CoachCast helps coaches capture post-session observations, attribute them to the right athlete, and release feedback on the coach’s terms. This policy explains what we collect, how we use it, who we share it with, and how it is deleted. It applies to the CoachCast mobile app and the CoachCast web app (collectively, the “Service”).
1. Information we collect
We collect only what the Service needs to do its job:
- Account information. Your email address and, where you provide it, your name and the club/organisation you belong to. Authentication is handled for us by Supabase; we never store your password.
- Audio & video recordings. When a coach records a session, we store the audio (and video, if the coach turns it on) so it can be transcribed and reviewed. Recording only happens while the coach is actively recording, and the app tells you when the microphone or camera is in use.
- Athlete observations. The transcribed notes a coach makes about an athlete’s performance, including coaching points, progressions, and — separately — welfare or injury notes (see “The welfare-private model” below).
- Roster & relationship data. The athletes, groups, and family/guardian links a coach manages, so observations can be attributed and released to the right people.
- Push notification tokens. If you turn on push notifications, we store your device’s push token so we can deliver them. A push notification carries only a short title and a link into the app — the underlying coaching content never leaves the app. Signing out removes the token, and you can turn notifications off at any time in your device settings.
- Technical & diagnostic data. Limited device and error information used to keep the app stable. Crash reports are scrubbed of personal content before we see them.
2. How we use information
- Coaching capture. To record, transcribe, and organise a coach’s post-session notes — including offline, so a poor signal at the pitch-side never loses a recording.
- Attribution. To split a recording into discrete observations and attach each to the correct athlete.
- Coach-gated release. To prepare feedback for athletes and their families. Nothing reaches a student or parent until the coach explicitly releases it.
- Patterns & wisdom. To surface recurring themes and rewrite released feedback into language appropriate for each recipient.
- Service operation & safety. To authenticate you, prevent abuse (rate-limiting), and diagnose faults.
We do not sell personal data, and we do not use recordings or observations to serve advertising.
3. The welfare-private model
Coaches can mark notes as welfare or injury notes. These are treated differently from ordinary coaching feedback:
- Welfare and injury notes are never released to students or parents.
- They are visible only to authorised coaching/safeguarding staff within the athlete’s own club, enforced at the database level so they cannot leak through the athlete- or family-facing screens.
This separation is core to how CoachCast handles sensitive information and is enforced in code, not just by policy.
4. Children’s data
Many athletes coached through CoachCast are minors. We take this seriously:
- Athlete accounts and records are created and managed by the coach or club, under the club’s relationship with athletes and their families — not by direct sign-up from a child.
- For a minor athlete, privacy-sensitive controls (such as whether progress can be shared publicly) are guardian- or coach-controlled, not self-served by the child.
- We collect from and about minors only the information a coach needs to coach them, and we apply the same welfare-private protections described above.
If you believe a child’s information has been provided to us without appropriate authority, contact us at privacy@coachcast.io and we will delete it.
6. Data retention
We keep recordings, transcripts, and observations for as long as the coach or club needs them to provide coaching, plus the time needed for backups and legal obligations. When a recording is no longer attributed to any athlete, our retention sweep removes the underlying media. You can ask us to delete your data sooner (see below).
7. Deletion & your rights
You can request deletion of an athlete’s record or of an entire account. Deletion is authorised by a club administrator and then runs as a cascading, audit-logged erasure:
- Observations, notes, progressions, patterns, and their embeddings are permanently deleted.
- Recordings that, after deletion, no longer relate to any remaining athlete are removed from storage. Recordings that still depict other athletes are preserved — deleting media that shows other people would itself be a privacy harm.
- Each deletion is recorded in an audit log.
One caveat: feedback that has already been released and rewritten through the wisdom layer may persist outside the athlete’s record. Depending on where you live, you may also have rights to access, correct, or export your data. To exercise any of these, contact your club administrator or email privacy@coachcast.io.
8. Security & data location
Access to coaching data is restricted by role and enforced at the database level, so people only see what they are entitled to within their own club. Data is stored in our chosen region and protected in transit. No system is perfectly secure, but we work to protect your information and to limit who can reach it.
9. Contact us
Questions, requests, or concerns about this policy or your data: privacy@coachcast.io.