Privacy Policy

Comprehensive guide to data protection for youth football coaching professionals

Last updated: February 2026

Privacy Policy

Last updated: February 2026

1. Introduction

coachreport.ai ("coachreport.ai", "we", "our", or "us") is committed to protecting the privacy of our users, including coaches, club administrators, parents, and the young players whose data is processed through our platform.

2. Information We Collect

We collect the following types of information:

  • Account Information: Name, email address, club name, role
  • Player Information: Player names, dates of birth, positions, development assessments, performance metrics
  • Parent/Guardian Information: Names, email addresses for report delivery and communication
  • Usage Data: IP address, device information, browser type, pages visited, time spent on platform
  • Payment Information: Billing details processed securely through Stripe

3. How We Use Your Information

We use collected information to:

  • Provide and improve our player reporting services
  • Send reports to parents via secure magic links
  • Process payments and manage subscriptions
  • Communicate with you about your account and services
  • Ensure platform security and prevent fraud
  • Conduct analytics to improve user experience

4. Cookies and Tracking Technologies

We use cookies and similar tracking technologies to:

  • Authenticate users and maintain session state
  • Remember user preferences
  • Analyse site traffic and usage patterns
  • Provide personalised experiences

You can manage cookie preferences through your browser settings. Blocking cookies may impact platform functionality.

5. Third-Party Services

We use the following third-party services, each with their own privacy policies:

  • Stripe: Payment processing. Handles financial transactions securely with PCI DSS compliance.
  • MongoDB: Database services for secure data storage with encryption and access controls.
  • Anthropic AI: AI-powered report generation with strict data confidentiality measures.
  • Vercel: Hosting and deployment infrastructure

6. Data Protection for Children

We are committed to protecting children's personal information:

  • Player data is only accessible to authorised club personnel
  • Reports are shared only with designated parents/guardians
  • We do not collect unnecessary personal information from minors
  • Parents/guardians must provide consent for data processing
  • Data is anonymised and aggregated for any analytical purposes

If we become aware of unlawful data collection involving children, we will take immediate steps to delete such information.

7. Data Sharing and Disclosure

We do not sell personal data. We may share information:

  • With service providers necessary to operate our platform
  • When required by law or legal process
  • To protect our rights, property, or safety

8. Data Retention

We retain your data only as necessary:

  • Account data: While your account is active
  • Player reports: To enable progress tracking (max 7 years)
  • Usage data: Up to 24 months for analytical purposes

You can request data deletion at any time through your account settings or by contacting our privacy team.

9. Legal Basis and Processing Principles (UK GDPR)

We adhere to strict data processing principles:

  • Lawful, Fair, and Transparent: Clear communication about data use
  • Purpose Limitation: Data collected only for specific, explicit purposes
  • Data Minimisation: Collect only essential information
  • Accuracy: Maintain accurate and up-to-date data
  • Storage Limitation: Retain data only as necessary
  • Integrity and Confidentiality: Protect data from unauthorized access

Legal Basis for Processing:

  • Consent: Explicit parental/guardian consent for processing children's data
  • Legitimate Interest: Processing necessary for youth football development reporting
  • Contractual Necessity: Data processing required to provide coaching services
  • Legal Obligation: Compliance with sports safeguarding regulations

Special Considerations for Children's Data:

  • Data collected and processed with utmost care and protection
  • Explicit parental/guardian consent required
  • Data used solely for youth development purposes
  • No commercial exploitation of children's personal information

Your Rights (GDPR)

Under GDPR, you have the right to:

  • Access your personal data
  • Rectify inaccurate data
  • Request deletion of your data
  • Object to processing
  • Request data portability
  • Withdraw consent at any time

10. Security Measures

We implement robust security measures to protect your data:

  • Encryption in transit and at rest (TLS/SSL)
  • Secure authentication mechanisms
  • Regular security assessments and penetration testing
  • Access controls and multi-factor authentication
  • Compliance with UK and EU data protection regulations

11. International Data Transfers

Data may be processed in the UK and EU. We ensure appropriate safeguards are in place for any international data transfers.

12. Contact Us

For privacy-related enquiries or to exercise your rights, contact our Data Protection Officer:

Email: privacy@coachreport.ai
Address: Intelleqt AI Ltd (trading as CoachReport) Data Protection Officer C/O Regus House Troon Way Business Centre Humberstone Lane Leicester, LE4 9HA United Kingdom

13. Changes to Privacy Policy

We may update this policy periodically. We will notify you of significant changes via email or through our platform.