent who you are, what you are qualified to do, or your relationship with Waymark or with Dr. Jim Talley.

Do not use Waymark as an emergency or crisis-response service. The Platform is not monitored around the clock. Apart from an alert or a message that reaches Waymark's platform owner under Section 4, messages, journal entries, and AI conversations are not watched in real time by anyone at Waymark. Crisis flags and crisis SMS are not a substitute for emergency services. See Sections 4 and 8.

If you are a Coach or an Organization, you must also:

Only create Client accounts for people who have agreed to work with you.
Have a lawful basis to hold the personal information you put into the Platform about your Clients, and comply with the laws that apply to your practice.
Keep credentials secure, and remove access promptly when someone leaves your Organization.
Not use the Platform to deliver services you are not licensed or qualified to deliver. See Section 4.

Sensitive and regulated data — HIPAA.

Waymark is not a HIPAA business associate and will not sign a Business Associate Agreement.

Waymark is coaching software, not a medical or clinical records system. We are not a covered entity, we do not act as a business associate, and we cannot offer the contractual or technical guarantees HIPAA requires.

So: do not put protected health information into the Platform. If you are a licensed clinician who is subject to HIPAA, or you handle records that are, this Platform is not a lawful place to keep them, and using it for that is a breach of these terms as well as your own obligations. If you are unsure whether that applies to you, assume it does and ask your own compliance advisor before entering anything.

What happens if you break these rules. We can suspend or close an account that violates this section. Where the violation puts other people's data or the Platform at risk, we may act immediately and tell you afterward. See Section 14.

11. Content and intellectual property

What stays yours. Everything you put into Waymark is yours. For an Organization, that means your client records, session notes, agreements, courses, certification tracks, worksheets, library files, journals, whiteboards, metrics, messages, and invoices. For an individual Coach, the same applies to the material you create and the records of the Clients you work with. For a Client, your journal entries, worksheet responses, messages, and the personal information in your profile are yours. Waymark does not claim ownership of any of it.

What stays ours. The Waymark Platform itself — the software, the design, the Waymark name and logo, and the courses, certification tracks, worksheets, and other materials Waymark publishes — belongs to Waymark Inc. Using the Platform gives you the right to use those things while your account is active. It does not transfer them to you, and it does not let you copy, resell, or rebuild them.

The permission you give us. To run the Platform at all, we need permission to store, copy, transmit, back up, and display your Content — that is what hosting is. So you grant Waymark a non-exclusive, worldwide, royalty-free license to host, store, reproduce, transmit, display, and process your Content, and to make backups of it, for the sole purpose of operating, supporting, securing, and improving the Platform for you. This license exists only to run the service. It ends when your Content is deleted, except for backup copies, which keep it until those copies are deleted (Section 12).

Operational data. Separately from your Content, we keep ordinary operational records: server logs, error reports, and aggregate usage figures such as how many sessions were booked platform-wide. We use these to run and improve the Platform. They do not identify your Clients, and we do not treat them as your Content.

Content between Coaches and Clients. When a Coach shares a course, worksheet, agreement, or file with a Client, the Coach is responsible for having the right to share it. Waymark does not review that material in advance.

12. Privacy and data

Export

A full export of an Organization's records — client records, session notes, appointments, invoices, messages, files, journal entries, worksheets, packages and course data, as JSON — can be produced by Waymark on request. An Organization's owner can also download all of its records as JSON from Settings while subscribed (Download Everything); private journal entries are left out. Coaches can additionally export their own client list and reports as CSV from inside the app while subscribed.

Ask at support@waymarkinc.com. We do not commit to a turnaround time here; we will tell you one when you ask.

Deletion and retention

You can ask us to delete your account and its Content. When we do, they are deleted as described below: hidden at once, recoverable for two years, then purged. Backup copies persist until they are deleted: the host deletes its backups on its own schedule, and Waymark deletes its encrypted cloud copies each month once they are more than 30 days old. Some records are kept longer where the law requires it — billing and tax records are the usual example, along with security and audit logs.

How long data stays recoverable. A lapsed or cancelled Subscription does not delete anything — access stops, the records stay. When something is actually deleted — a Client, a Coach, or a whole Organization — it is hidden and access ends immediately, and it stays recoverable for two years before being permanently purged (an Organization may purge an archived Client sooner; a deleted Administrator is erased at once). This is the same two years stated in Section 3.4 of the Coach and Organization Terms.

Billing and tax records are kept for at least 7 years, as US tax rules require, regardless of the deletion window above.

Signed agreements are kept for at least 7 years after an account closes — deliberately longer than the general window, because a signed agreement is evidence of what was agreed and often needs to outlive the working relationship.

Signed agreements are stored with the signer's name, timestamp, and IP address. Coaches and Organizations should keep their own copies of anything they may need later; we do not promise to produce them.

Clients — who to ask

If you are a Client, your records live inside your Coach's Organization, and your Coach controls them. Ask your Coach first. Waymark will generally direct a Client's deletion request to the Organization that holds the record, rather than deleting an Organization's records without its knowledge. Where privacy law gives you a right to make that request of Waymark directly, that right still applies and the Privacy Policy explains how to use it.

Security

Waymark uses a range of measures to protect the Platform, including encrypted connections, access controls tied to your role, and login rate-limiting and lockout.

What is actually enabled today: two-step email verification is required for Platform Administrators and, barring a rare exemption, Coaches at sign-in (Clients sign in with a password); repeated failed sign-ins from one address are locked out for fifteen minutes; and an audit log records significant actions, including sign-ins and failed sign-ins, permission and role changes, deletions, exports, and billing and payment events. Traffic is served over HTTPS. Passwords are stored hashed by WordPress and are not readable by us.

These measures are what is in place; they are not a guarantee. No system is perfectly secure, and we do not promise the Platform will be uninterrupted, error-free, or immune to attack. Your side matters too: use a strong, unique password, keep your two-factor method working, do not share logins, and remove access for people who leave your Organization.

Breach notification. If Waymark becomes aware of a security breach that compromises your personal information, we will notify affected account holders and, where required, the appropriate authorities. If we confirm a breach affecting your data, we will tell you without undue delay and no later than 72 hours after confirming it, describing what happened, what was affected, and what we are doing about it.

Backups

Waymark currently takes regular backups of the Platform and keeps a copy in separate storage. Backups exist so the Platform can be restored after a failure. They are not a personal archive service, we do not promise to keep them forever, and Waymark does not promise to restore an individual record you deleted by mistake. If your records matter to you legally or professionally, keep your own copy.

Backups are taken at the hosting layer by our host, not by the Platform itself. Waymark also copies the Platform's data regularly to a Waymark computer, where it is also used to test changes, and keeps encrypted copies in cloud storage. We do not offer restoring a single Organization, Client, or record out of those backup copies. What we do offer is the two-year recovery window described in Section 3.4 of the Coach and Organization Terms: a deleted Client, Coach or Organization can be restored in place during that period. A single note or file deleted on its own is removed at once.

Where Waymark operates

Waymark is operated from Oklahoma, in the United States, and your Content is stored on infrastructure in the United States.

Waymark is offered in the United States only. We do not currently market to, or support, Organizations or Clients outside the US, and the Platform has not been built for non-US privacy or consumer law.

This document and the Privacy Policy

The Privacy Policy on this page is part of this agreement and is incorporated by reference; where the two conflict, these Terms control. Questions about data, privacy, or access: support@waymarkinc.com.

13. Third-party services

Waymark is built on services run by other companies. Some of them handle your Content.

Always in use:

What it does	Where it is
Managed hosting provider — runs the Platform and stores its data, including backups	United States
Transactional email provider — sends the Platform's email (notifications, reminders, password resets)	United States
Payment processor — collects Waymark's own Subscription and add-on fees from Organizations and individual Coaches	United States
Business cloud storage — holds Waymark's own encrypted backup copy of the Platform's data (see Section 12)	United States

Used when the relevant feature is turned on:

What it does	Where it is
SMS provider — reminders and crisis alerts (see Section 9)	United States
Artificial-intelligence provider — powers the AI Companion and coach assistant (conversation content is sent to it) and translates every Organization's package and session-type text	United States
Search-indexing provider — creates the search embeddings for an Organization's AI knowledge base	United States
The calendar you or your Coach connect — optional calendar sync; where your Coach has connected theirs, your name and the session title go into it (see the Privacy Policy, Section 6)	You or your Coach choose
The video-meeting account a Coach connects — optional; meetings for sessions booked with that Coach (see the Privacy Policy, Section 6)	The Coach chooses

Why these are described by role rather than by name. What protects your Content is not which companies we use but what they are contractually permitted to do with it, and that is the same either way. Naming each vendor publicly also means this page is wrong the day any one of them changes. If you want to know who they actually are, ask us at support@waymarkinc.com and we will tell you — that is your right, not a favour, and it applies to Clients as well as to Organizations. Organizations and individual Coaches who need the names in writing for their own compliance obligations should ask for our current subprocessor list.

An Independent Coach's own payment processor is not Waymark's subprocessor. Stripe, PayPal, and Square accounts that Organizations and individually-licensed Coaches use to bill their own Clients belong to that Coach, not to Waymark. That payment relationship is between the Coach, their Client, and that provider. Waymark does not receive those funds and cannot refund them.

Waymark Coaches are different. Coaching sold by an owner of Waymark Inc. is charged on Waymark Inc.'s own payment account, through Waymark Inc.'s own processor. Waymark Inc. receives those funds and is the merchant of record for them. See Section 6.2.

What this means for you. These companies have their own terms and privacy policies, and we do not control them. We send them what the feature requires in order to work. If one of them has an outage or changes how it operates, that can affect the Platform. We may replace a provider with a comparable one; if a change materially affects how your Content is handled, we will give notice under Section 20.

Payment data. Card numbers and bank credentials are entered with the payment provider, not with us. What Waymark stores is the connection credential that links your own processor account to your Platform account, so the Platform can create invoices on your behalf, plus invoice records (amounts, dates, status).

Calendar connections. If you connect Google Calendar or Microsoft Outlook, Waymark reads and writes calendar entries to keep your bookings in sync; what each entry contains, including any Google Meet or Teams link, is set out in the Privacy Policy, Section 6. You can revoke access directly in your Google or Microsoft account and the sync stops.

The permissions Waymark requests, how it uses them (including under the Google API Services User Data Policy's Limited Use requirements), and how to disconnect or revoke them are set out in the Privacy Policy, Section 6.
We remain responsible for our providers' handling of your Content.

14. Suspension and termination

You can leave at any time. Subscribers cancel as described in Sections 3.4 and 4.1 of the Coach and Organization Terms. Clients who want their account closed should ask their Coach (Section 6.4).

We can suspend or terminate an account. We may suspend access immediately, without advance notice, if:

payment fails and stays unpaid past the retry window in Section 3.1 of the Coach and Organization Terms;
an account is being used in a way that breaks Section 10 (acceptable use) or Section 4 (coaching scope);
an account is being used in a way that threatens the security, stability, or lawful operation of the Platform or its other users;
we are required to do so by law or by a demand we are legally obliged to honor; or
there is a credible risk of harm to a person.

Where the situation allows it, we will tell you what's wrong and give you a chance to fix it before terminating. For anything other than the situations above, we may terminate a Subscription for convenience on 30 days notice and refund the unused portion of the period you have paid for.

Suspending an Organization suspends its Clients too. We know that. Where it is technically possible, we will suspend narrowly — a single user, a single feature — rather than an entire Organization. Suspension for non-payment usually cannot be narrowed.

If we terminate a subscriber for cause, fees already paid for the current month are not refunded. Because all plans are month-to-month, nothing further becomes due.

What happens to your data after termination is covered in Section 3.4 of the Coach and Organization Terms and Section 12 of these terms.

15. Disclaimers

Waymark is provided "as is" and "as available."

To the fullest extent the law allows, Waymark Inc. disclaims all warranties, express or implied, including implied warranties of merchantability, fitness for a particular purpose, title, and non-infringement.

We do not warrant that:

The Platform will be uninterrupted, available at any particular time, error-free, or secure.
Messages, reminders, alerts, crisis flags, invoices, or calendar events will be delivered, delivered on time, or delivered at all. SMS and email delivery depend on carriers and providers we do not control.
Calendar synchronization with Google Calendar or Microsoft Outlook, or meeting links created in Zoom, will be accurate or current.
AI output will be accurate, complete, appropriate, or safe to act on.
Data will never be lost. Backups are not a guarantee and are not a substitute for keeping your own records.
Any Coach, Organization, or piece of Content on the Platform is accurate, qualified, or suitable for you.

There is no staffed support desk, on-call rota, or uptime guarantee. Waymark is operated by a small team. Email is how you reach us: we answer Coaching@waymarkinc.com during normal working hours, and we do not commit to a response time, an availability percentage, or scheduled-maintenance notice, and we do not offer a service credit for downtime. Nothing in this document should be read as promising any of those. If your practice needs a guaranteed response, this is the wrong platform for it and we would rather you knew that now.

Third parties. We do not control, and are not responsible for, the services the Platform depends on — our hosting, email, SMS, artificial-intelligence and search-indexing providers, the calendar or video-meeting provider you or your Coach connect, each Independent Coach's own payment processor, and the processor Waymark Inc. uses for its own charges. When they go down, we go down with them.

No advice or information, spoken or written, obtained from Waymark or through the Platform creates any warranty that is not stated here.

16. Limitation of liability

Please read this carefully — it limits what you can recover from us.

No indirect damages. To the fullest extent the law allows, Waymark Inc. and its owner, employees, and contractors are not liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for lost profits, lost revenue, lost business, lost goodwill, lost data, or the cost of substitute services — even if we were told those damages were possible.

Not liable for coaching or for what Coaches do. We are not liable for the coaching you receive or provide, for a Coach's acts or omissions, for a Coach's credentials or licensure, for a failure to make a mandatory report, for anything a Coach writes or fails to write, or for any dispute between a Coach and a Client.

Not liable for payments we never receive. Where an Independent Coach invoices their own Clients on their own payment processor, Waymark does not hold or receive those funds and is not a party to that transaction. We are not liable for a payment, a refund, a chargeback, a failed charge, or a dispute over money between such a Coach and their Client.

Where Waymark Inc. is the merchant of record. Coaching sold by a Waymark Coach is charged on Waymark Inc.'s own account, and Waymark Inc. does not disclaim being the merchant of record for those charges: refunds and chargebacks on them are handled by Waymark Inc., and what refund is owed is governed by the agreement between the Client and the Coach. What Waymark Inc. is not liable for — there as everywhere on the Platform — is the coaching itself: its conduct, its quality, and its outcome remain the Coach's responsibility under the paragraph above. The cap below applies to any claim about such a payment.

Not liable for crisis outcomes. We are not liable for a crisis flag that was not raised, was raised late, was not delivered, or was delivered and not acted on, or for any harm connected to the fact that the Platform is not monitored in real time.

Cap on total liability. To the maximum extent permitted by law, our total liability to you for any and all claims is limited to the total amount you actually paid Waymark Inc. for the services giving rise to the claim in the 12 months before the event giving rise to the claim.

What this section does not do. Nothing in these terms limits liability that cannot be limited by law — including liability for fraud, fraudulent misrepresentation, willful misconduct, or, where the law does not permit it to be excluded, death or personal injury caused by negligence. Some states do not allow the exclusion of certain warranties or the limitation of incidental or consequential damages, so parts of Sections 15 and 16 may not apply to you. Where a limitation is unenforceable, it is reduced to the minimum extent necessary and the rest stays in force.

These limits apply no matter the legal theory — contract, tort, negligence, strict liability, statute, or anything else — and they survive the end of your account.

17. Indemnification

This section applies to Organizations and individual Coaches who subscribe to Waymark. It does not apply to Clients.

If you are an Organization or a subscribing Coach, you agree to defend, indemnify, and hold harmless Waymark Inc., its owner, officers, employees, and contractors from any claim, demand, lawsuit, loss, damage, penalty, fine, or cost (including reasonable attorneys' fees) that arises out of:

The coaching you or your Coaches provide, and the outcomes of it.
Your Coaches' credentials, licensure, scope of practice, or failure to meet a professional or mandatory-reporting duty.
Any claim by one of your Clients relating to their coaching, their agreement with you, or money they paid you.
Anything you or your Coaches upload, write, send, or store on the Platform — including session notes, messages, files, agreements, and knowledge-base content.
Your billing of your own Clients on your own payment processor.
Your failure to comply with a law that applies to you, including privacy, consumer-protection, telemarketing/SMS, and health-information laws.
Your breach of these terms.

This does not cover us for our own conduct. It does not apply to the extent a claim arises from Waymark's own gross negligence, willful misconduct, or breach of these terms.

How it works in practice. We will tell you promptly if a claim like this comes in. You will provide the defense, and we will give you reasonable cooperation in it at your expense. We may participate with our own counsel at our own cost. You will not settle anything that admits fault on our behalf or imposes an obligation on us without our written consent.

This section survives the end of your account.

18. Copyright complaints

If you believe Content on the Platform infringes your copyright, tell us at Coaching@waymarkinc.com. Identify the work, tell us where the material is on the Platform, and give us your contact details. We remove or disable material in response to valid notices, and we close the accounts of repeat infringers.

Our designated agent. Waymark Inc. has registered a designated agent with the U.S. Copyright Office under 17 U.S.C. §512(c)(2). Notices of claimed infringement should be sent to:

Jose Villalpando, Designated Agent
Waymark Inc.
19223 Charleston Pointe
Shawnee, OK 74801
Telephone: (405) 822-8300
Email: Coaching@waymarkinc.com
U.S. Copyright Office registration number: DMCA-1078011

A notice must include the information listed in 17 U.S.C. §512(c)(3): your signature (physical or electronic), identification of the work you say is infringed, identification of the material you want removed and where it is on the Platform, your contact details, a statement that you believe in good faith the use is not authorised, and a statement that the information in the notice is accurate and — under penalty of perjury — that you are the owner or authorised to act for the owner. A notice that leaves these out may not be effective.

If your material was removed and you believe that was a mistake, you may send a counter-notification to the same agent. We terminate the accounts of repeat infringers.

19. Electronic records and signatures

You agree to do business with us electronically. That means:

These terms, notices, receipts, billing information, and any agreement you enter through the Platform can be delivered and accepted on screen rather than on paper.
When you type your name, check the box and click "Sign Agreement," that is your signature. It is as binding as signing on paper. The Platform stores a copy of what you signed along with the name you typed, the date and time, and the IP address the signature came from.
Coaching agreements signed this way are between the Coach and the Client. Waymark stores them; Waymark is not a party to them, does not verify the identity of the person who clicked, and makes no representation that a stored agreement satisfies any particular e-signature law or is enforceable.

You can ask for a paper copy of anything you signed by contacting your Coach, or us at support@waymarkinc.com. You can withdraw your consent to electronic records, but if you do, you cannot keep using the Platform, because the Platform is entirely electronic.

20. Changes to these terms

We will change these terms from time to time — when the Platform gains features, when the law changes, or when something here turns out to be unclear.

How you will find out.

Minor changes (wording, clarifications, a broken link, adding a provider to the third-party list): we update the page and change the "Last updated" date at the top. We do not email about these.
Material changes (anything that meaningfully affects your rights, your money, or how your Content is handled): we post the new version with its effective date and email the address on your account at least 30 days before it takes effect.
Price changes for a Subscription: at least 30 days by email before the new price applies. Never retroactive to a period already paid for.

We do not promise an in-app banner for changes; email to the address on your account is the notice.

Changes to the Platform itself. We may change the Platform. If we make a change that materially reduces core functionality you are paying for, we will tell you, and you may cancel — access then runs to the end of the period you have paid for. We do not prorate or refund the remainder.

Trial terms, the exemption for Waymark's own organization, and promotional pricing can change at any time for new sign-ups; they will not change mid-month for an existing paid Subscription.

If you don't agree with a change. Stop using the Platform before the change takes effect. If you hold a Subscription, cancel before the effective date and you will not be charged under the new terms. Continuing to use the Platform after the effective date means you accept the new version.

Clients. If you are a Client, your Coach is your day-to-day point of contact, but we will email you directly about material changes to these terms rather than relying on your Coach to pass them along.

Previous versions of these terms are kept and are available on request, so you can see exactly what was in force at any point.

21. Governing law and where disputes are heard

Governing law. These terms, and any dispute arising out of them or out of your use of the Platform, are governed by the laws of the State of Oklahoma, without regard to its conflict-of-laws rules. That last phrase matters: it stops a court from applying some other state's law just because you live there.

Where disputes are heard. You and Waymark agree that any lawsuit must be brought in the state courts located in Pottawatomie County, Oklahoma, or in the United States District Court for the Western District of Oklahoma, and each agrees to the personal jurisdiction of those courts.

If you are a consumer. Nothing in this section takes away a protection your home state's consumer-protection law gives you and does not allow you to waive by contract, including any right to bring a claim where you live.

22. Assignment

You cannot transfer your account or your rights under these terms to someone else without our written permission. That includes selling your account, or handing your Organization's account to a new owner without telling us.

If your Organization is sold or merged, you may transfer the Subscription and Content to the buyer by telling us in writing beforehand. We may decline where the buyer competes with Waymark or where the account is in arrears.

We can transfer these terms to another company — for example, if Waymark is acquired, merges, or sells the part of the business that runs the Platform. If that happens, we will tell you, and these terms will continue to apply.

23. Relationship of the parties

Waymark provides software. That is the whole of the relationship.

For Organizations and Independent Coaches, Waymark is not your employer, partner, agent, joint venturer, or franchisor. Organizations and Independent Coaches are independent of Waymark and set their own prices, services, schedules, and agreements. Waymark does not supervise their coaching, does not employ them, does not sell their coaching, and is not the merchant in any sale they make to a Client.

Waymark Coaches are the one exception, and only in this respect: they are owners of Waymark Inc., and their Clients' fees are collected on Waymark Inc.'s own account, which makes Waymark Inc. the merchant of record for those sales. Even then the coaching itself is the Coach's professional work and the Coach's responsibility, and nothing in this document makes the Platform the provider of coaching.

Neither you nor Waymark can make promises on the other's behalf.

24. No third-party beneficiaries

These terms are between you and Waymark. Nobody else gets to enforce them. In particular, a coaching agreement between a Coach and a Client gives that Client no rights against Waymark, a Client is not a beneficiary of the contract between Waymark and their Coach or Organization, and these terms give a Coach no rights against another Coach's Client.

25. Feedback

If you send us an idea, a feature request, or a bug report, we can use it freely — build it, change it, ship it — without owing you payment or credit. We are not taking your Content by doing this; this covers suggestions about the Platform only.

26. Export controls and sanctions

You confirm that you are not located in, and not acting on behalf of anyone in, a country or on a list subject to U.S. trade sanctions, and that you will not use the Platform in violation of U.S. export laws.

27. Force majeure

Neither you nor Waymark is responsible for failing to meet an obligation under these terms when the cause is genuinely outside our control — for example a natural disaster, fire, flood, severe weather, war, terrorism, civil unrest, epidemic, labor action, government order, a failure of the public internet or the electrical grid, or an outage at a hosting or infrastructure provider.

This does not excuse paying money you already owe.

It also does not last forever: if the disruption continues for more than 30 consecutive days, either of us can end the Subscription with written notice.

If Waymark ends a Subscription because it can no longer provide the service, Waymark will refund the unused portion of what you have already paid, pro-rated to the date access ended. This is an exception to the no-refund rule in Section 3.4 of the Coach and Organization Terms, and it applies only when Waymark is the one ending it — not when you cancel.

28. Severability

If a court decides that one part of these terms cannot be enforced, that part is removed or narrowed only as far as necessary, and the rest of these terms stay in full effect.

29. No waiver

If we do not enforce a part of these terms right away, that does not mean we have given it up. We can still enforce it later.

30. Survival

If your account closes or your Subscription ends, the parts of these terms that are meant to outlast it do: Sections 11 (content and intellectual property), 12 (privacy and data, as to retention and deletion), 15 (disclaimers), 16 (limitation of liability), 17 (indemnification), 21 (governing law), 23–26, and 28–33.

31. Entire agreement

These terms — together with the SMS Terms on this page, the Waymark Privacy Policy on this page, and any written order form or agreement you have signed with Waymark — are the whole agreement between you and Waymark about the Platform. They replace any earlier version of these terms and any earlier understanding, promise, or statement about the Platform, whether spoken or written — including the earlier statement that payments were "processed by Stripe."

If you have signed a separate written agreement with Waymark and it conflicts with these terms, that signed agreement wins for the points it covers.

Language. These terms are written in English. The Spanish version on this page is a courtesy translation, provided so they can be read in either language; if the two ever differ, the English version governs.

One thing these terms are not. These terms do not govern the coaching relationship between a Coach and a Client. That relationship is set by the agreement the Coach and Client sign with each other, including any agreement signed inside the Platform. Waymark is not a party to it.

32. Notices

How we contact you. We send legal notices to the email address on your account. A notice counts as received the day we send it — unless we get a bounce or other sign it did not arrive, in which case we will try again by another means we have on file before treating it as delivered. Keep your email address current.

How you contact us. Send legal notices by email to Coaching@waymarkinc.com, or in writing to:

Waymark Inc.

19223 Charleston Pointe

Shawnee, Oklahoma 74801

A notice you send us counts as received when we actually receive it.

33. How to contact us

Waymark Inc.

19223 Charleston Pointe

Shawnee, Oklahoma 74801

Support: support@waymarkinc.com
Billing (Subscriptions): Coaching@waymarkinc.com
Privacy and data: support@waymarkinc.com
Legal notices: Coaching@waymarkinc.com
Security reports: support@waymarkinc.com
Copyright complaints: Coaching@waymarkinc.com

If you are a Client with a question about your sessions, your invoices, or your coaching agreement, contact your Coach. Waymark cannot answer those and cannot change what your Coach has set up. If your Coach billed you on their own payment account, we cannot refund that charge either — the money was never ours. If your Coach is an owner of Waymark Inc., the charge was on our account: start with your Coach, and if that does not resolve it, write to support@waymarkinc.com.

We answer email at Coaching@waymarkinc.com during working hours. No response time is promised — see Section 15.

The SMS Terms section follows on this page and applies in addition to these Terms.

Privacy Policy

Effective date: November 7, 2026

Last updated: November 7, 2026

This policy explains what Waymark Inc. collects, why, who sees it, and how long we keep it. It is part of the Waymark Terms of Service and uses the same defined terms — Client, Coach, Organization, Platform. Where the two documents conflict, the Terms of Service control.

1. Start here: who holds your information

There are two different relationships in this Platform, and they matter for privacy.

If you are a Client, your records belong to the coaching relationship you have with your Coach. Your Coach — and the Organization they work for — decides what goes into your record, who else on their team can see it, and how long to keep it. Waymark stores it for them and keeps it secure. We do not decide what is written about you, and we are not the right people to ask to change it. Ask your Coach.

If you are a Coach, Administrator, or Organization, Waymark holds your account information directly, and you are responsible for the Client records inside your Organization.

This distinction is not a way of avoiding responsibility. It is how the system actually works: a session note is written by your Coach, about you, for their practice. We host it. We do not read it as a matter of course, and we do not use it for anything of our own, except the optional Relational Profile research copy described in Section 3.

2. What we collect

From everyone with an account

Identity and contact: name, email address, phone number, and (optionally) a profile photo.
Sign-in data: a hashed password — we never see or store the password itself — plus the times you sign in, and the email verification codes sent to Administrators and Coaches at sign-in.
Preferences: your time zone, your language (English or Spanish), and your email and text-message preferences.

From Clients, entered by their Coach or by the Client

Contact details, date of birth, status, and any notes your Coach records about you.
Session notes written by your Coach.
Appointments, attendance, and scheduling history.
Worksheets and forms you complete, and the answers in them.
Journal entries you write, and whether you chose to share each one with your Coach.
Messages between you and your Coach.
Progress metrics and action items.
Agreements you sign in the Platform, stored with your name, the date and time, and the IP address the signature came from.
Files uploaded by you or your Coach.
Conversations with the AI Companion, where your Organization has it switched on (see Section 4).

Relational Profile (clients of Waymark Inc.'s own coaches only)

If your Waymark Inc. coach assigns you the Relational Profile, we also hold: your answers about yourself and, if your spouse takes part, about your spouse; brief mood questions (including one about thoughts of harming yourself); a relationship-satisfaction score; your written answers to the weekly lessons of your growth plan; private safety questions your coach asks you and notes; and your sex, age, years married and whether you want faith content. We treat the mood, safety and faith answers as sensitive. Section 5 says who can see them.

From Coaches and Organizations

Practice details, branding, availability, session types, packages and prices.
Library material — worksheets, note templates, documents, links.
Invoices raised and payments recorded.
Connection credentials for the calendar, video-meeting and payment accounts you connect — never your password for those services.

Automatically

Security and audit records: significant actions — sign-ins and failed sign-ins, permission and role changes, deletions and restores, exports, billing and payment events, integration connections, and crisis alerts — each with the acting account, the time, and the IP address it came from.
Some reads are recorded too: when Waymark's platform owner works inside an Organization, when a Waymark administrator opens a Client's worksheet responses, and when a clinical record is opened from outside its own Organization.
Standard web logs kept by our host.
Cookies for sign-in, language, organization, notification device, and your organization's colours (so the offline screen keeps them when your phone has no connection). We do not use advertising or cross-site tracking cookies, and there are no third-party analytics or advertising trackers in the Platform.

What we never collect

Card numbers. Payments run through a payment processor and card details never reach our servers. We see only the outcome of a charge and the last four digits where the processor supplies them.

3. How we use it

We use your information to run the Platform and nothing else, apart from the one optional exception described below this list:

To provide the coaching workspace, portal, scheduling, messaging and documents.
To send the things you asked for — appointment reminders, worksheet assignments, agreement requests, invoices, password resets, and sign-in verification codes.
To take payment for subscriptions, packages and invoices.
To keep accounts secure — verifying sign-ins, locking out repeated failed attempts, and keeping the audit record.
To support you when you ask us for help.
To meet legal, tax and accounting obligations.

The one optional exception: Relational Profile research. If you agree (the Relational Profile's optional box, unticked unless you tick it), we use your answers about yourself (never your ratings of your spouse or your written lesson answers), without your name, contact details, coach, exact age or exact date and without the questions that raise care or safety alerts, to check that the Profile works and to build our own norms. While your client record exists, they are used in that reduced form; when your client record is purged, we keep a reduced copy of them. Copies of the same person's profiles from different times are linked to each other by a random code, never to the person. If you do not agree, we use and keep nothing for this purpose. You can change this choice at any time on your My Relational Profile page, or by writing to support@waymarkinc.com; if you turn it off, your answers are left out from then on. A copy made when your record is purged cannot be found or deleted after that, because nothing links it to you. Only Waymark's platform owner can open these copies. We do not and will not try to identify anyone in these copies, and we will never share them without a written contract that forbids it.

We do not sell your information. We do not rent or share it for anyone else's marketing. We do not use it to build advertising profiles, and we do not use your Content to train AI models.

4. The AI Companion, and what it means for your privacy

This section deserves its own space, because it is the part people least expect.

It is off unless your Organization or Waymark turns it on. The AI Companion is an optional paid add-on and is disabled by default for every organization other than Waymark's own.

Your conversations leave our servers. When the AI Companion is on and you use it, your conversation, name and program details go to an outside artificial-intelligence provider, which generates the reply, and the question you typed goes to an outside search-indexing provider that indexed your Organization's knowledge base, so relevant material can be matched to it. Your own words go to that provider too, not only your Organization's material. Both are United States‑based companies used under their commercial terms, and we will name them if you ask. We do not use your conversations to train any model, and we do not give your data to the Platform's providers for that purpose — their own position on training is theirs to state, and we will send you their terms on request.

Your Coach can read your AI conversations. Not just flagged parts — the conversation. If that changes what you want to type into it, that is exactly why this paragraph is here.

Every message is scanned for signs of crisis. This happens for every Organization, whether or not it uses the AI Companion — messages and journal entries are checked against a list of crisis indicators. If one matches, your Coach is emailed immediately — and texted, where texting is switched on for the Platform and your Coach has a phone number saved — their mobile if they have one, otherwise their work or home number. The check happens the moment you send the message, before any AI reply is generated. If your Organization's workspace is locked, what you wrote is checked but not saved, the alert to your Coach includes your phone number and email address so they can reach you, and Waymark is told by record number only, with no name or words.

Private journal entries are checked too, and their text is not passed on. The crisis check reads every journal entry, including one you chose not to share with your Coach. If a private entry is flagged, your Coach is told that something you wrote was flagged — they are not shown the entry, and they still cannot read it. To avoid paging your Coach over and over, an alert about you from any one part of the Platform — a message, a journal entry, or the AI Companion — is sent at most once every fifteen minutes. A further flag on that same part inside the window sends no further email or text. A flag on a different part is still sent. If your Coach has left and you have no new Coach yet, the alert goes instead to the owner of the Organization your Coach worked in, and quotes a flagged message or AI conversation as it would have to your Coach, never a private journal entry. Ordinary messages you send in that time go to the same owner: they are told that you wrote, not what you wrote, and can open the conversation to read and reply. Notices about what you do on the Platform, such as a session you cancel, a worksheet you finish or a journal entry you choose to share, go to that owner too: they say what happened, not what you wrote. Notices about a problem with a payment, such as a failed charge, a refund or a dispute, stay with the Coach whose payment account took it. Certified Coaches work inside Waymark's own Organization (Section 5), so if yours was one, that owner is Waymark's platform owner; the same is true if your Organization is Waymark's own. If your Coach cannot be reached, or has left and that owner cannot be reached either, Waymark is notified that an alert or a notice about what you did on the Platform failed to deliver. That notice does not include your name or anything you wrote — only your record number and which part of the Platform it came from — so that we can follow up. Nobody is on call, and this is not an emergency service.

This is not monitoring, and nobody is watching. Apart from the alerts and the messages described above, and the Relational Profile alert e-mails to Waymark's platform owner described in Section 5, no one at Waymark reads your messages as they arrive, and there is no on-call team behind any alert. If you are in danger, call 988 (Suicide & Crisis Lifeline) or 911. Do not rely on this Platform to summon help.

Two other things reach that provider, and neither needs you to have used the AI Companion. If your Organization has AI switched on, the theme grouping described in Section 4a sends the text of your messages and shared journal entries to it; and when your Coach uses their own AI assistant to help them prepare, it sends your name, your recent session notes, your shared journal entries, your upcoming sessions and active courses, the titles and progress of your worksheets (not your answers), and — if you have used the AI Companion — your recent conversations with it as background. Both are limited to material your Coach can already read — a private journal entry is never included — but the text does leave our servers, and you may never have opened the Companion yourself.

How long AI conversations are kept: for as long as your Client record is kept, and they are removed with it under Section 8.

4a. Progress measurement

We measure how the Platform is used so that you and your Coach can see change over time. We record sessions attended, assignments completed, journaling activity, and sign-ins, and we combine that with any self-assessments you complete. From those we calculate progress figures — including an overall trend — for you, your Coach, and your Organization.

What your Coach sees. Your Coach sees your figures and your trend. Your Organization's administrators see totals across the Organization. No other Organization ever sees any of it.

What you see. Your own view is deliberately gentle: it shows the direction things are moving and the areas you have grown in, not a score or a grade.

Where the AI Companion is enabled, automated analysis may group the topics and tone of material you already share with your Coach into themes. It produces counts and trends only. It does not advise, diagnose, assess risk, or make decisions, and it never replaces your Coach.

Private material is excluded. A journal entry you did not share with your Coach is never included in that analysis, and neither are your Coach's own private session notes. If you un-share an entry, it stops being included straight away. That exclusion is about the theme analysis just described. Journaling activity is still counted toward your progress figures whether or not you shared an entry — how often and how recently you wrote, never what you wrote. And the automated crisis check described in Section 4 is separate again: it does read private entries.

Turning it off. Ask your Coach or your Organization and they can switch progress measurement off for your account. New measurement stops immediately.

5. Who else sees your information

Inside your Organization

Your assigned Coach.
Any Coach paired to you by an administrator. Pairing has levels: some can work with your record, others can only read it.
The Organization's owner and its administrators.

Session notes and worksheet answers are treated more narrowly than the rest. Only the Coach who wrote a session note, or Waymark's platform owner, can change or delete it. Administrators inside your own Organization can read them. Waymark staff who are not the platform owner cannot read the session notes or worksheet answers belonging to another Organization's Clients — they can see rosters, totals and settings needed to support the Platform, but not that content. The platform owner can. Certified Coaches work inside Waymark's own Organization, so Waymark's administrators can read their Clients' records.

Waymark

Waymark personnel can access content in an Organization in order to run, support, secure and troubleshoot the Platform, to act on a crisis alert, a message or another notice that reaches the platform owner as owner of Waymark's own Organization, when a Client's Coach there has left (Section 4), and where the law requires it. We access it for those reasons and no other. We do not notify an Organization each time; reads of another Organization's clinical records are logged (once per client per day), but work on our backup copies is not.

The Relational Profile. If your Waymark Inc. coach assigns it, your Profile answers and results can be read by your coach, by other coaches on your care team (including those who can only read your record), and by Waymark's administrators when needed. Your spouse does not see your answers, and your ratings of your spouse are used in a joint session only if you allow it. Waymark's platform owner receives an e-mail alert, with no answers in it, if a client reports thoughts of self-harm, or if a care alert goes unanswered for 24 hours. The research copies described in Section 3 can be opened only by the platform owner.

That access is not unlimited. Waymark staff below the platform owner can reach an Organization's rosters, courses, library material, agreements, scheduling and settings. They cannot reach another Organization's session notes or the answers a Client wrote on a worksheet; the Platform refuses it. The platform owner can reach everything, which is what makes support and recovery possible.

Service providers

We use third‑party providers to run the Platform. Each is described here by the job it does and where it is based, rather than by company name:

a United States‑based managed hosting provider — runs the Platform and stores its data, including backups;
a United States‑based transactional email provider — sends notifications, reminders and password resets;
a United States‑based SMS provider — sends text reminders and crisis alerts, where texts are switched on;
a United States‑based artificial-intelligence provider and a United States‑based search-indexing provider — power the AI Companion where switched on (Section 4); the AI provider also translates every Organization's session types and packages;
a United States‑based payment processor — collects Waymark's own subscription and add‑on fees;
a business cloud-storage provider — holds Waymark's own encrypted backup copy of the Platform's data (see Section 8).

Three kinds of provider are not on that list because you or your Coach chose them. Where a Coach bills you on their own payment account, the processor is the one your Coach chose and it is named to you at the point of payment. Where you connect a calendar, the calendar provider is the one you connected. And where your Coach has connected their own calendar or a Zoom account, your name and the session title are written into the calendar entry or meeting created for each one-to-one session booked with your Coach, on your Coach's account with that provider.

Each provider on that list may process your information only to provide their service to us, and we remain responsible for how they handle it.

You can ask us who they are. If you want the actual names of the companies that hold or process your information, write to support@waymarkinc.com and we will tell you. We describe them by role here rather than by name because naming every vendor publicly is not what keeps your information safe — the contracts we hold them to are — but you are entitled to know, and asking is enough.

When the law asks

If we receive a subpoena or legal demand for an Organization's records, we will notify that Organization before responding so they have the opportunity to object — unless we are legally prohibited from telling them.

6. Calendar and meeting connections

If you connect a Google calendar, Waymark asks Google for two narrow permissions, and nothing wider: the ability to manage calendar events (calendar.events) and to read your free/busy availability (calendar.freebusy), plus offline access so it can keep your calendar in step without asking you to sign in repeatedly. Microsoft Outlook uses the equivalent Calendars.ReadWrite permission.

We use those permissions for exactly two things. First, we create, update and remove the calendar events for sessions booked in the Platform — only the events Waymark itself puts there. On a Coach's calendar, each one-to-one session's event is titled with the Client's name and the session title; on a Client's own calendar, with the session title and the Coach's name. Each event also carries the session's meeting link; where a session has none, Waymark asks Google to attach a Google Meet link, or Microsoft a Teams meeting, to the event on the Coach's calendar. Second, we read your free/busy availability — the times you are busy, with no event titles, guests or details — so the booking calendar does not offer a slot when you are already occupied. We do not read the contents of any other event on your calendar, although the calendar.events permission would allow it. We do not transfer this data to anyone, and we do not use it for advertising or to train any model. Waymark's use of information received from Google APIs adheres to the Google API Services User Data Policy, including the Limited Use requirements.

You can disconnect a calendar yourself inside Waymark at any time, which deletes the access tokens we hold. To withdraw the permission on Google's or Microsoft's side as well, revoke Waymark in your Google or Microsoft account settings.

Zoom. If a Coach connects a Zoom account and uses it for meeting links, Waymark creates a Zoom meeting on that account for each session booked with the Coach that has no other meeting link, updates it when the session moves, and deletes it when the session is cancelled. The meeting title is the Client's name and the session title (for a group session, the title alone), and Zoom also receives the start time and length. Waymark does not record meetings, receives no recordings, and does not read the Coach's other meetings. A Coach can disconnect Zoom inside Waymark at any time, which deletes the access tokens we hold; removing Waymark in the Coach's Zoom account also ends the connection.

7. Text messages

If you give a mobile number and opt in, we may text you about sessions, worksheets, action items and courses. Message frequency varies, and message and data rates may apply. Reply STOP to opt out, HELP for help.

We do not sell, rent or share your mobile number or your SMS consent with anyone for their marketing or promotional purposes. Your mobile information is used to deliver the messages you asked for and for nothing else.

8. How long we keep things

A lapsed or cancelled subscription does not delete anything. Access stops; the records stay, and come back intact if you resubscribe.

Deleting is different, and it is reversible for two years. When a Client, Coach or Organization is deleted, the records are hidden and access ends immediately — but they are not destroyed (a deleted Administrator is erased at once; an Organization may purge an archived Client sooner). They remain recoverable for two years, after which they are permanently purged from the Platform and cannot be restored to it. A backup copy made before the purge can still contain them until that copy is deleted — see Backups below.

We chose two years deliberately: coaches often have professional or legal recordkeeping obligations that outlast a working relationship, and a delete button that destroys those records instantly serves nobody.

Kept longer where the law requires it:

Billing and tax records, and the security audit log — at least 7 years.
Signed agreements — at least 7 years after an account closes, because a signed agreement is evidence of what was agreed.

Backups are taken at the hosting layer, not by the Platform. Waymark also copies the Platform's data regularly to a Waymark computer, where it is also used to test changes, and keeps encrypted copies in cloud storage. The host's backups cycle out on the host's schedule; Waymark deletes its encrypted cloud copies each month once they are more than 30 days old. We do not restore a single person or record from any of them; the two-year window above is the recovery mechanism.

Relational Profile. Profile answers are purged with your client record. If you ticked the Profile research box, the reduced copy described in Section 3 stays after that; it is not stored with your name, so we cannot find or delete it later. Copies made before the purge keep your record until they are deleted or replaced: the host's backups cycle out on the host's schedule; Waymark deletes its encrypted cloud copies once they are more than 30 days old; and the copy on Waymark's computer is refreshed from the live Platform, holds the same data (research copies included), and is replaced at each refresh. For that time, older backups can still hold your record while newer ones hold the research copy made from it.

9. Your choices

If you are a Client: you can edit your own name, email, phone, time zone, email preferences and password from your portal. Because your email address is also your sign-in, changing it requires your current password. For anything in your coaching record — notes, worksheets, messages, or deleting your account — ask your Coach. They control the record; we host it.

If you are a Coach, Administrator or Organization: you can edit your own account details in the Platform, and ask us at support@waymarkinc.com to access, correct or delete your account information.

Export. An Organization's owner can download all of its records from Settings while subscribed (private journal entries are left out). Coaches can export a single Client's record (the Client's private journal entries and the coach's own session notes are left out), and their client list and reports as CSV.

Marketing. We do not send marketing email. Service messages — reminders, invoices, security notices — are part of using the Platform and cannot be switched off individually, though you can turn off appointment reminders and text messages.

9b. Things we do not do

Some of what matters most about a privacy policy is what is absent from it. To be plain:

We do not sell your information. Not to anyone, in any form, for any price.
We do not rent, share or trade your email address for marketing — ours or anyone else's.
We do not show you advertising, and we do not use what you write to target any.
We do not use your coaching content to train artificial-intelligence models, and we do not give it to anyone for that purpose.
We do not read your material for our own purposes. Waymark staff reach coaching content to keep the Platform running, to help when you ask, to act on an alert or a message as Section 5 describes, and where the law requires — not to study it, except the optional Relational Profile research copy you agreed to (Section 3).
We do not sell the Platform by selling you. Waymark is paid for by subscriptions. That is the whole business model, deliberately.

One thing we do, and want to be equally plain about. Where the AI Companion is on, the text of those conversations is sent to an outside provider so a reply can be generated. That is a real transfer of what you wrote to another company. It is off unless your Organization buys it or Waymark switches it on, your Coach can read those conversations, and Section 4 sets out exactly what happens to them.

10. Security

What is actually in place today:

Two-step verification by email is required for Platform Administrators and, barring a rare exemption, Coaches at sign-in. Clients sign in with a password.
Lockout after repeated failed sign-ins from one address.
An audit log of significant actions — sign-ins and failed sign-ins, permission and role changes, deletions and restores, exports, billing and payment events, integration connections, and crisis alerts — each recorded with the acting account, the time, and the IP address it came from.
HTTPS on all traffic, and hashed passwords that we cannot read.
Uploaded files are stored at unguessable web addresses. Note the honest limit: a file's address is not individually permission-checked, so anyone who has the link can open the file. Treat a file link like the file itself and do not forward it.

No system is perfectly secure, and we do not claim otherwise.

If we confirm a breach affecting your data, we will tell you without undue delay and no later than 72 hours after confirming it, describing what happened, what was affected and what we are doing about it.

11. Health information

Waymark is not a HIPAA covered entity or business associate, and we will not sign a Business Associate Agreement. The Platform is coaching software, not a clinical records system.

Do not put protected health information into the Platform. If you are a licensed clinician subject to HIPAA, this is not a lawful place to keep records that fall under it.

The Relational Profile's mood questions help your coach know when to check on you and when to suggest other help. They are not a diagnosis, and your coach is not a clinician. We treat those answers as sensitive (Section 2).

Extra rights in some states. Some U.S. states give you extra rights over health information, including the right to ask us to delete it. That right covers information that identifies you. A Relational Profile research copy made when your record is deleted cannot be linked to you, so we cannot find or delete it. Write to support@waymarkinc.com.

12. Children

The Platform is for adults. You must be 18 or older to have an account, and Coaches must not create a Client account for anyone under 18. Waymark does not verify age — Client accounts are created by Coaches — so this is a commitment they make, not something the Platform checks. If we learn we hold information about someone under 18, we will delete it.

13. Where we operate, and where your information lives

Waymark is operated from the United States, and all information is stored in the United States. Our hosting, our backups and our service providers process it there.

Clients may be located outside the United States. A Coach based in the US may work with Clients elsewhere — in practice across the Americas and Europe. If you are one of those Clients, understand what that means: the information described in this policy is transmitted to and stored in the United States, and is handled under United States law, not the law of the country you live in. US law may give you fewer protections, and may allow access by US authorities in circumstances the law where you live would not.

By using the Platform from outside the United States you are asking us to hold your information there. If that is not acceptable to you, tell your Coach: coaching can continue without a portal account, and we will delete a portal account on request (Section 9).

Residents of the European Economic Area and the United Kingdom. Data-protection law in those regions grants rights this policy does not yet describe in the terms that law uses, and imposes obligations on us — including a lawful basis for processing and a recognised transfer mechanism — that we are in the process of addressing with legal counsel. In the meantime we will honour any request to access, correct, export or delete your information, whichever country you are in. Write to support@waymarkinc.com.

14. Changes to this policy

We will change this policy as the Platform changes. Minor corrections are made in place with a new "Last updated" date. For a change that meaningfully affects your rights or how your information is handled, we will post the new version and email the address on your account at least 30 days before it takes effect. Previous versions are available on request.

15. Contact

Waymark Inc.

Shawnee, Oklahoma 74801

Privacy, data and support: support@waymarkinc.com

If you are a Client and your question is about what is in your coaching record, please ask your Coach first — they control it, and they can act on it faster than we can.

SMS / Text Message Terms

Last updated: September 22, 2026

These terms cover text messages sent by Waymark Inc. through the Waymark Coach platform (waymarkcoach.com). They sit alongside the Terms of Service and Privacy Policy on this page.

What the messages are

Waymark sends appointment reminders and session-related notifications — a reminder before a scheduled session, a note that a session has been booked, moved or cancelled, a note when a worksheet is assigned, a reminder when a worksheet or action item is due or a course day opens, and occasional messages your coach sends you about your coaching.

We do not send marketing or promotional text messages. Every message relates to coaching you have already arranged.

Opting in

You receive texts only if you give a mobile number and opt in — either in your client portal, or by telling your coach to switch them on for you. Providing a mobile number alone does not opt you in.

Consent to receive texts is not a condition of any purchase and is not required to use the platform or to receive coaching.

Message frequency

Frequency varies with your appointments and assignments. In practice this is usually a handful of messages a month — one before each scheduled session, plus any changes to your schedule.

Cost

Message and data rates may apply. Waymark does not charge you for text messages; your mobile carrier may, according to your plan.

Stopping messages

Reply STOP to any message to stop all texts. You will receive one confirmation, and nothing after that.

Reply HELP for help, or contact us at support@waymarkinc.com.

You can also turn texts off yourself in your client portal under email and message preferences, or ask your coach to turn them off. Opting out of texts does not affect your coaching or your access to the platform — you will still get the same information by email.

Your mobile number

Carriers and delivery

Delivery is not guaranteed. Messages depend on your carrier's network and your handset, and carriers are not liable for delayed or undelivered messages. Do not rely on a text message for anything time-critical or urgent.

If you are in crisis, text or call 988 (Suicide & Crisis Lifeline) or call 911. Waymark is not monitored in real time and is not an emergency service.

Changing your number

Tell your coach or update your profile if your mobile number changes. If a number is reassigned to someone else and they receive messages meant for you, reply STOP from that handset and contact us so we can remove it.

Supported carriers

Messages are supported on major U.S. carriers. Waymark is offered in the United States only, and we do not send text messages to numbers outside the U.S.

Contact

Waymark Inc.
Shawnee, Oklahoma 74801
Coaching@waymarkinc.com

Coach and Organization Terms

Effective date: December 7, 2026

Last updated: November 1, 2026

These Coach and Organization Terms are the part of the Waymark agreement written for the people who license the Platform: an Organization running its own practice on Waymark, and an individual Coach licensing it for their own practice. A Client never accepts this document.

1. Who this is for

This document applies to you if you create or run an Organization on the Platform, or if you license the Platform as an individual Coach. It is the rest of your agreement with Waymark Inc.: what you pay, what your trial is, how your Clients are billed, what you are responsible for, and what happens to your data when you leave.

It does not apply to a Client. A Client's rules are in the Terms of Service.

2. How this fits with the Terms of Service

The Terms of Service is the main agreement, and it applies to you as well. It carries the definitions used here, and the rules on accounts, acceptable use, content and intellectual property, privacy and data, third-party services, disclaimers, limitation of liability, indemnification, electronic signatures, changes, governing law and notices.

By creating an Organization or an individual Coach account, or by logging in and using the Platform in either role, you agree to both documents. Where this document and the Terms of Service address the same subject, this document controls for that subject; everything else is governed by the Terms of Service.

IF YOU DO NOT AGREE TO THESE TERMS, DO NOT USE THE PLATFORM AS A COACH OR AN ORGANIZATION.

3. If you are an Organization

3.1 Subscription, trial, and fees

Plan	Price	Free trial
Organization subscription	$249.99 / month	14 days
Solo Practice subscription — one coach, with no additional coach seats	$129.99 / month	14 days
Additional coach seat — each coach in your Organization beyond the first	$100.00 / month	Billed on the Organization subscription. Seats are corrected automatically, usually within the hour; the time left in the period is charged or credited on your next invoice. A credit is not a refund.
AI Companion add-on (optional)	$49.99 / month	No separate trial

All prices are in U.S. dollars (USD) and are per month. All plans are month-to-month: there is no minimum term and no long-term commitment.

The 14-day free trial. New subscribers get 14 days free, starting the moment the workspace opens. Nothing is charged unless you choose to subscribe. If you do not, the trial simply ends on day 14 and the workspace locks until you do.

Starting a free trial does not require a payment method. Your workspace opens immediately and runs for 14 days with no card taken and nothing charged. If you choose to subscribe from the Membership screen during those days, a card is captured at that point and any free days remaining are honoured. If you never subscribe, the workspace locks at the end of day 14 and you are charged nothing at all — there is no automatic conversion and no charge you did not choose. Once subscribed, the subscription renews monthly at the prices above until you cancel; cancelling stops future charges and the current period is not refunded (Section 3.4).

One free trial per Organization. We reserve the right to refuse a repeat trial; the Platform does not currently enforce this automatically.

Authorization to charge. By subscribing, you authorize Waymark and its payment processor (Stripe, for Waymark's own subscription billing) to charge your payment method the amounts above automatically, every month, until you cancel. You confirm the payment method is yours and that you are allowed to use it.

Auto-renewal — said out loud. Your Subscription renews automatically every month and your payment method is charged automatically, until you cancel.

Your first charge falls when any free days end; it then repeats monthly.
We email a reminder to the address on your account about 7 days before each renewal, telling you the amount and the date.

Failed payments. If a charge fails, we will try again and notify you. If a payment fails we retry it on our processor's standard schedule — roughly four attempts across about two weeks. Access continues throughout. If it is still unpaid at the end of that, the Subscription ends and Section 3.4 applies.

Taxes. Prices shown are inclusive of tax. No tax is added at checkout — the price you see is the amount charged. If a sales or use tax later proves to apply to your Subscription, Waymark will bear it out of that price rather than bill you on top of it, except for taxes on Waymark's own income. If that changes we will give the notice required for a price change under Section 20 of the Terms of Service. If you are tax-exempt, send valid documentation before your renewal date and we will apply it going forward, not retroactively.

Organizations are responsible for their own taxes on the coaching they sell. Because Clients pay you directly on your own processor, Waymark does not calculate, collect, report, or remit tax on your coaching revenue, and does not issue tax forms to your clients or to you for it.

Price changes. We may change Subscription prices. We will email the address on your account at least 30 days before a new price applies to you, and the new price takes effect on your next renewal after that notice. A price change never applies retroactively to a period you have already paid for. If you don't want the new price, cancel before that renewal.

3.2 AI Companion add-on

The AI Companion is an optional paid add-on purchased by an Organization, not by individual Clients. It is billed monthly alongside your Subscription, at $49.99/month, on Waymark's Stripe.

AI is off by default. New Organizations start with AI turned off. Purchasing the add-on enables it.

The add-on turns on the full AI for the Organization: the client-facing AI Companion, the coach-facing assistant, and the Organization's own knowledge base. It is one price for all three, not separate purchases.
Cancelling the add-on takes effect at the end of the period you have paid for, not immediately, and the Organization's knowledge base is kept rather than deleted — if you re-enable the add-on later, it is still there.
No refunds or proration for the add-on (Section 3.4).

Section 8 of the Terms of Service describes how the AI actually works, what it sends to third parties, and its limits. Read it before enabling this.

3.3 Your responsibilities for your Coaches and Clients

Whoever signs up on your Organization's behalf must have authority to bind it, and your Organization is responsible for everyone it adds to the Platform.

You are responsible for:

Checking your Coaches' credentials, supervising them, and for what they do with Clients. Adding a Coach to your Organization is your decision and your responsibility.
Deciding what Client information goes into Waymark, and giving your own Clients whatever notice and consent your profession and your state require — including that Waymark personnel may access their records as described in Section 7 of the Terms of Service. Waymark provides the Platform; it does not provide your client-facing privacy notice.
Collecting SMS consent from your own Clients before enabling text messages for them, and not making consent to texts a condition of receiving coaching.
Your own billing of your own Clients on your own processor: the accuracy of what you invoice, your own refund policy, chargebacks and disputes, and any consumer-protection, licensing, or tax rules that apply where you and your Client are located. Because your Organization licenses the Platform, Clients pay the processor their coach connected, never Waymark. (That is not the arrangement for Waymark Inc.'s own coaches — see Section 6.2 of the Terms of Service.)
Not telling Clients that Waymark is responsible for a payment your Organization collected.
Removing access promptly when someone leaves your Organization.

Insurance. Organizations and subscribing Coaches must carry any insurance the law requires of them for the coaching they provide, and are responsible for keeping it in force. Waymark requires nothing beyond that, does not verify, monitor, or hold any insurance on your behalf, and carries none that covers your coaching.

3.4 Cancellation, non-payment, and what happens to your data

Cancelling.

Cancelling is self-service. An Organization owner cancels from the Membership screen inside the app; you do not have to email us or wait for us to action it.
Cancellation timing. Cancelling stops the next renewal. Your access continues to the end of the period you have already paid for, and that final period is not refunded.
Refunds: there are none. You can cancel at any time, access runs to the end of the paid period, and there are no partial, pro-rated, or unused-time refunds. The 14-day free trial is the evaluation period — use it before you are charged. This applies the same way to the $129.99/month Solo Practice plan, the $249.99/month Organization plan, the $449.99/month individual Coach plan, and the $49.99/month AI add-on. Where a consumer-protection or automatic-renewal law gives you a refund right anyway, that law wins over this paragraph.
Changing plans. Adding the AI add-on takes effect immediately: it is charged in full when you buy it and renews monthly from that day. Dropping it takes effect at the end of the month you have already paid for (Section 3.2). Moving between the Solo Practice and Organization subscriptions takes effect when you make the change on the Membership screen, and the difference is pro-rated onto your next invoice; it is not charged on the spot, and a credit is not a refund. Moving between the Organization and individual-Coach plans takes effect at your next renewal. Apart from coach seats (Section 3.1) and a move between the Solo Practice and Organization subscriptions, we do not prorate mid-period, in either direction.
Disputed charges. If you dispute a Waymark Subscription charge with your bank, we may suspend the account while the dispute is resolved. Please contact us first — most disputes are a misunderstanding we can settle faster than a bank can.

What happens when a Subscription lapses.

If a Subscription is cancelled, expires, or is suspended for non-payment:

Access to the Platform stops. The Organization's coaches can no longer use the app.
The Organization's Clients also lose access to their portal. Their courses, worksheets, journals, messages, and scheduling become unavailable to them. That is a consequence for real people — please tell your Clients before you cancel.
Scheduled appointment reminders and SMS stop going out.
AI features stop.

A failed payment does not do this. Access ends only once the subscription has actually ended — that is, after the card retries have run their course and the subscription is genuinely gone. A single declined charge does not lock anyone out, and it never locks out your Clients, who are not party to the payment in the first place. A suspension imposed by Waymark for cause takes effect immediately, because that is a deliberate act rather than an accident.

Your data after a lapse. Nothing is deleted when access stops. A lapse suspends access; it does not remove records. Your Organization's client records, session notes, agreements, courses, library files, and scheduling history stay exactly where they are, and come back intact if you resubscribe.

Deleting is different from lapsing, and it is reversible for two years. When a Client, Coach, or Organization is deleted, the records are hidden immediately and the person's access ends at once — but they are not destroyed (a deleted Administrator is erased at once; an Organization may purge an archived Client sooner). They remain recoverable for two years, after which they are permanently purged from the Platform and cannot be restored to it. A backup copy made before the purge can still contain them until that copy is deleted (Section 12 of the Terms of Service). Deleting an Organization archives that Organization together with its coaches and its clients, as one unit.

We chose two years deliberately: coaches frequently have professional or legal recordkeeping obligations that outlast a business relationship, and a delete button that destroys those records the instant it is pressed serves nobody. Coaches should keep their own copies — after two years we cannot produce them, save what Section 12 of the Terms of Service keeps longer.

Coming back. You can resubscribe at any time from the Membership screen. Any unpaid balance must be settled first. There is no reactivation fee. A free trial already used does not start again.

If a Coach leaves your Organization but the Organization continues, the Organization keeps the client records and session notes created inside it — the departing Coach does not take them. You reassign their Clients to another Coach, or to the Organization's owner, before that Coach can be removed — the Platform refuses the removal until you have, rather than letting people disappear into another coach's list. The departing Coach's own account is archived on the two-year clock described above, and their coach membership stops renewing. If a Client's Coach has left and the Client has not been reassigned, that Client's activity notifications and crisis alerts go to the Organization's owner, quoting a flagged message as they would have to the Coach, until you assign a new Coach. Notices about a problem with a payment, such as a failed charge, a refund or a dispute, stay with the Coach whose payment account took it. If you have published your own privacy policy, make sure it says so: a copy you published from the starter templates is yours, and it does not update itself.

4. If you are an individual Coach

4.1 Subscription, trial, and fees

Plan	Price	Free trial
Individual Coach subscription	$449.99 / month	14 days

Everything in Section 3.1 — trial mechanics, authorization to charge, auto-renewal, failed payments, taxes, and price changes — applies to you in the same way. Everything in Section 3.4 — cancellation, non-payment, lapse behavior, data retention, and reactivation — applies to your account and your Clients' access in the same way.

Month-to-month, no minimum term, no long-term commitment.

4.2 Billing your own Clients

This section applies to you because you license the Platform for your own practice. It does not describe an owner of Waymark Inc. coaching under Waymark Inc.'s own organization — those Clients' payments are collected on Waymark Inc.'s own account (Section 6.2 of the Terms of Service).

You are the merchant of record for your Clients' payments. You connect your own Stripe, PayPal, or Square account, and you invoice your Clients on it. Waymark does not receive or hold those funds and takes no cut of them.

You are responsible for:

Your own processor account and its terms.
The accuracy of what you invoice, your own refund policy, and your own chargebacks and disputes.
Any consumer-protection, licensing, or tax rules that apply to selling coaching where you and your Client are located.
Not telling Clients that Waymark is responsible for a payment.

Your professional responsibilities to Clients — credentials, scope of practice, mandatory reporting, referrals, record-keeping, SMS consent, notice to Clients — are the same as those listed in Section 6.1 of the Terms of Service and Section 3.3 above.

4.3 Certification and use of the Waymark name

You may say truthfully that you completed Waymark's certification track and that you use the Waymark platform. You may not:

Present yourself as Waymark, as an employee, agent, or partner of Waymark, or as speaking for Waymark.
Use the Waymark name, logo, or the Dr. Jim Talley name in a way that implies Waymark endorses, supervises, or is responsible for your coaching.
Resell, sublicense, or white-label the Platform as your own service without our written agreement.

See Section 23 of the Terms of Service — Waymark is not your employer, partner, or agent.

Using the Waymark name. A certified Coach may describe themselves as a "Certified Waymark Coach." They may not use Waymark's logo or marks, present themselves as employed by, partnered with, or supervised by Waymark, use Dr. Talley's name, image or writings in their own marketing, or imply Waymark endorses their practice — in each case without our written permission. We may withdraw permission, and certification, at any time.

5. You are independent

You run your own practice. Waymark is not your employer, partner, agent, joint venturer or franchisor, and this document does not make it one. You set your own prices, your own schedule, your own services and your own client agreements; you choose whom you coach and how you coach them, within the law and your own professional standards. Waymark does not supervise your sessions.

Your taxes, licences, registrations, insurance and business obligations are yours. Anyone you employ or engage — a coach, an assistant, an administrator — is yours, not Waymark's, and you are responsible for them.

The one exception is an owner of Waymark Inc. coaching under Waymark Inc.'s own organization; that is described in the Terms of Service.

6. Changes, ending your account, and where to ask

Changes to this document are made the way the Terms of Service describes for changes, and the current version is always the one published on this page.

Ending your Subscription, non-payment and what happens to your data afterwards are in Sections 3.4 and 4.1 above. Suspension and termination by Waymark, and notices, are in the Terms of Service.

Language. This document is written in English. The Spanish version is a courtesy translation; if the two ever differ, the English version governs.

Questions about this document go to support@waymarkinc.com.

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