Version 2 · Effective 2026-08-15

This document is a draft and has not yet been reviewed by legal counsel. It is not yet in effect.

Terms of Service

Effective date: August 15, 2026 · Version: 2

These Terms of Service ("Terms") govern access to and use of Coachstra (the "Service"), provided by Ladoos Consultancy BV, a company registered in Belgium (company number 0732908541, registered office at Poddegemstraat 112B, 1850 Grimbergen, Belgium) ("Coachstra," "we," "us"). Coachstra is offered worldwide — these Terms apply to your use of the Service regardless of where you or your clients are located, subject to Section 17 (Governing law and disputes).

1. Who this applies to

The Service is offered only to businesses and professionals acting in their trade, business, craft, or profession — not to consumers. By creating an account, you represent that you are using Coachstra in a professional capacity as a coach or coaching-practice operator, not as a private individual for personal purposes. This applies regardless of your country of residence. This B2B-only scope is why the Service is not subject to the EU Consumer Rights Directive's withdrawal right or equivalent consumer-contract regimes elsewhere; if any part of your use falls outside a professional capacity, tell us before signing up, as different terms would apply.

2. Description of the Service

Coachstra is a practice-management platform for coaches: client records, scheduling, session notes, AI-assisted transcription and summarization, contracts and e-signature, and related tools. Some features connect to third-party services (Stripe for payments, Zoom/Google Meet/Microsoft Teams for video, Google/Microsoft for email sync) that you authorize separately and that carry their own terms. Availability of third-party integrations is not guaranteed — a connected provider may change its API, restrict access, or become unavailable for reasons outside our control, and we are not liable for the resulting loss of functionality.

3. Accounts and eligibility

You must provide accurate registration information and keep your password confidential and secure — you are responsible for all activity under your account, including activity resulting from a compromised password. You must be at least 18 years old and legally able to enter into a binding contract to create a coach account.

4. Subscription, payment, and refunds

Fees are billed as described at signup or in your order confirmation, and are collected automatically through our payment processor (Stripe) unless we agree in writing to invoice you directly. Except where required by law, fees are non-refundable once a billing period has started; you may cancel at any time effective at the end of your current billing period. We may change pricing on notice; continued use after a price change takes effect constitutes acceptance.

Late payment. If a payment is not successfully collected, or an invoice we issue you is not paid by its due date, the outstanding amount bears default interest at 10.5% per year (calculated per commenced month), plus a fixed compensation of 10% of the outstanding amount (minimum €150) for the administrative cost of the default, under the Belgian Act of 2 August 2002 on combating late payment in commercial transactions (transposing EU Directive 2011/7/EU). Both are due automatically, without a prior formal notice being required. Non-payment of any amount when due makes all other amounts you owe us, even those not yet due, immediately payable.

5. Service availability

Coachstra does not guarantee uninterrupted or error-free availability of the Service. Scheduled maintenance, updates, or circumstances beyond our reasonable control may temporarily affect availability. Any specific uptime commitment for a paid plan tier, if we offer one, will be set out in a separate Service Level Agreement, not in these Terms.

6. Suspension

In addition to termination under Section 16, we may temporarily suspend your access to the Service — without deleting your data — where we reasonably believe your account is being used for abuse, malware distribution, or spam, where a payment has failed, or where we have a genuine, demonstrable reason to doubt you will meet your payment obligations to us. We will notify you before or promptly after suspending access on this basis, and will restore access promptly once the underlying issue is resolved.

Withholding payment. You may withhold payment from us only where we have committed a demonstrable, serious breach of these Terms that we have not remedied within one month of your written notice, and only if you have no outstanding payment obligations of your own to us at the time. This does not limit any right to withhold payment that cannot be excluded under the mandatory law of your own country of residence.

7. Acceptable use

Your use of the Service is also governed by our Acceptable Use Policy, which is incorporated into these Terms by reference. Material breach of the Acceptable Use Policy is grounds for suspension under Section 6 or termination under Section 16.

8. Your content and data

You retain ownership of your client data, session content, and any documents you upload. Coachstra processes this content solely to provide the Service, on your instructions, as described in our Privacy Policy and Data Processing Agreement. AI-generated notes, summaries, and transcripts derived from your sessions belong to you; we do not use your content to train models or for any purpose you have not instructed, as described in the DPA.

9. Data export

You may export your account and client data at any time during your subscription in commonly used machine-readable formats. Following termination or cancellation, your data remains available for export for 30 days before deletion per Section 9 of our Data Processing Agreement.

10. Feedback

If you voluntarily provide feedback, suggestions, or ideas about the Service, you grant Coachstra an unrestricted, royalty-free license to use them to improve the Service, without any obligation to you.

11. Intellectual property

Coachstra and its licensors retain all rights in the Service itself (software, design, trademarks). These Terms grant you a limited, non-exclusive, non-transferable license to use the Service for your own coaching practice during your subscription term. Nothing here transfers ownership of the Service to you.

12. Disclaimers and limitation of liability

The Service is provided "as is." AI-generated content (transcripts, summaries, notes) may contain errors and must be reviewed before relying on it or sending it to a client — see the AI notice on each such artifact. To the maximum extent permitted by law, Coachstra's total liability arising from these Terms or the Service is limited to the amount you paid us in the twelve months preceding the claim, and we are not liable for indirect, incidental, or consequential damages. Nothing in these Terms limits liability that cannot be limited under applicable law.

13. Force majeure

Neither party is liable for delay or failure to perform resulting from causes outside its reasonable control, including — without limitation — internet or cloud-infrastructure outages, failures of a telecommunications network, connection, or third-party service we rely on to provide the Service, power outages, war, riots, strikes or other labor disruptions, fire, flood or other severe weather, illness, and non-delivery or late delivery by our own suppliers or subcontractors. A party affected by such an event may suspend performance of its affected obligations for as long as the event persists, or treat the agreement as terminated without liability to the other party if the event makes performance permanently impossible or pointless, in either case on notice to the other party.

14. Export control and sanctions

You may not use the Service if you are located in, or are a national or resident of, a country or region subject to comprehensive trade sanctions, or if you are listed on any applicable restricted-party or denied-persons list. You are responsible for complying with export control and sanctions laws applicable to your use of the Service.

15. Invoice disputes

If you believe an invoice we issue you is incorrect, tell us in writing at info@coachstra.com within 8 days of the invoice date; an invoice is deemed accepted if not disputed within 15 days of that date. This does not affect any right you have under Section 6 to withhold payment for our own uncured breach.

16. Termination

Either party may terminate at any time per Section 4. We may suspend (Section 6) or terminate your account immediately for a material breach of these Terms or the Acceptable Use Policy, including a breach that creates legal or security risk for Coachstra or other users. On termination, we will make your data available for export per Section 9 and then delete it per the retention schedule described in our Privacy Policy and DPA, except where we are required to retain it by law.

17. Governing law and disputes

These Terms are governed by the law of Belgium, without regard to conflict of law principles. Any dispute will primarily be brought before the courts of the judicial district of Brussels (Vilvoorde division), though we may instead bring a claim before any other court that has competent jurisdiction under generally applicable law. This does not override mandatory consumer-protection, employment, or other rights that cannot be excluded by contract under the law of your own country of residence — including, but not limited to, an EU-based consumer's right to bring a claim in their own country's courts. Naming Belgium and the Brussels courts here is a default forum, not a removal of rights you cannot contractually waive.

18. Entire agreement

By creating an account or otherwise accessing the Service, you agree to these Terms in full; they apply regardless of any prior correspondence, proposal, or discussion, and take precedence over any of your own standard terms and conditions unless we expressly agree otherwise in writing. These Terms, together with the Acceptable Use Policy, Privacy Policy, and Data Processing Agreement, constitute the entire agreement between you and Coachstra regarding the Service, and supersede any prior agreements on this subject. Any deviation from these Terms is only valid if agreed by us in writing.

19. Severability

If any provision of these Terms is found unenforceable, the remaining provisions remain in full effect, and the unenforceable provision will be interpreted to best reflect its intent within the limits of applicable law.

20. Assignment

You may not assign these Terms without our prior written consent. We may assign these Terms in connection with a merger, acquisition, or sale of substantially all our assets, on notice to you.

21. Changes to these Terms

We may update these Terms from time to time. Material changes will be presented to you for re-acceptance the next time you sign in; continuing to use the Service after a non-material change takes effect constitutes acceptance.

22. Contact

Questions about these Terms: info@coachstra.com.

This document is a draft pending review. It is not yet in effect and must not be relied upon as binding until that review is complete — see Issue #35.