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, ages, grades, jersey numbers, positions, emergency contact information
• 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
• Cookies: We use essential cookies to maintain sessions and authentication

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

3.2 Service Providers

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

• Stripe: Payment processing
• SendGrid: Transactional and notification emails
• Render.com: Secure data storage and platform hosting
• AWS S3: Image storage for chat
• Expo: Mobile app push notifications

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)

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 support@koachsynk.com.

6.3 Deletion

You may request deletion of your account and associated data. Note that some information may be retained for legal or legitimate business purposes.

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 support@koachsynk.com 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

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 privacy@koachsynk.com.