The ground rules for running a practice in Hey Vitae.

These Coach Terms apply to anyone who creates, joins, administers, or uses a coaching practice in Hey Vitae. “Practice” means the business, organization, or independent professional using the coach product. “You” means both the Practice and the individual acting for it.

The general Terms of Service and Privacy Policy are incorporated into these Coach Terms. These Coach Terms control if there is a conflict about the coach product, Practice Data, or a purchase made by a Practice.

Practice owners and team members must be at least 18. You represent that you are authorized to act for the Practice, accept these terms, access the client information made available to you, and perform the actions you take in the product.

The owner controls billing and team access. Every active team member may be able to use the Practice's shared roster and see the records available to the Practice, not only the clients assigned to that member. The Practice is responsible for keeping membership current, removing access promptly, and everything its members do through the account.

We do not verify professional licenses, certifications, education, experience, insurance, background, or other credentials. Creating or joining a Practice does not mean Functioning Labs approves, employs, supervises, or endorses it.

We grant the Practice a limited, non-exclusive, non-transferable, revocable license to use Hey Vitae for its own career-coaching operations during the term of the agreement. The Practice may not resell Hey Vitae, provide access to an unrelated business, or use the job-seeker product as a substitute for authorized practice access.

The Practice must not:

• Use client information for unrelated marketing, resale, data brokerage, or training the practice's own models.
• Invite, import, or contact a person without the notices, permissions, and lawful basis the practice needs.
• Share client information outside the practice except with authorized providers and people who are bound to protect it.
• Use delegated access to apply, message, impersonate, change settings, or otherwise act as the client.
• Try to bypass consent, access logs, billing controls, technical limits, or permissions.
• Upload material the practice does not have the right to use or process.

Practice Data means client and business information the Practice or its members submit, import, create, or maintain in the coach product. It may include names, email addresses, notes, files, custom fields, session and package records, assignments, outcomes, internal CRM information, and other practice-created records.

The Practice retains all rights it has in Practice Data. Functioning Labs does not claim ownership of it. The Practice is the data owner or controller, where those concepts apply, and Functioning Labs processes Practice Data as its service provider or processor to host, secure, support, and provide Hey Vitae, follow the Practice's product instructions, and meet legal obligations.

The Practice gives Functioning Labs the limited rights needed to store, copy, transmit, display, analyze, and otherwise process Practice Data for those purposes. The Practice represents that it has the rights, permissions, notices, contracts, and lawful basis needed for the Practice Data and its instructions.

A Practice may create an offline client record without a Hey Vitae account or invitation. The Practice supplies and controls the information in that record; Hey Vitae does not provide it. Adding an email address to an offline record does not cause Hey Vitae to contact the person.

The Practice is responsible for telling clients that it uses Hey Vitae, providing its own privacy notices, responding to requests, and obtaining consent or another lawful basis where required. It may send an invitation only when it is permitted to contact that person.

If a person asks us to access, correct, or delete Practice Data, we may refer or forward the request to the Practice. The Practice must respond as required by law and reasonably cooperate with Functioning Labs when assistance is needed.

Practice Data is different from a connected client's live Hey Vitae workspace. The client keeps ownership and control of that workspace. A Practice receives access only after the client accepts an invitation or uses a join code, and only to the information and actions described on the consent screen and in the Privacy Policy.

The Practice must use connected workspace information only to coach that client, preserve its confidentiality, and honor the client's choices. Every active Practice member may have access, and access events are logged for the client. The Practice may not represent that access is secret, permanent, or broader than Hey Vitae actually provides.

When a client withdraws access or the engagement closes, the Practice immediately loses access to the live workspace and cannot add new material through that connection. It may continue to keep its own Practice Data as described below.

Practice Data remains in the Practice account until an authorized Practice member deletes it or the Practice asks Functioning Labs to delete it, subject to backups, legal holds, security records, billing records, and other required retention. Closing a client connection does not itself delete private notes, files, custom fields, sessions, packages, outcomes, CRM records, or closing summaries.

The Practice should keep only what it needs and delete records under its own retention obligations. A Practice owner may request an export through available product tools. To close a Practice or request deletion while self-service Practice deletion is unavailable, the owner must contact hello@heyvitae.com. We may verify identity and authority before acting.

Hey Vitae may automatically generate a private pre-session brief for an authorized coach using limited client context already available through an active connection. A coach may also ask Hey Vitae to draft recaps or next steps from the Practice's own notes. These are drafts for the coach; they do not automatically send a message, assign a task, or change the client's workspace.

The Privacy Policy describes the categories these features include and exclude. The Practice is responsible for reviewing AI output and for any advice, note, task, document, or communication it chooses to use. AI can be wrong and does not replace professional judgment.

A Practice may connect an external assistant such as ChatGPT or Claude where available. The Practice chooses that provider and is responsible for its account, terms, privacy practices, permissions, prompts, and use. The assistant receives only the limited product scope described to the client, and its access is logged.

There is no separate platform fee unless a price or offer says otherwise. A Practice pays the amount shown at checkout for each client subscription it chooses to sponsor. Sponsored subscriptions renew monthly until canceled or reduced. An added subscription may take effect and be charged during the current period; a reduction normally takes effect at the next renewal, so the Practice keeps the capacity already paid for and does not receive an unused-period credit.

Practice interview credits are one-time purchases for a shared Practice pool. Any bonus credits shown with a pack are part of that purchase. Credits expire one year after purchase, have no cash value, cannot be transferred outside the Practice, and are not refundable or replaceable after expiration.

All coach-product charges are final and non-refundable. This includes sponsored client subscriptions, renewals, prorated additions, interview credits, packs, and other Practice purchases. The job-seeker 15-day satisfaction guarantee does not apply. There is no coach-product satisfaction guarantee. This does not remove a non-waivable right or refund required by law.

The Practice authorizes Stripe and Functioning Labs to charge the selected payment method, including applicable taxes. Failed payments may pause sponsored access or other paid features. Pricing may change prospectively with notice where required or reasonably practical.

The Practice must protect client information, limit access to people who need it, use reasonable security, and notify us promptly of suspected unauthorized access. The Practice is responsible for downloads and exports after they leave Hey Vitae.

Functioning Labs uses reasonable safeguards and providers to operate the service. The Privacy Policy lists current provider categories and explains international processing. Providers may change as the service evolves.

We may suspend or terminate Practice access for non-payment, misuse of client data, bypassing consent or permissions, a serious or repeated breach of these terms, legal requirements, or a reasonable security or safety risk. Where practical, we will give notice and an opportunity to address the issue.

The Practice remains responsible for charges already incurred and for its obligations concerning Practice Data. Sections that by their nature should survive termination, including ownership, payment, confidentiality, disclaimers, liability, and dispute terms, continue to apply.

Hey Vitae is software, not a coaching practice, employment agency, credentialing body, or professional regulator. Functioning Labs does not provide coaching through a Practice account and is not responsible for a Practice's advice, conduct, services, fees, promises, or client relationship.

We do not verify coaches, clients, credentials, licenses, certifications, backgrounds, or claims. We do not guarantee client participation, employment, interviews, placements, revenue, retention, results, or the accuracy of AI output.

The service disclaimers, liability limits, indemnity, intellectual-property, governing-law, venue, and change provisions in the general Terms of Service apply to the Practice and its use of the coach product. To the fullest extent permitted by law, the Practice is responsible for claims arising from its Practice Data, coaching services, team members, connected assistants, violation of law, or breach of these Coach Terms.

We may update these Coach Terms as the product, providers, pricing model, or law changes. We will update the effective date and provide additional notice for material changes where appropriate. Continued use after the effective date means acceptance of the revised terms.

Questions or Practice closure requests can go to hello@heyvitae.com.