Privacy Policy

How we collect, use and protect your personal data.

Last updated: 26 May 2026

1. Who We Are

CoachSolo ("we", "us", "our") provides a coaching management platform consisting of an iOS app for coaches, a website at coachsolo.co.uk, a parent portal at coachsolo.co.uk/coachfind, and coach booking pages. Our services help coaches manage athletes and sessions, and help parents find coaches, book sessions, and track their children's progress.

For UK data protection law (UK GDPR and the Data Protection Act 2018), CoachSolo is the data controller for personal data processed through our platform. Coaches may also act as independent data controllers for athlete and parent data they enter; where that applies, coaches are responsible for their own compliance, and CoachSolo processes that data on their instructions as a processor.

Contact: hello@coachsolo.co.uk

2. Account Types

We process personal data for two main user types:

  • Coaches — adults who create a coach profile, manage sessions and athletes in the iOS app, and optionally accept online bookings and payments.
  • Parents — adults who create a parent account on the Website to search for coaches, book sessions, and manage information about their children.

CoachSolo is not intended for direct use by children. Data about minors is provided by coaches or parents and is controlled in accordance with this policy and applicable law.

3. Data We Collect

Depending on how you use CoachSolo, we may collect:

  • Account and identity data: email address, authentication tokens, account type (coach or parent), and sign-in activity (including one-time passcode verification).
  • Coach profile data: display name, bio, sports coached, qualifications, session policies, optional profile photo, city, and postcode or service area.
  • Parent profile data: name, email address, and location preferences (e.g. postcode and search radius) used in CoachFind.
  • Child / athlete data: first name, date of birth or age group, sport, enrolment details, attendance, progress notes, ratings, and optional training photos or video clips uploaded for Solo-Assist analysis.
  • Session and booking data: scheduled times, locations, capacity, availability slots, booking status, attendance records, and lesson plan assignments.
  • Payment-related data: booking amounts, payment status, Stripe transaction and checkout session identifiers, and coach Stripe Connect account status. We do not store full card numbers or bank account details — these are handled by Stripe.
  • Communications data: emails sent via our platform (confirmations, OTP codes, reminders) and, where enabled, SMS messages sent via Twilio.
  • Technical data: device type, app version, IP address, server logs, and error or diagnostic information needed to operate and secure the service.
  • Waitlist data: email address if you submit a beta or waitlist form on the Website.

4. How We Use Your Data

We use personal data to:

  • Create and manage coach and parent accounts, including OTP email authentication.
  • Sync coaching data between the iOS app and our cloud database.
  • Display coach profiles and availability on the Website and parent portal.
  • Process session bookings and facilitate payments through Stripe Connect.
  • Send transactional emails (booking confirmations, sign-in codes, coach notifications).
  • Send optional SMS booking confirmations or reminders where Twilio is configured.
  • Provide Solo-Assist AI analysis of uploaded training clips when requested by a coach.
  • Maintain security, prevent fraud, and troubleshoot technical issues.
  • Improve CoachSolo based on aggregated or anonymised usage patterns.
  • Contact waitlist subscribers about product updates, where you have consented.

We do not sell your personal data, use it for third-party advertising, or build advertising profiles.

5. Legal Basis for Processing

Under UK GDPR, we rely on the following lawful bases:

  • Contract: processing necessary to provide the services you sign up for (account management, bookings, sync, payments).
  • Legitimate interests: operating and improving the platform, ensuring security, and communicating about your account or bookings — balanced against your rights.
  • Legal obligation: where we must retain or disclose data to comply with law.
  • Consent:for optional marketing to waitlist subscribers, and where coaches or parents provide explicit consent for specific processing (such as sharing a child's clip for AI analysis).

6. Where Data Is Stored

Coach data, parent data, bookings, and related records are stored in our cloud database hosted by Supabase (PostgreSQL). The iOS app maintains a local copy on your device for offline use and synchronises with the cloud when connected.

Optional profile photos and uploaded media may be stored in Supabase Storage or served from our Website infrastructure. We implement access controls so users can only access data they are authorised to see.

Data may be processed in the United Kingdom and, where our service providers operate internationally (for example Stripe, Supabase, or Resend), in other countries with appropriate safeguards where required.

7. Sharing Your Data

We do not sell or rent personal data. We share data only as needed to operate CoachSolo:

  • Between users:coaches see athlete and parent information relevant to their sessions; parents see their own children's bookings and progress shared by their coach.
  • Stripe— payment processing, Stripe Connect onboarding, and payout management. Stripe's privacy policy applies to payment data.
  • Supabase — database, authentication, and file storage infrastructure.
  • Resend — delivery of transactional emails.
  • Twilio — optional SMS delivery for booking confirmations or reminders.
  • Apple Inc. — App Store distribution, TestFlight beta distribution, and push notifications (APNs) where enabled.
  • Vercel Inc. — hosting of the Website and API routes.
  • AI service providers — when Solo-Assist is used, relevant frames or metadata from a training clip may be sent to a configured AI model provider for analysis. We do not use this data to train public models unless explicitly stated.
  • Legal authorities — if required by law, court order, or to protect rights and safety.

8. Data Retention

We retain personal data for as long as your account is active and as needed to provide the service, comply with legal obligations, resolve disputes, and enforce our agreements.

  • Account and coaching records are kept while your account exists, unless you request deletion.
  • Booking and payment records may be retained for up to seven years where required for accounting, tax, or legal purposes.
  • Local data on your iOS device remains until you delete the app or use in-app reset options.
  • Waitlist email addresses are retained until you unsubscribe or request deletion.
  • Server logs and security records are typically retained for a limited period (usually up to 90 days) unless needed for an investigation.

When data is no longer needed, we delete or anonymise it in accordance with our retention schedule.

9. Security

We use technical and organisational measures to protect personal data, including encrypted connections (HTTPS/TLS), access controls, authenticated API routes, and secure handling of payment data through Stripe. No system is completely secure; please use a strong email account and keep your devices protected.

10. Your Rights

Under UK GDPR, you have the right to:

  • Access the personal data we hold about you.
  • Request correction of inaccurate or incomplete data.
  • Request deletion of your data ("right to be forgotten"), subject to legal retention requirements.
  • Object to or restrict certain processing.
  • Request data portability in a structured, commonly used format where applicable.
  • Withdraw consent at any time where processing is based on consent.
  • Lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.

To exercise any of these rights, email hello@coachsolo.co.uk. We will respond within one month, as required by law. Parents may request access to or deletion of their children's data; coaches should also honour direct requests from parents for data they control.

11. Cookies and Similar Technologies

The Website uses essential cookies and local storage required for authentication sessions, security, and basic functionality (for example, keeping you signed in to the parent portal). We do not use third-party advertising or cross-site tracking cookies. You can control cookies through your browser settings, though disabling essential cookies may prevent parts of the Website from working.

12. Children's Privacy

CoachSolo is designed for adults (coaches and parents). We do not knowingly collect personal data directly from children under 18. Information about minors is entered by a coach or parent who confirms they have authority to do so. If you believe a child's data has been provided without appropriate consent, contact us and we will investigate promptly.

13. Solo-Assist and AI Processing

When a coach uses Solo-Assist, video frames or images from a training clip may be processed by an AI model to generate coaching feedback summaries. This processing is initiated by the coach, is intended for coaching purposes only, and does not replace professional judgment. Coaches should obtain appropriate consent before uploading clips that identify a child.

14. Changes to This Policy

We may update this Privacy Policy from time to time. Changes will be posted on this page with an updated date. Where changes are material, we will take reasonable steps to notify you. Continued use of CoachSolo after changes take effect constitutes acceptance of the updated policy.

15. Contact

For privacy questions, data subject requests, or concerns about how your data is handled, contact us at hello@coachsolo.co.uk.