How we handle your data

Coachly is a coaching management platform for clubs and academies. This policy explains what personal data we collect when you use Coachly, how we use it, and the rights you have over it.

It applies to coaches, admins, athletes, parents and visitors who interact with our website, web app or communications. If you use Coachly on behalf of a club, that club is the controller of the data you and your athletes provide; we act as a processor on their behalf.

We collect only what we need to run the service. Most data comes from you or your club directly.

• Account data: name, email, phone, role in your club, password hash.
• Club data: club name, sections, training schedule, attendance, invoices, announcements.
• Athlete & parent data entered by coaches or admins: name, date of birth, contact details, rank, medical notes you choose to store.
• Billing data: subscription plan, payment status and invoice metadata (card details are handled by our payment provider and never stored on Coachly servers).
• Technical data: IP address, device and browser info, and diagnostic logs we need to keep the service reliable.

We use personal data for the following purposes:

• Providing the core product — accounts, sections, scheduling, attendance, announcements, invoices.
• Keeping the service secure — authentication, abuse prevention, audit logs.
• Supporting you — answering questions and debugging issues you report.
• Improving Coachly — aggregated usage analytics and crash reports.
• Communicating with you — product announcements, security notices and, with your permission, occasional product updates.

Where GDPR applies, we rely on these legal bases: performance of a contract (to deliver the service you or your club signed up for), legitimate interests (security, product improvement), legal obligations (tax, accounting) and consent (for optional communications).

We never sell personal data. We share it only with vetted processors that help us operate the service, under data-processing agreements:

• Cloud hosting and database providers.
• Email delivery and transactional messaging providers.
• Payment processors for subscriptions and invoices.
• Analytics and error-monitoring tools that help us keep the product healthy.
• Authorities, when we are legally required to disclose data.

We keep account and club data for as long as the account is active. When a club deletes its workspace, we remove or anonymize personal data within 30 days, except for records we must retain for legal or accounting reasons (such as invoices, typically kept for up to 7 years).

Depending on where you live, you may have the following rights over your personal data:

• Access a copy of the data we hold about you.
• Correct inaccurate or incomplete information.
• Delete your data, subject to legal retention periods.
• Object to or restrict certain processing activities.
• Port your data to another provider.
• Withdraw consent at any time, where processing is based on consent.

We use a small number of cookies: strictly necessary cookies (sign-in session, CSRF protection, language and theme preferences) and privacy-friendly analytics that help us understand product usage without identifying individuals. You can disable non-essential cookies in your browser.

Clubs often manage data about athletes who are minors. Coaches and admins must only upload such data with the consent of a parent or legal guardian, and in line with local laws. If you believe a child's data has been added without proper consent, contact us and we will remove it.

We primarily process data in the European Union. Where data is transferred outside the EU, we rely on Standard Contractual Clauses or equivalent safeguards to ensure the same level of protection.

We may update this policy as the product evolves or when legislation requires it. When we make material changes, we will notify you via email or an in-app banner at least 14 days before they take effect.

If you have questions about this policy, want to exercise your rights, or need to reach our Data Protection contact, write to [email protected]. We aim to reply within 5 business days.