ELS Engine Privacy Policy

Effective date: October 13, 2026
Last updated: October 13, 2026

Who we are

ELS Engine is a learning, coaching and community platform operated by Expanded Learning Solutions LLC ("ELS", "we", "us", "our"), based in Atlanta, Georgia, USA.

Organizations ("Clients") use ELS Engine to run their own programs — for example, the ELS Leadership and Facilitation. Each Client has its own site address (for example, elslf.elsengines.com). This policy covers every ELS Engine site and the people who use them: participants, coaches, facilitators, program administrators and visitors.

Clients control their programs. When you join a Client's program, that Client decides who is enrolled, what you are asked to complete, and who in the program can see your work. ELS operates the platform on the Client's behalf and handles your information as described here. If you have a question about a specific program, you can contact the Client directly or contact us.

If you have questions about this policy, email fred@expandedlearningsolutions.com.

In short

• We collect what we need to run your program: your account details, the work you do in the platform, your coaching sessions and messages.
• We do not sell your personal information, and we do not use it for advertising.
• If you are a coach and connect your Google calendar, we read only your busy times and add only the coaching sessions booked in ELS Engine. We never read the titles or details of your other events.
• You can ask to see, correct or delete your information at any time.

1. What information we collect

Information you or your program give us

• Account details: name, email address, role in the program (for example, participant or coach), organization, job title, profile photo and other profile fields your program asks for.
• Sign-in details: your password is stored only in scrambled (hashed) form by our sign-in provider. ELS staff also use a two-step sign-in code.
• Your work in the platform: course and lesson progress, answers, reflections, uploaded files, assessments, certificates, hours logged and goals.
• Coaching: session bookings, availability, pre-work and post-work, session notes, follow-ups and action items. If your coach uploads or pastes a session transcript, or connects a recording service, we store that transcript so notes can be drafted.
• Community and messages: posts, comments, reactions, resources you share in a group and messages you send.
• Support requests you send to us.

Information collected automatically

• Technical information needed to keep the service working and secure: IP address, browser and device type, pages visited, and the date and time of activity.
• Cookies that keep you signed in and remember simple settings (such as light or dark mode). We do not use advertising cookies or cross-site tracking.

Information from services you connect

• Google Calendar (coaches only, optional): see Section 4.
• Video and recording services (coaches only, optional): if a coach connects Zoom or a recording service such as Fathom, we receive the meeting link and, where the coach chooses, the session transcript.

We do not collect payment card numbers. If a program ever charges fees through ELS Engine, payment details are handled directly by the payment processor, not stored by us.

2. How we use your information

We use your information only to provide and improve ELS Engine:

• to create and manage your account and sign you in;
• to deliver your program: courses, coaching, groups, messages, reminders and certificates;
• to send you program emails, such as session reminders, deadline notices and follow-ups from your coach;
• to let your coach and program administrators see your progress, as your program is set up;
• to draft coaching notes from a session transcript using AI, for your coach to review before anything is shared with you;
• to provide the AI tutor and AI feedback features your program turns on;
• to keep the platform secure, prevent misuse, fix problems and respond to support requests;
• to meet legal obligations.

We do not use your information for advertising, and we do not sell it or rent it to anyone.

3. Who we share information with

• People in your program, as your program is set up — for example, your coach sees your coaching work, and group members see what you post in that group. Coaching transcripts and a coach's private summary are never shown to participants; participants see only the follow-up their coach chooses to share.
• Your program's organization (the Client), which runs the program and can see its participants' information.
• ELS support staff, only to set up and support your program. Staff access is protected by two-step sign-in and recorded in an access log.
• Service providers that run parts of the platform for us, under contracts that limit their use of your information to providing their service:
  • Supabase — database, file storage and sign-in
  • Vercel — website hosting
  • Resend — sending email
  • Zoom — video meetings, when used by your program
  • Anthropic — AI features (drafting coaching notes, AI tutor and feedback). Information sent for AI processing is used only to produce the result and is not used to train AI models.
  • Google and Microsoft — only when a coach chooses to connect their calendar (Section 4)
• Legal and safety reasons, when required by law or to protect the safety of any person.
• Business transfers: if ELS is involved in a merger, acquisition or sale of assets, information may be transferred as part of that transaction, and this policy will continue to apply to it.

4. Google user data (coach calendar connection)

Coaches can choose to connect a Google calendar so that their busy times block coaching slots and booked sessions appear on their calendar.

What we access:

• Free/busy times only from your calendar, for roughly the next 60 days, so ELS Engine does not offer a coaching slot when you are busy. We do not read event titles, descriptions, attendees or locations.
• The events we create: when a session is booked, rescheduled or cancelled in ELS Engine, we add, update or remove that one event on your calendar. We do not change any other events.
• Your Google account email address, so you can see which calendar is connected.

How we use it: only to show your correct availability and keep your booked coaching sessions on your calendar. We do not use Google user data for advertising, we do not sell it, we do not use it to train AI models, and we do not send it to any AI service. People at ELS do not read your Google data except with your permission, for security reasons, or where required by law.

How we store it: your connection keys are stored encrypted. We store only the start and end times of your busy periods and the ID of each event we created — never the content of your other events.

How to remove it: disconnect at any time from Coaching → Capture settings in ELS Engine, or remove ELS Engine from your Google account's third-party access page. When you disconnect, we delete your connection keys and stored busy times, and remove the future sessions we added to your calendar.

ELS Engine's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

The same rules apply if you connect a Microsoft Outlook calendar or Calendly account when those options become available.

5. How long we keep information

We keep your information while your program uses ELS Engine and for as long as needed to provide it. When a Client's program ends or a Client asks us to, we delete or anonymize the program's information, except where we must keep some of it to meet legal obligations, resolve disputes or prevent misuse. Deleted information may remain in encrypted backups for a limited period before it is overwritten.

6. How we keep information safe

Information is encrypted in transit and stored with providers that encrypt it at rest. Each organization's information is kept separate from every other organization's. Access is limited by role, ELS staff use two-step sign-in, and staff access is logged. No system is perfectly secure, but we work to protect your information and will notify affected people and Clients of a security incident as required by law.

7. Children

Most ELS Engine programs are designed for adult professionals.

• Programs run by our Clients: if a Client enrolls participants under 18, the Client is responsible for obtaining any required parent or guardian permission.
• Student programs run by ELS (for example, BLOOM): ELS obtains permission from a parent or guardian before a student under 18 uses the site. A parent or guardian can ask to see, correct or delete their child's information, or withdraw permission, by emailing us.

We do not knowingly collect information from children under 13 without verifiable parental consent. If you believe a child's information has been collected improperly, contact us and we will delete it.

8. Your choices and rights

You can:

• see and update your profile information in ELS Engine at any time;
• ask for a copy of your information, or ask us to correct or delete it;
• stop non-essential emails using the link in those emails (program emails needed for your participation, such as session reminders, may still be sent while you are enrolled);
• disconnect any calendar or other service you connected.

To make a request, email fred@expandedlearningsolutions.com. We may need to confirm your identity first. If your request concerns a Client's program, we may work with that Client to respond. We will not treat you differently for making a request.

California residents have rights under California law, including the right to know what personal information we collect and how we use it, to request deletion and correction, and to not be discriminated against for exercising these rights. We do not sell or share personal information for cross-context behavioral advertising.

Do Not Track: because we do not track you across other websites, we do not change our practices based on browser Do Not Track signals.

9. Changes to this policy

We may update this policy. The "Last updated" date at the top shows when it last changed. If we make important changes, we will notify Clients and, where appropriate, users through the platform or by email.

10. Contact us

Expanded Learning Solutions LLC
Atlanta, Georgia, USA
fred@expandedlearningsolutions.com