PRIVACY POLICY
Arena Community LLC
Effective Date: March 3, 2026
Last Updated: July 20, 2026
1. Introduction
Arena Community LLC ("Company," "we," "us," or "our") operates The Arena Coaching Platform located at www.thearenasummit.com (the "Platform"). This Privacy Policy explains how we collect, use, disclose, and protect personal information when coaches create and use accounts on the Platform, individuals complete the Arena coaching program, and organizations participate in group coaching engagements.
By using the Platform, you agree to the practices described in this Privacy Policy. This Privacy Policy is incorporated into and forms part of our Terms of Use.
2. Roles of the Parties
The Company acts as a data controller with respect to coaching data collected directly from individuals who complete the Arena assessment. The Company acts as a data processor with respect to coaching notes and client data entered by coaches into the Platform. Coaches act as independent data controllers for their own coaching relationships, off-platform communications, and records.
If you are an program participant, your coach is an independent professional. The Company is not responsible for how your coach uses your coaching program results outside of the Platform.
3. Information We Collect
3.1 Information Collected from Coaches
When a coach creates an account, we collect: name, email address, authentication credentials, profile image (if uploaded), account activity logs (including IP address, browser type, and login timestamps), and license purchase history. Payment information is processed by Stripe, Inc. We do not store full credit card details on our systems.
3.2 Information Collected from Program Participants
When an individual participates in an Arena coaching program, we collect personal information including first and last name, email address, phone number (optional), country, job title, and employer (if provided). We also collect coaching data including quiz responses, program scores, and coaching report outputs. In addition, we may store coach-entered data including coaching notes and client profile updates.
4. How We Use Information
We use personal information to provide and operate the Platform, deliver coaching program results, generate individual and group analytics, facilitate coach-client access permissions, process license purchases, maintain security and prevent fraud, improve the Platform, and conduct research and benchmarking.
The Company may use anonymized and aggregated data for any commercial purpose, including research, benchmarking, product improvement, development of new products and services, publication of statistical insights, licensing to third parties, and sale of aggregate analytics. Anonymized and aggregated data that does not identify any individual is not considered personal information for purposes of this Privacy Policy.
5. Legal Bases for Processing (GDPR)
If you are located in the European Economic Area, the United Kingdom, or a jurisdiction with similar data protection requirements, we process personal data under the following lawful bases: performance of a contract to which you are a party; our legitimate interests in operating, improving, and securing the Platform; your consent, where required; and compliance with legal obligations.
6. Sharing of Information
We do not sell personal information. Anonymized and aggregated data that does not identify individuals is not considered personal information and may be shared, licensed, published, or sold without restriction.
6.1 Coaches
Assessment results are shared with the coach who provided the applicable license code, subject to participant verification and consent mechanisms within the Platform.
6.2 Service Providers
We engage trusted third-party service providers for cloud hosting, email delivery, authentication, payment processing, and analytics. These providers are contractually obligated to protect personal information and may use it only as necessary to perform services on our behalf.
6.3 Legal Requirements
We may disclose personal information if required by law, regulation, legal process, or governmental request, or if we believe in good faith that disclosure is necessary to protect the rights, safety, or property of the Company, our users, or the public.
6.4 Business Transfers
In the event of a merger, acquisition, reorganization, bankruptcy, or asset sale involving the Company, personal information may be transferred as part of that transaction. We will provide notice if your personal information becomes subject to a materially different privacy policy.
7. Cookies and Tracking Technologies
The Platform uses cookies and similar tracking technologies for the following purposes:
Strictly Necessary Cookies. These cookies are essential for the operation of the Platform, including authentication, session management, and security features. They cannot be disabled.
Analytics Cookies. We use analytics tools to understand how the Platform is used, identify trends, and improve functionality. These cookies collect information in aggregated form.
Functional Cookies. These cookies enable enhanced functionality and personalization, such as remembering your preferences and settings.
You may manage cookie preferences through your browser settings. Disabling certain cookies may affect the functionality of the Platform. The Platform does not respond to "Do Not Track" browser signals at this time.
8. International Data Transfers
The Platform is operated from the United States. If you access the Platform from outside the United States, your information will be transferred to and processed in the United States. Where required by applicable law, we rely on appropriate safeguards, including Standard Contractual Clauses or other lawful transfer mechanisms approved by applicable regulatory authorities.
9. Data Retention
The Company retains personal information for as long as necessary to fulfill the purposes described in this Privacy Policy, comply with legal obligations, resolve disputes, and enforce our agreements. In general:
Coach account data is retained while the account remains active and for ninety (90) days following termination, after which it may be deleted unless retention is required by law. Assessment data is retained unless deletion is requested by the data subject, subject to the Company's legitimate interests and legal or contractual obligations. Coaching notes are retained while the coach account remains active and for ninety (90) days following termination. Audit logs are retained for security and compliance purposes.
If a coach is removed from a client relationship, the coach's access to that client's data is revoked, but the underlying coaching data may remain in the Company's systems in accordance with this policy.
The Company's right to retain and use anonymized and aggregated data survives termination of any account in perpetuity.
10. Your Rights
Depending on your jurisdiction, you may have the right to access, correct, delete, restrict processing of, port, or object to processing of your personal data, or to withdraw consent where applicable.
To exercise any of these rights, contact info@thearenasummit.com. We may need to verify your identity before fulfilling a request. The Company will respond to verified requests within thirty (30) days of receipt, or within such longer period as may be permitted by applicable law, in which case we will notify you of the extension and the reasons for it.
11. California Privacy Rights (CCPA)
If you are a California resident, you have the right to request disclosure of the categories of personal information we have collected, request deletion of your personal information, and know whether your personal information is sold or shared. We do not sell personal information. Requests may be submitted to info@thearenasummit.com.
12. Data Security
We implement commercially reasonable technical and organizational safeguards, including encryption in transit, role-based access controls, multi-factor authentication support, secure hosting environments, and audit logging. No system is completely secure, however, and the Company cannot and does not guarantee absolute security of your data.
13. Children's Privacy
The Platform is not intended for individuals under the age of sixteen (16). We do not knowingly collect personal information from children. If we learn that personal information of a child under sixteen has been collected, we will take appropriate steps to delete it promptly.
14. Automated Decision-Making
The Arena coaching program generates scores based on predefined coaching logic. It does not produce legally binding decisions or automated decisions with significant legal effect. All results are intended for coaching and developmental purposes only.
15. Changes to This Privacy Policy
The Company may update this Privacy Policy from time to time. For changes that the Company, in its sole discretion, determines to be material, we will notify coaches via email or Platform notification at least fifteen (15) days before the changes take effect. For non-material changes, the updated Privacy Policy will be posted with a revised "Last Updated" date. Continued use of the Platform after any update constitutes your acceptance of the revised Privacy Policy.
16. Contact Information
If you have questions about this Privacy Policy or our data practices, contact:
Arena Community LLC
1023 Fair Oaks Ave, South Pasadena, CA 91030
Privacy Inquiries: info@thearenasummit.com
Legal Inquiries: alisah@erwinmcmanus.com
Platform: www.thearenasummit.com