Legal
Privacy Policy
We keep it simple. Coachii collects only what it needs to connect coaches with parents and players, and we look after it carefully.
1. Who We Are
Coachii is a platform that connects adults — parents, players, and local sports coaches — to help them find each other, communicate, and manage coaching sessions.
We are the data controller for personal information collected through the Coachii platform (our iOS app and website). If you have any questions about this Privacy Policy, please contact us by getting in touch.
Coachii is available in the United Kingdom only.
2. Who This Policy Applies To
This Privacy Policy applies to:
- Coaches who create a profile and manage sessions on Coachii
- Parents and players who use Coachii to find coaches and enquire about sessions
- Guest participants — adults whose information is entered into Coachii by a coach for attendance purposes
All users of Coachii are expected to be adults aged 18 and over.
3. What Data We Collect
3.1 Account information
When you register, we collect:
- First name and last name
- Email address
- Your role on the platform (coach, parent, or player)
- Authentication credentials (handled securely via our authentication provider)
3.2 Coach profile data
Coaches create a profile that is visible to other users. This may include:
- Full name and profile photo
- Sport(s) coached
- Location and postcode
- Age groups coached
- Coaching badges, qualifications, and certifications
- DBS check status (self-declared; we do not independently verify this)
- A personal bio and any contact details the coach chooses to share
3.3 Parent and player data
Parents and players share:
- First name and last name
- Postcode (used for searching nearby coaches)
- Sports they are interested in
3.4 Session data
Coaches create and manage sessions on Coachii. This includes:
- Session title, sport, date, time, and duration
- Location and postcode
- Capacity and attendance records
3.5 Guest participant data
Coaches may record attendance for adult participants who do not have a Coachii account. This may include a participant's name and basic contact information provided by the coach. Coaches are responsible for ensuring they have appropriate permission before entering anyone else's information into Coachii.
3.6 Messages
We store messages sent between parents/players and coaches on the platform.
3.7 Device and usage data
When you use the Coachii app or website, we may automatically collect:
- Device type and operating system
- App version and crash reports
- General usage patterns (e.g. features used)
- Push notification tokens, if you enable notifications
- IP address and basic network information
3.8 Analytics
We do not currently use third-party analytics on the Coachii website or app. We do not sell this data.
4. How We Use Your Data
| Purpose | Examples |
|---|---|
| Provide the Coachii service | Creating your account, displaying coach profiles, managing session enrolments |
| Enable communication | Delivering messages between coaches and parents/players |
| Manage sessions | Letting coaches record and view attendance |
| Send notifications | Notifying you of session updates or messages (where enabled) |
| Improve the platform | Using anonymised usage data to fix issues and improve features |
| Ensure security | Detecting suspicious activity and enforcing our Terms of Service |
| Comply with the law | Responding to lawful requests from regulators or courts |
5. Lawful Bases for Processing
Under UK GDPR, we rely on the following lawful bases:
- Contract — to provide you with the Coachii service you have signed up for
- Legitimate interests — to operate, secure, and improve Coachii (e.g. usage analysis, fraud prevention); we have weighed these against your rights
- Consent — for optional features such as push notifications; you may withdraw consent at any time
- Legal obligation — where required to comply with applicable law
6. Sharing Your Data
6.1 What's visible to other users
- Coach profiles are publicly visible. Information a coach adds to their profile can be seen by any Coachii user.
- Messages are visible to the sender and recipient only.
- Session enrolment information is visible to the relevant coach.
6.2 Our service providers
We use a small number of trusted third-party services:
- Supabase — authentication, database, file storage, and real-time messaging
- Apple — iOS app distribution and push notification delivery
These providers act as data processors on our behalf. They may not use your data for their own purposes.
6.3 Legal requirements
We may share data if required by law or a valid request from a public authority.
6.4 Business transfers
If Coachii is acquired or merges with another organisation, your data may transfer as part of that process. We will notify you before that happens.
We do not sell, rent, or trade your data to third parties.
7. International Transfers
We aim to keep your data within the UK or EEA. Where a service provider uses infrastructure outside these regions, we ensure appropriate safeguards are in place (such as UK-approved standard contractual clauses). Contact us by getting in touch for more detail.
8. Data Retention
We keep your data only as long as needed.
| Data | Retention period |
|---|---|
| Account data | Retained while your account is active; deleted within 90 days of closure |
| Coach profile data | Retained while the account is active; deleted within 90 days of closure |
| Session and attendance records | 12 months from the session date |
| Messages | 12 months from the date sent |
| Guest participant data | 12 months from the date entered, or until the coach's account closes |
| Usage logs | Up to 12 months in anonymised form |
9. Your Rights
Under UK GDPR, you have the right to:
- Access the personal data we hold about you
- Correct inaccurate or incomplete data
- Delete your data in certain circumstances
- Restrict how we process your data
- Portability — receive your data in a portable format where feasible
- Object to processing based on legitimate interests
- Withdraw consent at any time (without affecting prior processing)
To exercise any of these rights, contact us by getting in touch. We will respond within one calendar month.
If you are unhappy with how we handle your data, you can complain to the Information Commissioner's Office (ICO):
Website: ico.org.uk
Phone: 0303 123 1113
Post: Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
10. Security
We use appropriate technical and organisational measures to protect your data, including encrypted storage and transmission (TLS/HTTPS), secure authentication, and internal access controls.
No online service is completely secure. If you believe your account has been compromised, contact us by getting in touch.
11. Cookies and Web Tracking
Our website may use strictly necessary cookies (e.g. session management). We request your consent before placing non-essential cookies, and you can manage them through your browser settings.
Our iOS app does not use cookies but may collect usage data as described in Section 3.7.
12. Changes to This Policy
We may update this Policy from time to time. We will notify you of significant changes via the app or by email. The "Last updated" date at the top will always reflect the current version.
13. Contact Us
If you have any questions about this Privacy Policy, please get in touch:
Email: support@coachii.app