Effective Date: July 1, 2025
Last Updated: July 15, 2025

Introduction

Welcome to CoachFives, the feedback app designed to help youth soccer 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.

Contact information

Email: privacy@coachfives.com
Privacy Officer: CoachFives Privacy Team
Company: CoachFives, Inc.
Address: 867 Boylston St, 5th Floor, #2277, Boston, MA 02116, United States

1. Information We Collect

1.1 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 organisational details you provide

1.2 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)

We do not collect any information directly from minors. All player data is entered by authorised coaches or administrators. CoachFives does not have a direct relationship with players aged 6–14; it is a tool used by their coaches.

1.3 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
  • Cookies and similar tracking technologies — see Section 5 for full details

1.4 Payment and subscription data

When you subscribe to a CoachFives plan, payment processing is handled entirely by Stripe. We do not store your payment card details directly. We may retain:

  • Subscription plan type and billing cycle
  • Transaction history and invoice records
  • Billing contact name and email address
  • Country and postal code for tax purposes (collected by Stripe)

CoachFives never stores full payment card numbers, CVV codes, or bank account details. All card data is tokenised and held securely by Stripe in accordance with PCI-DSS standards.

1.5 Third-party content

Our app includes educational and instructional video content hosted by third-party providers. Viewing this content may be subject to those providers’ own data collection practices:

  • YouTube — general educational content
  • Vimeo — skill demonstration videos
  • Mux — video streaming and delivery infrastructure

2. How We Use Your Information

2.1 Primary purposes

  • Player development: track individual player progress and skill development
  • Coaching support: enable coaches to provide structured, positive feedback
  • Team management: organise teams, seasons, and coaching activities
  • Communication: send important updates about the service
  • Billing: process subscription payments and manage your account plan via Stripe

2.2 Service improvement

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

2.3 Legal compliance

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

3. AI-Powered Features

CoachFives uses artificial intelligence to support the generation of player feedback, coaching suggestions, and development reports. These features are powered by third-party AI models (currently the Claude API, provided by Anthropic, Inc.).

3.1 What data is shared with AI systems

To generate feedback and reports, certain data may be submitted to the AI model for processing:

  • Coach observation notes and skill ratings entered into the app
  • Player progress data (in anonymised or pseudonymised form where possible)
  • Contextual prompts constructed by CoachFives (not your raw text verbatim)

We take care to minimise the personal data shared with AI systems. We do not share player names or direct identifiers with AI providers where this can be avoided. Observation data is processed only to generate coaching output and is not used to train AI models.

3.2 Data retention by AI providers

Anthropic (our current AI provider) processes inputs transiently and does not use data submitted via API to train its models. For full details, see the Anthropic Privacy Policy at https://www.anthropic.com/legal/privacy.

3.3 Future AI features

As CoachFives develops, additional AI-powered features may be introduced. This policy will be updated to reflect any material changes in how AI systems are used or what data is processed. We will notify users of significant changes.

4. Cookies and Tracking

We use cookies and similar tracking technologies to operate and improve our service.

4.1 Essential cookies

These cookies are necessary for the app to function and cannot be switched off. They are typically set in response to actions you take such as logging in or setting your preferences:

  • Session authentication cookies (set by Clerk to maintain your login session)
  • Security tokens to prevent cross-site request forgery

4.2 Analytics and performance cookies

These cookies help us understand how users interact with the app so we can improve it. Data collected is aggregated and not used to identify individual users:

  • App usage patterns and feature engagement
  • Error and performance monitoring

4.3 Third-party cookies

Embedded video content from YouTube, Vimeo, and Mux may set their own cookies when you view videos within the app. These are governed by those providers’ own privacy policies (see Section 13).

4.4 Managing cookies

You can control cookies through your browser settings. Disabling essential cookies may affect the functionality of the app. For more detail, see our Cookie Policy at coachfives.com/cookies.

5. Information Sharing and Disclosure

5.1 Within teams

  • Coaches within the same team can view player data for that team
  • Future feature: club-level administrators may access data for their organisation’s teams

5.2 Service providers

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

  • Clerk: authentication and user management
  • Stripe: payment processing and subscription billing
  • Render: data hosting and storage
  • Google: authentication services
  • YouTube, Vimeo, Mux: video content delivery
  • Netlify: documentation hosting
  • Anthropic: AI-powered feedback generation (see Section 4)

5.3 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

5.4 What we do not do

We do not sell personal information to third parties. We do not share data with commercial partners for marketing purposes. We do not currently share data with parents or guardians (a planned future feature).

6. Data Security

We implement appropriate technical and organisational 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
  • Payment security: card data handled exclusively by Stripe (PCI-DSS compliant)
  • 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.

7. Data Retention

We retain your information for as long as necessary to provide our services and meet our legal obligations. Our current retention approach is as follows:

  • Account and profile data: retained for the lifetime of your account, plus 90 days following account closure
  • Player data and coaching records: retained for up to 2 years after last activity
  • Billing and transaction records: retained for 7 years from the date of transaction
  • Usage and technical logs: retained for up to 12 months
  • AI processing inputs: not retained by CoachFives beyond the session in which they are generated

Users may request deletion of their personal data at any time (see Section 10). Deletion requests will be actioned within 30 days except where retention is required by law.

8. International Data Transfers

CoachFives, Inc. is incorporated in the State of Delaware and headquartered in Boston, Massachusetts, United States. Our primary markets include 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.

9. Your Rights and Choices

9.1 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 (actioned within 30 days)
  • Portability: receive your data in a portable format
  • Restriction: limit how we process your data
  • Objection: object to certain types of processing

9.2 Account management

  • Update your account information through the app
  • Manage team and player data within your coaching scope
  • Contact us at privacy@coachfives.com to request data deletion or account closure

9.3 Communication preferences

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

10. Children’s Privacy

CoachFives is designed for use by adult coaches and administrators. We do not knowingly collect personal information directly from children.

10.1 COPPA (under-13)

Under the Children’s Online Privacy Protection Act (COPPA), we do not knowingly collect personal information directly from children under the age of 13. CoachFives is a coach-facing tool: all player data (including data relating to players under 13) is entered by authorised adult coaches, not by the players themselves. The app does not have accounts for players and does not communicate directly with minors.

10.2 Players aged 13–14

CoachFives serves players up to the age of 14. Coaching and assessment data relating to 13–14 year olds is entered by coaches on behalf of their organisations, not by the players themselves. As such, COPPA does not directly apply to this data. However, coaches are responsible for ensuring they have appropriate institutional permissions before entering player data into the app.

10.3 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 organisation’s policies

10.4 If you are a parent

If you believe your child’s information has been collected inappropriately, please contact us immediately at privacy@coachfives.com. We will investigate and, where required, delete the relevant information promptly.

11. Regional Privacy Rights

11.1 United States — California (CCPA / CPRA)

California residents have specific rights under the California Consumer Privacy Act and the California Privacy Rights Act, including:

  • The right to know what personal information we collect, use, and share
  • The right to delete personal information we have collected
  • The right to correct inaccurate personal information
  • The right to opt out of the sale or sharing of personal information (we do not sell personal data)
  • The right to non-discrimination for exercising your privacy rights

To exercise any of these rights, please contact us at privacy@coachfives.com.

11.2 European Union (GDPR)

If you are located in the European Union, 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 your local supervisory authority
  • Right to withdraw consent where applicable
  • Enhanced rights regarding automated decision-making

11.3 United Kingdom

UK residents have equivalent rights under the UK GDPR and Data Protection Act 2018. You may also contact the Information Commissioner’s Office (ICO) at ico.org.uk if you have concerns about our data practices.

11.4 Other jurisdictions

We comply with applicable privacy laws in all jurisdictions where we operate. If you have questions about your rights in your jurisdiction, please contact us at privacy@coachfives.com.

12. Third-Party Services

Our app integrates with the following third-party services. Each operates under its own privacy policy:

  • Clerk (authentication and user management): clerk.com/privacy
  • Stripe (payment processing and billing): stripe.com/privacy
  • Render (data hosting and storage): render.com/privacy
  • Google (authentication services): policies.google.com/privacy
  • YouTube (educational video content): policies.google.com/privacy
  • Vimeo (skill demonstration videos): vimeo.com/privacy
  • Mux (video streaming and delivery): mux.com/privacy
  • Netlify (documentation hosting): netlify.com/privacy
  • Anthropic (AI-powered feedback generation): anthropic.com/legal/privacy

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, updates to applicable laws, or new features or services.

When we make material changes, we will:

  • Update the “Last Updated” date at the top of this policy
  • Notify users through the app or by email
  • Post the updated policy on our website

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

14. Contact Us

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

Email: privacy@coachfives.com
Privacy Officer: CoachFives Privacy Team
Company: CoachFives, Inc.
Address: 867 Boylston St, 5th Floor, #2277, Boston, MA 02116, United States

For EU residents, you also have the right to contact your local data protection authority. For UK residents, the relevant authority is the Information Commissioner’s Office (ICO) at ico.org.uk.

15. Governing Law

This Privacy Policy is governed by the laws of the State of Delaware, United States, without regard to conflict of law principles.