Privacy Policy
Effective: June 22, 2026
Overview
This Privacy Policy explains how Luma Collective, LLC ("Luma Collective," "we," "us," or "our") collects, uses, shares, and protects personal information.
It applies to personal information we collect through our website, www.luma-collective.com, and through our services, programs, workshops, coaching engagements, events, forms, surveys, communications, client and sponsor relationships, contractor relationships, and other business operations.
"You" means website visitors, clients, prospective clients, sponsors, partner contacts, referral contacts, program participants, coaches, contractors, vendors, service providers, and other individuals who interact with Luma Collective.
Some relationships are also governed by separate agreements, including confidentiality terms, data processing addenda, or statements of work. Where those agreements apply, we handle information in accordance with them to the extent permitted by law.
Information We Collect
What we collect depends on how you interact with us.
You may provide directly to us:
Name, email, phone, mailing address
Company, job title, manager information, team name
Communications with us
Information submitted through contact forms, program forms, surveys, onboarding forms, assessments, or feedback tools
Billing, payment, tax, and transaction information
Professional bio, headshot, experience, and related business information
Contract records, invoices, scheduling, and program assignments
If you contact us through our website, we may collect your name, company, and email.
Program participants: name, email, company, title, manager and team information, attendance, participation and completion status, survey responses, assessment results, feedback, goals, and reflections submitted in connection with a program. Some surveys may ask for optional demographic or professional details (gender, race or ethnicity, location, leadership level, tenure as a manager) to help us evaluate program effectiveness and report aggregated insights.
Coaches, contractors, facilitators, consultants, and vendors: name, contact details, birthday month and day if voluntarily provided, professional bio and headshot, tax documentation (such as a W-9), payment records, contract records, availability, scheduling, and related business communications.
Automatically, through our website: IP address, browser and device information, pages viewed, referring URLs, approximate location, usage activity, cookies, and similar analytics data.
Sources of Information
We may collect personal information from:
You, directly
Your company, employer, sponsor, client organization, or program organizer
Clients, sponsors, partners, or referral sources
Coaches, contractors, facilitators, consultants, vendors, and service providers
Public sources such as LinkedIn, company websites, professional bios, and event pages
Website technologies like cookies and analytics tools
Third-party tools that support our business operations
How We Use Information
We use personal information to run our business and deliver our services. This includes using it to:
Respond to inquiries and communicate with clients, sponsors, partners, participants, coaches, contractors, and vendors
Provide coaching, consulting, facilitation, workshops, and programs
Administer programs, cohorts, and coaching engagements
Manage rosters, attendance, completion, and participation
Analyze survey responses, assessment results, feedback, and program outcomes
Prepare reports, summaries, and recommendations
Manage client, sponsor, partner, coach, contractor, and vendor relationships
Prepare proposals, contracts, invoices, and payment records
Process payments, tax forms, and accounting records
Onboard and coordinate coaches, contractors, and vendors
Maintain bios, headshots, decks, and program materials
Recognize birthdays or milestones where voluntarily provided
Maintain business contacts and referral relationships
Improve our services, programs, and website
Maintain security and prevent fraud or unauthorized access
Comply with legal, tax, accounting, and regulatory obligations
Enforce agreements and resolve disputes
We may also use publicly available professional information to prepare for meetings or programs, evaluate potential partnerships, and support relationship-building.
How We Share Information
We do not sell personal information.
We share personal information with service providers, vendors, contractors, and professional advisors who help us run our business. This may include providers supporting website hosting, analytics, forms, communications, scheduling, video conferencing, transcription, document storage, payroll, payment processing, accounting, legal services, insurance, and security.
We may also share information:
With clients, sponsors, or partner organizations as needed to administer programs
With coaches, contractors, or facilitators involved in delivering a program
With professional advisors such as lawyers, accountants, or auditors
To comply with legal obligations, subpoenas, or court orders
To enforce agreements or protect our rights, clients, or participants
In connection with a merger, acquisition, or sale of business assets
With your consent or at your direction
Program administration information, such as attendance and completion status, may be shared with clients, sponsors, or partner organizations.
Survey responses, assessment results, and similar program insights are generally reported in aggregated or de-identified form, unless a different approach is disclosed, authorized, or required for program administration.
We may use aggregated, de-identified, or non-attributed information, feedback, and program outcomes for marketing, proposals, case studies, and thought leadership. We do not intentionally identify an individual participant, coach, or client in testimonials, case studies, or marketing materials without appropriate approval.
Coaching Notes
Coaches may create individual coaching notes to support continuity of the coaching relationship.
We treat coaching notes as confidential. We do not share them with sponsors, employers, managers, clients, or other third parties, except where legally required, necessary to address a serious risk of harm or safety concern, or otherwise authorized by the participant.
Coaching notes are generally retained only for the duration of the engagement and deleted afterward, unless retention is legally required or necessary for a legitimate business or legal purpose.
Recordings, Transcripts, and AI Tools
We may record, transcribe, or use AI-assisted tools in workshops, meetings, coaching sessions, or programs.
Participants will be notified when a session is being recorded or transcribed, and where feasible, may choose not to appear on camera or adjust display settings.
Recordings and transcripts may be used for program administration, accessibility, follow-up, training, and recordkeeping. They may be shared with the meeting host, Luma personnel or coaches involved in the engagement, relevant service providers, and, where appropriate, clients or participants who missed the session.
Coaching calls are recorded only with the client's or participant's request or authorization, though they may be transcribed or summarized with appropriate notice.
We do not use recordings, transcripts, coaching notes, or AI-assisted outputs in a manner inconsistent with our confidentiality commitments.
Photos, Headshots, and Marketing Use
We may use coach, contractor, or facilitator headshots, bios, names, and titles in websites, decks, proposals, and marketing materials where appropriate.
We do not intentionally use identifiable participant photos, group screenshots, names, or testimonials in public marketing materials without appropriate approval, and we take reasonable steps to avoid including identifying details in non-attributed quotes or program stories.
Payments, Tax, and Accounting
We collect and process billing, payment, tax, and transaction information for client payments, contractor payments, and accounting.
Payments may be processed through third-party platforms. We may not receive or store full card numbers or bank details, but we may receive related transaction records, invoices, receipts, tax forms, and payment confirmations.
If we offer products or resources for purchase through our website in the future, we may collect order, payment, and shipping information through our site or third-party providers.
Cookies and Analytics
We use cookies and similar technologies to operate our website, understand usage, and improve performance, including essential cookies and analytics cookies such as Google Analytics.
We do not currently use advertising pixels, remarketing tags, or targeted advertising cookies.
You can manage cookie preferences through our cookie banner or your browser settings. If analytics cookies are disabled, the site should remain usable, though some features may not function.
Our website may not respond to all "Do Not Track" signals, as there isn't a uniform industry standard. Where required by law, we honor legally recognized opt-out signals.
Data Retention
We retain personal information as long as reasonably necessary for service delivery, program administration, reporting, and legal, tax, and recordkeeping purposes.
Coaching notes are retained only for the duration of the engagement, then deleted, unless retention is legally required.
Recordings, transcripts, AI-generated notes, and identifiable survey or assessment data are retained only as long as reasonably necessary for delivery, follow-up, and legal purposes. We de-identify, aggregate, or delete identifiable information when it's no longer needed, where feasible.
Aggregated or de-identified information may be retained indefinitely.
Your Choices and Requests
You may contact us to request access to, correction of, deletion of, or restriction of our use of your personal information, or to withdraw consent where applicable.
We'll respond in accordance with applicable law and our legal, contractual, and recordkeeping obligations, and we may need to verify your identity before fulfilling a request.
To submit a privacy request, contact us at:admin@luma-collective.com Subject: Data Request – Privacy
If we send marketing emails in the future, you can opt out using the unsubscribe link or by contacting us directly.
Security
We use commercially reasonable administrative, technical, and organizational measures to help protect personal information. No method of transmission or storage is completely secure, and we can't guarantee absolute security.
If we become aware of a security incident involving personal information, we'll respond in accordance with applicable law and our internal procedures.
International Users
Luma Collective is based in the United States. If you interact with us from outside the U.S., your information may be collected, used, or stored in the U.S. or other countries where we or our service providers operate. Where required, we rely on appropriate safeguards for international transfers.
Children
Our website, programs, and services are intended for adults and are not directed to children under 13. We do not knowingly collect personal information from children under 13, and if we learn that we have, we'll take steps to delete it.
Third-Party Links
Our website and materials may link to third-party sites we don't operate. Those sites have their own privacy practices, and we're not responsible for them.
Changes to This Policy
We may update this Privacy Policy from time to time. When we do, we'll update the "Last Updated" date above, and we'll provide additional notice if changes are material.
Contact Us
Questions, requests, or concerns about this Privacy Policy or our handling of personal information:
Luma Collective, LLC
Website: luma-collective.com
Email: admin@luma-collective.com
Subject: Data Request – Privacy