Terms of Service

Last updated: February 11, 2026

These Terms of Service ("Terms") govern your use of the College Advisor platform ("Service") operated by Key Coaching ("we," "our," or "us"). By accessing or using the Service, you agree to be bound by these Terms.

1. Description of Service

College Advisor is a practice management platform for independent college counselors. The Service provides tools for managing student information, processing documents, and organizing counseling sessions.

2. Account Registration

To use the Service, you must create an account and provide accurate, complete information. You are responsible for:

• Maintaining the security of your account credentials
• All activities that occur under your account
• Notifying us immediately of any unauthorized access

3. Acceptable Use

You agree to use the Service only for lawful purposes and in accordance with these Terms. You agree not to:

• Upload content that violates any applicable laws or regulations
• Attempt to gain unauthorized access to the Service or its systems
• Use the Service to store or transmit malicious code
• Interfere with or disrupt the integrity of the Service
• Share your account credentials with unauthorized parties

4. Student Data and Privacy

You are responsible for obtaining informed consent from students and families before entering their information into the Service or uploading session recordings. At minimum, you should disclose to families:

• That you use a software platform (College Advisor) to manage student records and generate suggested session notes
• That session recordings, if used, are uploaded to the platform and transcribed
• That AI technology is used to generate suggested meeting notes and draft follow-up email content from session recordings
• That all student names and identifying information are removed before AI processing
• That their data is encrypted and stored securely, and is not shared with other counselors or organizations

You agree to:

• Comply with all applicable privacy laws and regulations
• Use student data only for legitimate counseling purposes
• Maintain appropriate confidentiality of student information
• Not upload student data for which you have not obtained appropriate consent

Our handling of data is described in our Privacy Policy.

5. AI-Generated Content

The Service uses artificial intelligence (currently Anthropic's Claude) to generate content including meeting notes, follow-up emails, and college recommendations. You acknowledge and agree that:

• AI-generated content is provided as drafts for your professional review and should not be treated as final without your review and approval
• You are solely responsible for reviewing, editing, and approving all AI-generated content before sharing it with students, families, or other parties
• AI-generated content may contain errors, omissions, or inaccuracies, and Key Coaching does not warrant the accuracy or completeness of any AI-generated output
• Your professional judgment, not AI output, should guide all counseling decisions and recommendations

6. Third-Party Integrations

The Service integrates with third-party services including Google Drive and Anthropic's AI API. Your use of these integrations is subject to the respective third party's terms of service. We are not responsible for the availability or functionality of third-party services.

7. Intellectual Property and Data Ownership

The Service and its original software, features, and functionality are owned by Key Coaching and are protected by applicable intellectual property laws.

Your data is yours. You retain full ownership of all content you upload to the Service, including student records, session recordings, documents, and any other materials. You also retain ownership of AI-generated content (meeting notes, emails, recommendations) produced by the Service from your content.

We claim no ownership interest in your data. We do not treat your content as non-confidential or non-proprietary. Our access to your data is limited to what is necessary to operate the Service on your behalf.

Upon termination of your account, your ownership rights survive. You may export your data before account closure, and we will delete all your data within 30 days of account termination per our Privacy Policy.

8. Service Availability

We strive to maintain high availability of the Service but do not guarantee uninterrupted access. We may modify, suspend, or discontinue the Service at any time with reasonable notice when possible.

9. Limitation of Liability

To the maximum extent permitted by law, Key Coaching shall not be liable for any indirect, incidental, special, consequential, or punitive damages resulting from your use of or inability to use the Service.

10. Indemnification

You agree to indemnify and hold harmless Key Coaching from any claims, damages, or expenses arising from your use of the Service or violation of these Terms.

11. Data Export

You may export your data from the Service at any time. Exported data includes student records, session metadata, intake responses, and uploaded documents. Exports are provided in standard formats (JSON or CSV) with time-limited download links for associated files. We will provide reasonable assistance with data export upon request.

12. Termination

We may terminate or suspend your account at any time for violation of these Terms. Upon termination, your right to use the Service will immediately cease. You may request deletion of your data in accordance with our Privacy Policy.

13. Changes to Terms

We reserve the right to modify these Terms at any time. We will notify users of significant changes via email or through the Service. Continued use of the Service after changes constitutes acceptance of the modified Terms.

14. Governing Law

These Terms shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflict of law provisions.