Privacy Policy

1. Information We Collect

1.1 Information You Provide to Us

• Account Information: Name, email address, phone number, organization details
• Player Information: Player names, dates of birth, ages, grades, jersey numbers, positions, home address, and emergency contact details
• Health and Safety Information (optional): Organizations may ask for medical notes, allergies, medications or insurance details on their registration forms, and coaches may record injury, concussion or conduct incidents involving a player. These fields are optional. They are visible only to that organization's administrators, the player's coaches, and the player's linked guardians
• Payment Information: Processed securely through Stripe. We do not store credit card numbers on our servers
• Communications: Messages and images sent through the platform chat, contact form submissions, support requests

1.2 Information Collected Automatically

• Server Logs: IP address, browser type, operating system (standard server logs for security)
• Push Notification Tokens: Device tokens for sending notifications
• Device Information: When you use the mobile app we record your device name, operating system and app version alongside your notification token, so we can deliver notifications and diagnose problems
• Access Records: When an administrator views a communication log, exports a roster, opens a deleted message or accesses an account for support, we record who did it, when, and from which IP address
• Cookies: We use essential cookies to maintain sessions and authentication
• Website Analytics: Our public marketing pages — the home page, Pricing, Features and FAQ — use Google Analytics to measure how those pages are found and used. Google Analytics sets its own cookies, which are not essential to the Service. It does not run on the registration forms, or on any page you see after signing in, so it does not track players, guardians or coaches using the platform. We have not enabled Google's advertising features or data sharing with Google's advertising products.

2. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve our services
• Process registrations and payments
• Facilitate communication between coaches, administrators, and families
• Send important notifications about teams, games, and events
• Respond to customer service requests and support needs
• Prevent fraud and enhance security
• Comply with legal obligations

3. How We Share Your Information

3.1 Within Your Organization

Information is shared with authorized users within your sports organization based on their role:

• Organization Administrators: Access to all organization data
• Coaches: Access to their team's player information and communications
• Parents/Guardians: Access to their own family's information

KoachSynk support access. To investigate a problem you report, a KoachSynk administrator can open your account and see it as you see it, including private conversations. Every such session is recorded with the administrator's identity, the account accessed, the time and the IP address. We use this only to diagnose and fix problems, and we do not use it to read messages absent a support request or a safety concern.

Messages are not private between members. Team and group chat sent through KoachSynk is stored on our systems and can be viewed and searched by administrators of the organization that the team belongs to. For teams run by an independent coach, that coach is the administrator. This access exists to protect members — it allows an organization to respond to concerns about conduct, bullying, or member safety, and to meet its own record-keeping and legal obligations.

Deleting a message removes it from your view only. When you delete a message you have sent, it is hidden from the conversation for you and for other members, but it is retained on our systems and remains visible to organization administrators, who can see that it was deleted. Please do not rely on deletion to withdraw something you have sent.

An administrator can hide a message, and that is recorded. An organization administrator can remove a message from a conversation. When they do, we store which administrator did it, when, and the reason they selected from a fixed list. The message itself is retained and stays visible to administrators, exactly as a deleted message does.

Everyone in that conversation sees, in place of the message, a note giving that reason. Your name and the time you sent it remain visible — the message is replaced, not the fact that you sent one. We notify you privately when a message of yours is hidden, with the same reason. Your organization decides what is hidden and can restore it; Section 4.4 of our Terms of Service describes when they may do so.

3.2 Service Providers

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

• Stripe: Payment processing
• Resend: Transactional and notification emails
• Render.com: Secure data storage and platform hosting
• Cloudflare R2: Image and file storage
• Ably: Real-time delivery of chat messages
• Expo: Mobile app push notifications
• Google Analytics: Usage measurement on our public marketing pages only (see section 1.2)
• Cloudflare: Bot and abuse protection on our login and contact forms, in addition to file storage
• Google: Push notification delivery to Android devices (Firebase Cloud Messaging), and web fonts
• Apple: Push notification delivery to iOS devices

App updates. The mobile app checks Expo for an updated version each time it launches. This happens whether or not you are signed in.

Content from other sites. Coaches can attach video links to drills and practice plans. When you open one, the video is loaded from that site — for example YouTube or Vimeo — inside the app, and that site can see your IP address and set its own cookies. We do not control those sites.

These providers are contractually obligated to protect your information and use it only for the services they provide to us.

3.3 Legal Requirements

We may disclose your information if required by law or in response to valid legal requests, such as:

• Compliance with court orders or subpoenas
• Protection of our rights and property
• Investigation of fraud or security issues
• Protection of user safety

3.4 Business Transfers

If KoachSynk is involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change in ownership or control.

4. Data Security

We implement industry-standard security measures to protect your information:

• Encryption: All data transmitted to and from our servers is encrypted using SSL/TLS
• Access Controls: Role-based access restrictions ensure users only see information relevant to their role
• Secure Storage: Data is stored on secure servers with regular backups
• Regular Audits: We conduct regular security audits and vulnerability assessments
• Employee Training: Our team is trained on data privacy and security best practices

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

5. Data Retention

We retain your information for as long as necessary to provide our services and fulfill the purposes outlined in this Privacy Policy:

• Active Accounts: Information is retained while your account is active
• Inactive Accounts: Data is retained for a reasonable period after account closure for legal and business purposes
• Legal Requirements: Some information may be retained longer to comply with legal obligations
• Deletion Requests: You may request deletion of your data (see Your Rights section below)
• Communications: Messages sent through team and group chat are retained for the life of the organization's account, including messages a member has deleted from their own view. This retention is deliberate and is described in Section 3.1

6. Your Rights and Choices

6.1 Access and Correction

You have the right to access and update your personal information at any time through your account settings.

6.2 Data Portability

You can export your data in a common format by contacting us at [email protected].

6.3 Deletion

You may request deletion of your account. When we delete an account we remove your profile, login credentials, contact details and notification tokens. Deletion is immediate and cannot be undone — we do not keep a recovery window, so please be certain before you ask.

Some records are not removed: messages you sent through team or group chat (see below), payment and transaction records we are required to keep, and team statistics and game records, which form part of the team's history.

Team communications are an exception. Messages you have sent through team or group chat are not removed on an individual deletion request. They form part of the organization's own communication record, which it may need in order to respond to a safety or conduct concern, or to meet a legal or record-keeping obligation — and a conversation cannot be kept accurate if one participant can remove their side of it. The organization that owns the team may request deletion of its communication records.

6.4 Notifications

You can manage your notification preferences:

• Push Notifications: Manage in the mobile app settings or your device settings
• Email Notifications: Contact us at [email protected] to adjust email preferences

Note: Some transactional emails related to your account and team activities cannot be disabled.

6.5 Cookies

Most browsers allow you to refuse cookies or alert you when cookies are being sent. However, some features of our platform may not function properly without cookies.

7. Children's Privacy

KoachSynk is a youth sports management platform designed to help organizations manage programs for children. We recognize the importance of protecting children's privacy:

• We collect children's information only through parent/guardian or organization administrator accounts
• Parents and guardians have control over their children's information
• We do not knowingly collect personal information directly from children under 13 without parental consent
• Parents may review, update, or request deletion of their children's information by contacting us

7.1 How we obtain parental consent

When a registration is submitted for a child under 13, we require the adult completing it to confirm that they are the child's parent or legal guardian and to consent to our collection and use of the child's information. We then email the parent or guardian address given on the registration with a link they must open to finish creating the account and confirm consent a second time. The child's account is not usable until that step is completed.

7.2 What we hold for a child under 13

First and last name, date of birth, the contact email address and phone number supplied by the registering parent or guardian, home address where the organization's registration form asks for it, team and roster assignment, availability, statistics, any optional health or safety information the organization collects, and messages the child sends in team or group chat.

A parent or guardian may review any of this, ask us to correct it, or ask us to delete it, by emailing [email protected].

8. International Users

KoachSynk is based in the United States. If you access our services from outside the U.S., please be aware that your information may be transferred to, stored, and processed in the United States. By using our services, you consent to this transfer.

9. Third-Party Links

Our platform may contain links to third-party websites or services. We are not responsible for the privacy practices of these third parties. We encourage you to review their privacy policies.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by:

• Posting the updated policy on this page with a new "Last Updated" date
• Sending an email notification to your registered email address
• Displaying a prominent notice on our platform

Your continued use of KoachSynk after changes are posted constitutes acceptance of the updated Privacy Policy.

11. Contact Us

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

12. California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to Know: You can request information about the personal data we collect, use, and share
• Right to Delete: You can request deletion of your personal information
• Right to Opt-Out: You can opt out of the sale of personal information (Note: We do not sell personal information)
• Right to Non-Discrimination: We will not discriminate against you for exercising your privacy rights

To exercise these rights, contact us at [email protected].

13. European Privacy Rights (GDPR)

If you are in the European Economic Area (EEA), United Kingdom, or Switzerland, you have additional rights under the General Data Protection Regulation (GDPR):

13.1 Legal Basis for Processing

We process your personal information based on:

• Contract: To provide the Service you requested
• Consent: For optional features (you can withdraw consent)
• Legitimate Interests: To improve our Service and prevent fraud
• Legal Obligations: To comply with applicable laws

13.2 Your GDPR Rights

• Right to Access: Request a copy of your data
• Right to Rectification: Correct inaccurate data
• Right to Erasure: Request deletion ("right to be forgotten"), subject to the retention exceptions described in section 6.3
• Right to Restrict Processing: Limit how we use your data
• Right to Data Portability: Receive your data in a portable format
• Right to Object: Object to processing based on legitimate interests
• Right to Withdraw Consent: Withdraw consent at any time

13.3 Contact and Complaints

For GDPR inquiries, contact our privacy team at [email protected]. You also have the right to lodge a complaint with your local data protection authority.