🔒 Privacy Policy

Welcome to Pro Coach Studio ("we," "us," "our"). We are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our application and services (collectively, the "Service"). Please read this policy carefully. By using our Service, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

We collect information that you provide directly to us, information we collect automatically when you use our Service, and information from third-party sources.

Information You Provide to Us:

• Account Information: When you register, we collect your email address, display name, first and last name.
• Profile Information: You may provide additional information for your profile, such as your high school, state, primary and secondary sports, coaching positions, years of experience, and coaching roles.
• User Content: We collect all the inputs, requests, and messages you submit when using our Service. This includes practice planning inputs, communication templates, fundraising ideas, travel planning requests, and all messages sent through our general chat feature.

Information We Automatically Collect:

• Usage Data: We track your interactions with the Service, including usage patterns, feature interactions, session data, and performance metrics.
• Generated Content: We store the AI-generated responses, practice plans, and other outputs created through our tools as part of your account history.
• Technical Information: We collect device and browser information, IP address, approximate location data derived from your IP address, session identifiers, timestamps, and error logs.

2. How We Use Your Information

We use the information we collect for the following purposes:

• To Provide and Maintain the Service: To deliver our AI-powered coaching tools, manage your account, authenticate you as a user, and provide customer support.
• To Improve and Develop the Service: To analyze usage patterns to understand what features are most effective, enhance user experience, fix bugs, and develop new tools and functionalities. We may use anonymized and aggregated User Content to train our AI models and improve the underlying technology.
• To Communicate With You: To send service-related updates, security alerts, notifications, and respond to your inquiries.
• For Safety and Security: To protect the rights, property, and safety of our users, our company, and the public, and to enforce our Terms of Service.
• To Fulfill Legal Obligations: To comply with applicable laws, legal processes, or government requests.

3. Data Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties for their marketing purposes. We may share your information only in these limited circumstances:

• With Your Consent: When you explicitly authorize us to share specific information.
• With Service Providers: We share information with trusted third-party vendors and consultants that help us operate our platform, such as for cloud hosting, database management, and analytics. These providers are contractually obligated to safeguard your data and only use it for the services they provide to us. Our service providers are listed in full, with the data each one receives, at Student Data Privacy — currently Google (Firebase, Google Cloud, Gemini, Maps Places, Identity Toolkit and Workspace email), Resend for team email delivery, and Twilio, which is configured for SMS but is not currently sending.
• With AI Partners: To provide the core functionality of our Service, we send your User Content (such as prompts and chat messages) to our AI service partners. See Section 4 for more details.
• For Legal Reasons: We may disclose information if we believe it is required by law, subpoena, or other legal process, or to protect our rights and the safety of our users.
• In Business Transfers: In connection with a merger, acquisition, or sale of assets, your information may be transferred. We will provide notice before your information is transferred and becomes subject to a different privacy policy.

4. Third-Party AI Services (Google Gemini)

Our Service uses Google Gemini to generate content. To do this, your prompts, inputs, and conversations ("User Content") are sent to Google for processing. Please be aware of the following:

• Your User Content is governed by the privacy policies of these third-party services. We encourage you to review them:
  • Google: Google Privacy Policy (which covers Gemini)
• Google may use User Content submitted through its services for its own purposes, including for model training, in accordance with its terms and policies.
• We are not responsible for Google's data handling practices. The explicit warnings in Section 5 regarding sensitive information apply directly to any data you submit that will be processed by these services.

5. AI Tool Inputs and Sensitive Student Data (FERPA)

6. Data Security and Retention

Security Measures: We implement commercially reasonable security practices to protect your information, including data encryption in transit (HTTPS), secure authentication protocols, and access controls. However, no method of transmission over the Internet or electronic storage is 100% secure, and we cannot guarantee absolute security.

Data Retention: We retain your information for as long as necessary to provide the Service and fulfill the purposes outlined in this policy. The retention periods are as follows:

• Account and Profile Data: Retained for as long as your account is active. You can delete your account yourself at any time from your profile page, which removes it immediately; backups age out within 30 days.
• User Content (Chat Messages & Tool Inputs): AI tool inputs and outputs, and Assistant Coach chat transcripts, are kept for 730 days. Uploaded reference documents are kept as extracted text for 730 days — the uploaded file itself is never stored. All of it is deleted when you delete your account.
• Team communications: The message you sent, its subject, and a record of who received it are kept for 365 days and then deleted automatically. Recipient email addresses are never stored in that record — only a keyed hash and a masked form such as m•••@example.com.
• Rosters and seasons: Kept for as long as you keep them. There is no automatic expiry: this is durable program data, and deleting a roster mid-season would be a defect rather than a feature. You can delete a player, a season, or your whole account at any time.
• Unsubscribe records: Kept permanently and deliberately, as a keyed hash with no readable contact details. An unsubscribe that expired would silently re-subscribe someone who asked to be left alone. These survive account deletion for the same reason.
• Analytics Data: Aggregated usage counts, with no personal data in them, may be retained indefinitely.

7. Your Rights and Choices

You have certain rights regarding the personal information we hold about you.

• Access and Update: You can access and update your profile information at any time through your account settings.
• Account Deletion: You can delete your account yourself from your profile page. It removes your profile, seasons, rosters, uploaded documents and tool history immediately; you will be asked to re-enter your password first. You can also email us and we will do it for you.
• Communications Opt-out: You can unsubscribe from our promotional or marketing emails by following the instructions in those emails. You may still receive essential service-related and transactional communications.
• Data Portability: You may be able to request a copy of your personal information in a machine-readable format.

Your U.S. State Privacy Rights:

Residents of certain states, such as California, Virginia, and Colorado, may have additional rights, including:

• Right to Know: The right to know what personal information we have collected about you, including the sources, purposes, and categories of third parties with whom it has been shared.
• Right to Correct: The right to request the correction of inaccurate personal information.
• Right to Delete: The right to request the deletion of your personal information, subject to certain exceptions.
• Sale and Sharing: We do not sell your personal information, and we do not share it for cross-context behavioral advertising, as those terms are defined under the California Consumer Privacy Act. The signed-in application runs no advertising and no third-party analytics at all, so there is no such sharing to opt out of. If that ever changes we will provide a mechanism here before it does.

To exercise any of these rights, please contact us at the email provided in the "Contact Us" section.

8. Cookies and Tracking Technologies

We use cookies and similar technologies (like local storage) for essential functions only:

• Maintaining your session and authenticating you as a user.
• Remembering your preferences, such as light or dark mode.

That is the whole list. The signed-in application loads no third-party analytics, advertising, or tracking scripts of any kind. Google Analytics previously ran on the dashboard; it was removed in September 2026, and the browser security policy the application sends now actively blocks it from being reloaded. Our public marketing site at pro-coach-institute.com does use analytics, and asks before setting those cookies.

You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some parts of our Service.

9. Children's Privacy

Accounts are for adults. The Service is not directed to individuals under 18, and students do not have accounts and cannot sign in. Children never interact with us directly, and we collect nothing from them.

Coaches do enter information about student athletes, and that is a core purpose of the product: a roster holds a student's name, grade, jersey number and position, and their parent or guardian's contact details. We hold that information on the school's behalf, as a school official under FERPA, and only on the school's instruction. The full picture is in our Student Data Privacy notice, which is the document a district should read.

Children under 13. Rosters support grades 6 through 12, so some athletes are under 13. We therefore do not collect a child's own contact details: a player's own phone number and email address can only be entered from grade 9 up, and the server rejects them below that — a roster entry with no grade recorded is treated as below the threshold. A younger athlete is reached through their parent or guardian instead. Separately, no phone number or email for any athlete or guardian can be stored at all until the school's Athletic Director account has been approved by us.

If you are a parent or guardian with a question about your athlete's information, please contact their school or coach: under FERPA the school is the custodian of that record and can change or remove it directly. You can also stop receiving team emails at any time using the unsubscribe link in any message, which takes effect immediately and needs nobody's approval.

10. International Users

Our Service is hosted in and intended for users located within the United States. If you choose to use the Service from outside the United States, you consent to the transfer, processing, and storage of your information in the United States, which may have different data protection laws than your country of residence.

11. SMS / Text Messaging Communications ("Safe Messenger")

Some coaches and Athletic Directors on Pro Coach Studio, a product of ProCoach Institute, use Safe Messenger, a tool for sending team-related text messages (SMS) to parents, guardians, and players who have agreed to receive them. This section describes how that program works and what your rights are.

What you'll receive: If you opt in, you may receive text messages about practice and game schedules, location or time changes, team announcements, and event RSVP reminders directly related to your student's team or season. We do not send marketing messages, and messages are never sent from a coach's personal phone number — every message comes from Pro Coach Studio's shared messaging number and is logged for the coach's school or organization.

Message frequency: Message frequency varies depending on your team's schedule and season activity — you may receive several messages during an active week (for example, before games or practices) and few or none during the off-season.

Message and data rates may apply.

How you opt in: A parent/guardian or player opts in by giving their coach or Athletic Director written or verbal consent to receive team text messages — typically using a printed consent form provided at registration or a team meeting (available as a "Team Communication Consent Form" in our Coach Kit resources). The coach records that consent in Pro Coach Studio before your number is ever added, and no number is texted without it.

How to stop: Reply STOP to any message at any time to be unsubscribed immediately; you will receive one confirmation text and no further messages. Reply HELP for help, or contact us using the information in the "Contact Us" section below. You can also ask your coach or Athletic Director to remove you.

We do not share your number. We do not sell or share your SMS opt-in data or personal information with third parties for marketing purposes. Your mobile number is used only to deliver the team communications you opted in to, through our SMS delivery vendor (Twilio), which processes it solely on our behalf.

How long we keep it: A record of each message sent — its content, its subject, and who received it — is kept for twelve months and then deleted automatically, so a school can answer “what was my athlete told, and when?” for a full season and the one after it. Your phone number or email address is not stored in that record at all: contact details live once on your team's roster, are read at the moment a message is sent, and appear in the record only as a keyed hash and a masked form. Consent and contact records for the SMS channel described above are deleted approximately nine months after consent is given. If you opt out, we keep a permanent record of that — stored as a hash, with no readable contact details — because an expiring opt-out would silently start messaging you again.

This SMS program is separate from, and does not affect, any other communications from Pro Coach Studio described elsewhere in this policy.

12. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the new policy on this page, sending you an email, or displaying a prominent notice within our application. You are advised to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or your data:

• Email: privacy@pro-coach-institute.com
• Mailing Address: 430 West 200 North, Provo, Utah 84601
• Subject Line: Please include "Privacy Inquiry" for a faster response.