Terms of Service

By creating an account, clicking “I agree,” or using the Service, you accept these Terms. If you’re accepting on behalf of a company or organization, you represent that you have authority to bind that organization, and “you” refers to that organization.

If you don’t agree to these Terms, don’t use the Service. We may update these Terms from time to time as described in General terms below.

Coaching Explained is a staff-training platform. Organizations (“Customers”) subscribe to give their staff (“Employees”) access to video and text-based courses, in-lesson questions, progress tracking, and completion certificates. Customers on eligible plans may also author their own private courses and use built-in AI tools — video question generation, and AI-assisted lesson, course, and slide-image creation — which rely on third-party AI and transcription providers (currently Anthropic, OpenAI, and AssemblyAI). See our Privacy Policy for how data flows to them.

We may add, change, or remove features at any time. We’ll try to give reasonable notice before removing a feature you’re actively relying on, but the Service is provided on an evolving basis and isn’t a fixed specification.

• You must provide accurate registration information and keep it up to date.
• You’re responsible for all activity under your account and for keeping your credentials confidential.
• You must be legally able to form a binding contract — the Service is not directed at, and may not be used by, anyone under 16.
• An organization manager is responsible for the staff they invite, the access codes they issue, and how those staff use the Service under that organization’s account.
• Notify us promptly at legal@coachingexplained.com of any unauthorized use of your account.

You agree not to use the Service to:

• Violate any law, or the rights of any third party (including privacy, IP, or publicity rights);
• Upload or generate content that is unlawful, fraudulent, defamatory, obscene, or that infringes anyone’s intellectual property;
• Use the Service, or any staff account, for any purpose other than the training of your own organization’s staff;
• Share an organization’s access code or staff login credentials with anyone outside that organization;
• Attempt to reverse-engineer, scrape, or probe the Service beyond normal use, circumvent rate limits, storage caps, or AI-credit quotas, or interfere with the Service’s operation or other customers’ use of it;
• Resell or white-label the Service itself as your own training platform without our prior written consent;
• Use the Service to build a directly competing product, or to upload spam, malware, or phishing content.

We may suspend or terminate accounts that violate this section, with or without notice depending on severity, as described in Termination.

“Customer Content” means any course, video, lesson, question, thumbnail, logo, or other material a Customer or its authorized staff editors upload or create on the platform using their own organization’s content tools (as distinct from Coaching Explained’s own official course library). You retain all ownership of Customer Content. You grant us a worldwide, non-exclusive license to host, copy, process, and transmit Customer Content solely to operate, maintain, and improve the Service for you — including sending relevant portions to our AI sub-processors when you use an AI generation tool.

You’re responsible for having the rights to any Customer Content you provide, including any video footage, images, or branding your organization uploads.

“Employee Data” means the progress, quiz/question responses, and certificates generated as your staff use the Service. As between you and us, Employee Data is processed on your organization’s behalf and instructions — we act as your service provider/processor for it under the terms of our Privacy Policy and, where applicable, our Data Processing Agreement.

By using the Service, you grant us a non-exclusive, royalty-free license to identify your organization as a customer of Coaching Explained, and to use your organization’s name and logo, in our marketing materials, website, sales materials, and press communications — for example, in a customer list, a “trusted by” section, or a brief case study describing how your organization uses the Service.

This does not extend to using any individual staff member’s name, photo, or likeness, to publishing a quote or testimonial attributed to your organization or its staff, or to describing your organization as a “partner” or any similar designation implying a relationship beyond a paying customer of the Service — any of those require your separate, specific approval each time.

You may opt out of this section, or ask us to stop a specific use already underway, at any time by emailing legal@coachingexplained.com; we’ll remove existing references within a reasonable time of your request. Nothing here transfers ownership of your trademarks or branding — you retain all rights to your own name and logo.

Lessons, quiz questions, and slide images created with the Service’s AI tools are generated by large language models and may be incomplete, outdated, or simply wrong — the Service does not guarantee the accuracy, completeness, or safety of any AI-generated content. Before publishing AI-generated material to your staff, you’re responsible for reviewing it, particularly where errors in safety, procedural, or compliance training could cause harm.

AI-generated course content is clearly created, reviewed, and edited through tools your organization controls — it is not a substitute for your own professional safety, medical, legal, or compliance judgment, and you are solely responsible for ensuring content published to your staff meets your organization’s own training and regulatory obligations.

AI tools in the Service generate content only — they do not grade, score, or make any decision about a staff member. Any such determination is made by your organization’s own human managers.

A completion certificate issued by the Service confirms only that a staff member finished a given course on this platform. It is not a professional license, regulatory certification, or safety qualification, and does not represent that Coaching Explained or any third party has verified the staff member’s actual competency, unless your organization’s own program independently makes that representation.

• Paid plans are billed in advance on a recurring monthly basis through our payment processor, Stripe, and auto-renew until cancelled.
• Fees are non-refundable except where required by law or stated otherwise at the time of purchase.
• You can cancel anytime from your billing dashboard; cancellation takes effect at the end of the current billing period.
• We may change pricing on renewal with reasonable advance notice; continued use after a price change takes effect constitutes acceptance.
• Usage beyond your plan’s included limits (staff seats, editor seats, video storage, AI credits) may be restricted or billed as an add-on, as disclosed on our pricing page or in your billing dashboard.
• Enterprise per-seat pricing is billed monthly based on the seat counts you configure, and prorates automatically when you adjust them.

We own the Service itself — its software, design, branding, and our own official course library — aside from Customer Content. We grant you a limited, non-exclusive, non-transferable license to use the Service and access our official courses per these Terms. Nothing here transfers ownership of our IP to you, and nothing transfers ownership of Customer Content to us beyond the license in Your content & data.

We respect intellectual property rights and respond to clear notices of alleged copyright infringement under the Digital Millennium Copyright Act (17 U.S.C. § 512) and equivalent laws elsewhere. Because Customers control what their own organization-authored courses contain, most Customer Content flowing through the Service is supplied by Customers, not us — but if you believe material accessible through the Service infringes your copyright, send a written notice to our designated agent that includes:

• A physical or electronic signature of the copyright owner or someone authorized to act for them;
• Identification of the copyrighted work claimed to be infringed;
• Identification of the material you claim is infringing, and information reasonably sufficient to locate it;
• Your contact information (address, phone number, email);
• A statement that you have a good-faith belief the use is not authorized by the copyright owner, its agent, or the law; and
• A statement, under penalty of perjury, that the information in the notice is accurate and that you are authorized to act on the copyright owner’s behalf.

Designated DMCA agent: DMCA Agent, reachable at dmca@bubagent.com. Copyright notices for Coaching Explained and Bubagent are handled by the same designated agent, which is why that address sits on a different domain. We’ll remove or disable access to material that is the subject of a valid notice, and notify the party that posted it. A party who believes their content was removed in error may submit a counter-notice with equivalent information, after which we may restore the content unless the original complainant files a court action.

We will terminate, in appropriate circumstances, the accounts of Customers who are repeat infringers.

You may stop using the Service and delete your account at any time. We may suspend or terminate your access if you materially breach these Terms (including Acceptable use), fail to pay fees due, or if required by law; where the breach is not urgent or security-related, we’ll give you a reasonable opportunity to cure it first.

On termination, your right to use the Service ends immediately. We may delete Customer Content and Employee Data after a reasonable grace period following termination, except where we’re required to retain it longer by law.

The following limitations apply to the maximum extent permitted by law, and do not limit liability that cannot be limited under applicable law (for example, liability for gross negligence, willful misconduct, or death/personal injury in some jurisdictions).

THE SERVICE AND ANY AI-GENERATED CONTENT ARE PROVIDED “AS IS” AND “AS AVAILABLE,” WITHOUT WARRANTIES OF ANY KIND, WHETHER EXPRESS, IMPLIED, OR STATUTORY, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, NON-INFRINGEMENT, OR THAT THE SERVICE WILL BE UNINTERRUPTED, SECURE, OR ERROR-FREE. COURSE CONTENT — INCLUDING AI-GENERATED CONTENT — IS FOR TRAINING PURPOSES ONLY AND DOES NOT CONSTITUTE PROFESSIONAL SAFETY, MEDICAL, OR LEGAL ADVICE. ORGANIZATION MANAGERS REMAIN SOLELY RESPONSIBLE FOR THE SAFETY PRACTICES OF THEIR STAFF AND CUSTOMERS.

TO THE MAXIMUM EXTENT PERMITTED BY LAW, NEITHER PARTY WILL BE LIABLE FOR ANY INDIRECT, INCIDENTAL, SPECIAL, CONSEQUENTIAL, OR PUNITIVE DAMAGES, OR LOST PROFITS OR REVENUES, ARISING FROM THESE TERMS OR THE SERVICE. EACH PARTY’S TOTAL LIABILITY ARISING OUT OF OR RELATED TO THESE TERMS WILL NOT EXCEED THE AMOUNT YOU PAID US IN THE 12 MONTHS BEFORE THE CLAIM AROSE.

You will defend, indemnify, and hold us harmless from any third-party claim, loss, or expense (including reasonable legal fees) arising from: (a) your Customer Content; (b) your use of the Service in violation of these Terms or applicable law; or (c) your own organization’s safety, training, or compliance practices, including any reliance on AI-generated or official course content in place of your own professional judgment.

We will defend, indemnify, and hold you harmless from any third-party claim that the Service, as provided by us and used in accordance with these Terms, infringes that third party’s U.S. intellectual property rights, excluding claims arising from Customer Content, your misuse of the Service, or your combination of the Service with products not provided by us.

Governing law. These Terms are governed by the laws of the State of Minnesota, United States, without regard to conflict-of-laws rules, except where mandatory local consumer-protection law requires otherwise (see below).

Binding arbitration & class-action waiver. Except for small-claims-court-eligible disputes or claims for injunctive relief to protect IP or confidential information, you and we agree to resolve any dispute arising from these Terms or the Service through binding individual arbitration administered by the American Arbitration Association (AAA) under its applicable rules, rather than in court. There is no right or authority for any dispute to be brought as a class, consolidated, or representative action. You may opt out of this arbitration agreement by emailing legal@coachingexplained.com within 30 days of first accepting these Terms, stating your intent to opt out.

EU/UK/Australian consumers. If you’re acting as a consumer (rather than a business) located in the EU, UK, or Australia, the arbitration and class-action-waiver provisions above do not limit any mandatory statutory right you have to bring a claim before your local courts or consumer authority, and nothing in these Terms restricts rights that applicable consumer-protection law does not allow to be waived.

• Changes. We may update these Terms; material changes will be notified by email or in-product notice at least 14 days before taking effect. Continued use after that constitutes acceptance.
• Assignment. You may not assign these Terms without our consent; we may assign them in connection with a merger, acquisition, or sale of assets.
• Severability. If any provision is found unenforceable, the rest of these Terms remain in effect.
• Entire agreement. These Terms, our Privacy Policy, and any order form or DPA you’ve signed with us make up the entire agreement between us on this subject.
• No waiver. Failure to enforce a provision isn’t a waiver of our right to do so later.

Questions about these Terms? Email us at legal@coachingexplained.com, or reach us through the contact page.