Privacy Policy

1. Introduction

Welcome to CoachFives, the feedback app designed to help youth football coaches deliver supportive, skill-building feedback to players aged 6-14. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our application and related services.

We are committed to protecting your privacy and handling your personal data transparently and securely. This policy applies to all users of the CoachFives application, website, and related services.

2. Information We Collect

2.1 Account Information

When you create a CoachFives account, we collect:

• Google Account Information: Name, email address, and profile information through our authentication provider (Clerk)
• Team Information: Team names, season dates, and organizational details you provide

2.2 Player Data

Coaches may enter the following information about players:

• Player names
• Skill assessments and progress tracking
• Observation notes and feedback records
• Potentially: age, jersey numbers, or playing positions (future features)

2.3 Usage and Technical Data

We automatically collect:

• App usage analytics and performance data
• Device information (device type, operating system)
• Log data (access times, pages viewed, errors)
• IP addresses and general location information

2.4 Third-Party Content

Our app includes:

• Educational videos hosted on YouTube
• User guides and documentation hosted on Netlify

3. How We Use Your Information

3.1 Primary Purposes

• Player Development: Track individual player progress and skill development
• Coaching Support: Enable coaches to provide structured, positive feedback
• Team Management: Organize teams, seasons, and coaching activities
• Communication: Send important updates about the service

3.2 Service Improvement

• Analyze usage patterns to improve app functionality
• Develop new features based on user needs
• Ensure app performance and security

3.3 Legal Compliance

• Comply with applicable laws and regulations
• Respond to legal requests and prevent fraud
• Protect the rights and safety of our users

4. Information Sharing and Disclosure

4.1 Within Teams

• Coaches within the same team can view player data for that team
• Future feature: Club-level administrators may access data for their organization's teams

4.2 Service Providers

We share information with trusted third-party providers who help us operate our service:

• Clerk: Authentication and user management
• Render: Data hosting and storage
• Google: Authentication services
• YouTube: Video content delivery
• Netlify: Documentation hosting

4.3 Legal Requirements

We may disclose information when required by law or to:

• Comply with legal processes
• Protect our rights, property, or safety
• Investigate potential violations of our terms
• Respond to emergencies involving personal safety

5. Data Security

We implement appropriate technical and organizational measures to protect your information:

• Encryption: Data is encrypted in transit and at rest
• Access Controls: Limited access to personal data on a need-to-know basis
• Secure Hosting: Data stored with reputable cloud provider (Render)
• Authentication: Secure login through Google accounts via Clerk
• Regular Reviews: Ongoing security assessments and improvements

However, no method of transmission over the internet is 100% secure. While we strive to protect your personal information, we cannot guarantee absolute security.

6. Data Retention

We retain your information for as long as necessary to:

• Provide our services effectively
• Comply with legal obligations
• Resolve disputes and enforce agreements

Currently, we do not automatically delete data based on time periods. Users may request deletion of their data (see Section 8 - Your Rights).

7. International Data Transfers

CoachFives is available globally, with primary markets in the US, UK, and other English-speaking countries. Your data may be transferred to and processed in countries other than your own, including the United States where our hosting provider operates.

When we transfer personal data internationally, we ensure appropriate safeguards are in place to protect your information in accordance with applicable data protection laws.

8. Your Rights and Choices

8.1 Access and Control

You have the right to:

• Access: Request a copy of your personal data
• Rectification: Correct inaccurate or incomplete information
• Erasure: Request deletion of your personal data
• Portability: Receive your data in a portable format
• Restriction: Limit how we process your data
• Objection: Object to certain types of processing

8.2 Account Management

• Update your account information through the app
• Manage team and player data within your coaching scope
• Contact us to request data deletion or account closure

8.3 Communication Preferences

• Opt out of non-essential communications
• Manage notification settings within the app

9. Children's Privacy

CoachFives is designed for use by adult coaches and administrators. We do not knowingly collect personal information directly from children under 13 (or 16 in the EU).

9.1 Coach Responsibility

Coaches are responsible for:

• Obtaining appropriate permissions before entering player data
• Ensuring compliance with local laws regarding youth data
• Maintaining confidentiality of player information
• Using the app in accordance with their organization's policies

9.2 If You're a Parent

If you believe your child's information has been collected inappropriately, please contact us immediately at alf@gracombe.com.

10. Regional Privacy Rights

10.1 European Union (GDPR)

If you're in the EU, you have additional rights under the General Data Protection Regulation:

• Legal basis for processing (legitimate interests in providing coaching services)
• Right to lodge complaints with supervisory authorities
• Right to withdraw consent where applicable
• Enhanced rights regarding automated decision-making

10.2 California (CCPA)

California residents have specific rights under the California Consumer Privacy Act regarding the collection, use, and sale of personal information.

10.3 Other Jurisdictions

We comply with applicable privacy laws in all jurisdictions where we operate.

11. Third-Party Services

Our app integrates with several third-party services, each with their own privacy policies:

• Clerk (Authentication): https://clerk.com/privacy
• Google (Authentication): https://policies.google.com/privacy
• Render (Hosting): https://render.com/privacy
• YouTube (Video Content): https://policies.google.com/privacy
• Netlify (Documentation): https://www.netlify.com/privacy/

We encourage you to review these policies to understand how these services handle your information.

12. Changes to This Policy

We may update this Privacy Policy from time to time to reflect:

• Changes in our practices
• Updates to applicable laws
• New features or services

When we make material changes, we will:

• Update the "Last Updated" date
• Notify users through the app or email
• Post the updated policy on our website

Continued use of CoachFives after changes indicates acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact us:

14. Governing Law

This Privacy Policy is governed by the laws of the European Union, without regard to conflict of law principles.

This policy is designed to be transparent about our data practices while providing you with control over your personal information. We're committed to protecting your privacy and will continue to update our practices as we grow and evolve.