Privacy Policy - Imagine That Performance

Privacy and what we do with what you tell us

Last reviewed and current as of April 30, 2026.
Substantive commitments last changed on April 30, 2026.

Our Commitment

Imagine That Performance is a coaching practice. We work with executive leaders who are asked to write down what their position makes hard to see, and we hold what they share with the discipline that ask deserves. This policy says exactly what we collect, exactly what we do with it, exactly what we will not do, and what happens if any of those rules need to change. Where the policy is silent on a specific situation, the controlling principle is the one we apply to the rest of our work: do not collect what we do not need; do not share what is not ours to share; do not let convenience to us be paid for in clarity to you. If anything in this policy is unclear or feels short of what you need, the contact at the bottom of this page reaches a member of the practice who reads everything.

Information We Collect

We collect three kinds of information, and we treat them differently.

The work you do with us. If you are a coaching client, a Think Tank member, or are completing a Shift Mirror or another reflection, you give us substantive content about your work, your leadership, and the questions you are working on. This is the most sensitive material we hold. The protections specific to it are described in the Think Tank Confidentiality clause and the Shift Mirror sections below.

Information you give us so we can work together. If you reach out about coaching, the Think Tank, or any other inquiry, you give us your name, your contact information, and the context you choose to include. If you become a client, we collect scheduling information and process payment through our payment provider (we never see your full card number). We use this information only for the obvious operational purposes (replying to you, scheduling the work, keeping the books, complying with legal obligations) and for nothing else.

Information your browser sends automatically. When you visit imaginethatperformance.com, our website hosting provider records standard server-log information (your internet protocol address, the pages you visited, the time and date, the type of browser). These records are kept by the hosting provider per its standard log-rotation policy and are then automatically deleted. Our website also uses a small set of cookies described in the Cookies section below.

What we do not collect: identifying details we did not ask for, anything you wrote in a draft you decided not to send, anything from your devices outside this website, and anything from any other source we did not get from you directly.

How We Use Your Information

We use the information you give us to do the work you came to us for. That means: replying to your inquiries, scheduling and conducting coaching engagements and Think Tank conversations, sending the emails you have asked to receive (and stopping when you ask us to stop), processing your payments, fulfilling our obligations under any agreement we have with you, and complying with applicable law.

Two uses we explicitly do not make. We do not sell, rent, lease, license, share, or otherwise transfer your information to any third party for that party’s marketing, advertising, or commercial purposes. We do not use your identifiable information to train any artificial intelligence model, except for the specific Shift Mirror uses described in the eight sections below and only under the rules those sections name.

One use we describe carefully. We may use de-identified, aggregated information about how our website is used and how our practice is read by leaders to improve how we work. The “How we use de-identified patterns” section below describes the rules that apply to Shift Mirror responses; the same principle applies to the rest of our practice: nothing identifiable, nothing reused outside the engagement it came from, nothing sent to any outside artificial intelligence service.

Think Tank Confidentiality

Content discussed in Think Tank sessions is confidential and is not recorded, documented, or shared. Your participation and the challenges you discuss remain private.

The Shift Mirror is a five-question reflection an Imagine That Performance client may complete during a coaching engagement, a Think Tank membership, or as a standalone diagnostic. Because the responses are the client’s own work, written in answer to questions designed to surface what their position makes hard to see. They receive surface-specific protections beyond the generic privacy practices above.

Where this policy names a role and the relationship-facing language on the Shift Mirror form names an individual, the role is the durable commitment and the individual is the current holder of that role. The form names today’s holder; the policy commits the role.

What we keep

We keep the answers a client writes (their raw responses), the observation our system generates from those answers, optional notes the assigned coach makes for follow-up, and a small audit log of who accessed what and when. We do not keep keystroke timings, draft revisions, or anything else not listed here.

How long

Identifiable raw responses, the generated observation, and any coach notes are kept while the engagement is active and for at least three years after the engagement closes, so we can support follow-up work and respond if you return to us later. After three years, the engagement file is reviewed at our next annual policy review for whether to retain longer or to purge. We may purge earlier at your request. De-identified patterns drawn from past responses may be retained indefinitely under the rules in “How we use de-identified patterns” below. If we receive a legal hold or subpoena, the purge is suspended only for the specific records named in that legal request, as described in “If we receive a legal request.”

Who can see it

While the engagement is active, raw Shift Mirror responses are read by the principal coach of Imagine That Performance and the coach assigned to the engagement. No one else inside or outside Imagine That Performance has access to them. No observation is released to the client until a person on that short list has read and approved it.

If the role of principal coach is vacated for any reason (succession, sale, wind-down, or temporary absence), a designated successor takes the role, and access to active-engagement raw responses passes with it. The successor inherits the same access discipline: raw responses are read only by the principal coach and the coach assigned to the engagement; no observation is released without human review and approval.

When your work with us is complete

When your engagement with Imagine That Performance ends, your identifiable Shift Mirror responses, the observation generated from them, and any associated coach notes are kept for at least three years so we can support follow-up work and respond if you return to us later. After three years, the engagement file is reviewed at our next annual policy review for whether to retain longer or to purge. You may request earlier deletion at any time. De-identified patterns drawn from those responses may persist under the rules below. If a legal hold is in effect on the date your engagement ends, the legal hold supersedes this disposition for the specific records named, and only for those records.

How we use de-identified patterns (and what we never do)

We may use de-identified, aggregated patterns from across our coaching practice to improve how we read leadership work, never your identifiable responses, never sent to any outside AI service, and never used to train any model on the substance of a single client’s engagement. Where we publish patterns drawn from this practice, the patterns are deliberately abstract enough that no individual engagement can be recognized in them.

What we never do: train any external AI service on Shift Mirror responses. Sell or share Shift Mirror responses with any third party for marketing, analytics, or any other purpose. Reuse identifiable responses for any work other than the engagement they were submitted to.

If we receive a legal request

If a court order, subpoena, or other legally binding request requires us to produce Shift Mirror responses, we resist the request where the law allows us to. Where we cannot resist, we notify the client whose responses are named in the request unless the order specifically prohibits notification. We produce only what the request specifically requires, narrowly construed, not the full record, not adjacent records, not metadata beyond what is named. Imagine That Performance does not preemptively share Shift Mirror responses with any law-enforcement, regulatory, or government body.

If Imagine That Performance changes hands

If Imagine That Performance is sold, merged, dissolved, or otherwise changes hands, the Shift Mirror confidentiality rules above travel with the practice. The successor entity inherits the same access discipline, the same retention rules, the same legal-process posture, and the same de-identification rules. If those rules cannot be honored by a successor, for example, an acquirer who would not accept the prohibition on outside-AI training. Imagine That Performance must purge identifiable Shift Mirror responses before the change-of-hands closes, rather than transfer them.

Email Communications

We send three kinds of email and the rules are different for each.

Coaching and Think Tank correspondence. If you are a coaching client or a Think Tank member, we will reply to your messages, send you scheduling and logistics for your engagement, and follow up on the work we are doing together. There is no unsubscribe for working correspondence inside an active engagement, because the correspondence is part of the work; if you want it to stop, end the engagement and the correspondence stops with it.

Operational notifications. If you have an account on our member portal, we will send you account-related notifications: password resets, security notices, scheduled-session reminders, terms changes that affect you. The security and account-management subset cannot be turned off because it is part of the service. Reminder emails can be turned off in your account settings.

Subscriptions and announcements. If you have asked to receive our list email, our newsletter, or any other recurring communication, you can unsubscribe at any time using the link at the bottom of any of those emails. We honor unsubscribe requests within twenty-four hours.

Three things we do not do: we do not buy email lists, we do not auto-subscribe you to anything when you fill out a form for something else, and we do not send marketing email to anyone in an active coaching engagement unless they have separately asked to be on our subscription list.

Tracking we want you to know about. The email tool we use records whether emails were opened and whether links were clicked. We use that information to decide what is worth sending next; we do not use it to score you, share with anyone, or send to any artificial intelligence service.

Cookies

Our website uses cookies for two purposes. First, the cookies that keep the site working: they remember that you are signed in to your member account, keep your form responses while you fill them out, and let you move between pages without losing your place. We cannot turn these off; the site would stop functioning. Second, a cookie that activates only at checkout to hand off your payment to our payment processor; it disappears after the transaction.

Site analytics is separate from cookies. We use an analytics service that records site usage in aggregate on our own infrastructure without setting cookies on your browser. No data leaves our infrastructure. You can block the analytics script in your browser settings if you prefer, and the site will keep working.

We do not use advertising cookies, retargeting cookies, social-media tracking cookies, or any cookie that follows you to other websites.

Third-Party Services

Some of the work we do depends on services we do not run ourselves. We disclose the categories below rather than naming specific vendors, because naming the systems that hold your information creates targeted-attack risk against those systems. We monitor each vendor’s practices and change vendors as needed; any change that would conflict with the commitments on this page is treated as a substantive change under the Changes section. If you want to know the specific vendors handling your information, write to us at support@imaginethatperformance.com and we will provide them on request.

Website hosting and infrastructure: a hosting provider that runs the public website and the member portal. Receives the page contents we publish and the standard server-log information described above.
Email delivery: an email-sending service that delivers the emails described in the Email Communications section. Receives the email addresses we send to, the contents of the emails, and standard delivery metadata.
Customer-records system: a customer-records service that maintains the working-relationship history. Receives contact information, records of emails exchanged, and tags describing the kind of relationship you have with the practice.
Session scheduling: a session-scheduling service that handles bookings. Receives the time you booked, the calendar event details, and your contact information for the booking.
Payment processing: a payment processor that handles card transactions. Holds the card data under its own rules and applicable financial-industry standards; we hold a payment token and a transaction record.
Website analytics: an analytics service that records site usage in aggregate without setting cookies on your browser, as described in the Cookies section.

Two operator commitments about these services. First: we choose each vendor in part because their privacy practices match the commitments on this page. If a vendor changes practices in a way that conflicts with what we have committed to you here, we change vendors rather than change our commitments. Second: if we become aware that a vendor in any of these categories has changed its terms of service in a way that would enroll our customer data into model training or fine-tuning, we treat that as a substantive change to this policy and notify you under the Changes section before we accept the new terms.

How we use artificial intelligence outside the Shift Mirror

We use artificial intelligence in two places.

First, an artificial intelligence assistant that we operate ourselves reads your Shift Mirror responses to prepare a working observation for your coach. The full description of how that works lives in the Shift Mirror sections above.

Second, we use general-purpose artificial intelligence tools to help us draft our own internal work: coaching notes, marketing copy, the outline of a website page, research summaries. When we use these tools, the content we are drafting is content that is already ours to publish. We do not feed identifiable client content (your responses, your messages, your engagement notes) into any general-purpose artificial intelligence service. The Shift Mirror rules above are the ceiling: nothing identifiable to a client goes to any outside artificial intelligence service.

We do not use artificial intelligence to make decisions about you. We do not score you, rank you, or compare you to other leaders using any artificial intelligence system. If a future part of our work uses artificial intelligence in any way that affects you, that surface will carry its own disclosure (the way the Shift Mirror form does), and this section will be updated to describe how the new surface fits these rules.

How we keep your information secure

We hold your information on our own infrastructure and through the categories of services described above. The specific things we do at the operator side:

The laptop the operator uses to read your work is encrypted at rest.
The website administrator interface and the customer-records administrator interface both require two-factor authentication.
The operator uses a password manager. Passwords are not reused across accounts.
Customer data on the operator’s local devices lives in encrypted folders only.
We do not use shared accounts. Every login is named to the person using it.

On the vendor side, encryption at rest and encryption in transit are required at procurement for any vendor in the categories described in Third-Party Services above.

If something goes wrong

If a vendor we use has a confirmed breach exposing your data, or if our own systems are breached in a way that exposes your data, we tell you. We tell you within seventy-two hours of confirming the exposure. We tell you what data classes were affected, what we know and what we do not yet know, what we are doing to contain it, and what we recommend you do. We do this because the trust the rest of this policy describes is empty if it does not extend to the moment something fails.

Your Rights

You may request:

Access to your personal information
Correction of inaccurate information
Deletion of your information
A copy of your data

Rights to deletion or copy of Shift Mirror responses are subject to the retention rules in “When your work with us is complete” above. Post-engagement records are retained for at least three years, then reviewed at the next annual policy review; you may request earlier deletion. Aggregate-insight derivatives are subject to the prohibitions in “How we use de-identified patterns.”

Contact

Questions about this policy? Write to us at support@imaginethatperformance.com or call 813-699-9614. Your message reaches the principal coach or another member of the practice authorized to handle privacy questions.

Changes

We update this policy when our practices change, when the law that governs our practices changes, or when we identify a section that needs to be clearer. We distinguish two kinds of update.

Editorial updates fix typos, broken links, or contact details without changing what we do. We make these silently and the “Last reviewed” date moves.

Substantive updates change what we collect, what we do with it, who else can see it, how long we keep it, or any commitment in this policy. For substantive updates, we update the policy text at least fourteen days before the change takes effect, we email anyone with an active engagement or active subscription to tell them what changed and why, and we keep the previous version of the policy available at imaginethatperformance.com/privacy-policy/archive for at least three years.

We review this policy at least once a year. The “Last reviewed” date at the top reflects the most recent review even when no text changed. The changelog below records what changed and when:

April 30, 2026: Substantive expansion. Added the Shift Mirror sections (responses, what we keep, how long, who can see it, when your work with us is complete, how we use de-identified patterns, if we receive a legal request, if Imagine That Performance changes hands), the artificial intelligence section, the security section, the breach-notification section, and the third-party services categorical disclosure, and revised the contact block (role-based reach), retention windows (three-year minimum + annual review), and substantive-change disciplines (fourteen-day advance email + archive).

[DATE]: [one-sentence summary of what changed]