1. Introduction
CoAtch™ ("we," "our," or "us") is a volleyball coaching management application. This Privacy Policy explains how we collect, use, store, and protect your information when you use our app — whether accessed via web at volleyball.coatch.app or as a native mobile application on iOS or Android.
2. Information We Collect
Account Information
- Email address
- Display name
- Authentication method (Google sign-in or email/password)
- Subscription status, plan type, and trial period dates
- Date you accepted our Terms of Service and the version accepted
Coaching Data You Create
When you use CoAtch, you may create and store:
- Team information (name, colors, logo image, level)
- Player information (name, jersey number, positions, role)
- Match details (opponent, date, location, lineups, scores, notes)
- Practice sessions (date, duration, activities, notes, reflections, sketch images)
- Player statistics (kills, attempts, hitting percentage, digs, sets, blocks, attendance)
- Player evaluations (skill ratings, performance notes)
- Opponent scouting notes
- Lineup templates and rotations
- Season planning and periodization data
- Team events (meetings, film sessions, bonding activities)
- Tactical diagrams and whiteboard clips
Player Data and Minimization
Player information you store in CoAtch refers to individuals on your team — including minors — who are not themselves users of the App. We recommend storing only the minimum information necessary for your coaching purposes:
- Use first names or nicknames rather than full legal names
- Jersey number and position are sufficient for identification within your team
- Do not store dates of birth, home addresses, phone numbers, parent/guardian contact information, or medical information in CoAtch
CoAtch does not require or request last names, dates of birth, or contact information for players. The data fields available (name, jersey number, position, role) are designed to support coaching activities with minimal personal information.
Images and Photos
CoAtch handles images in two ways depending on the feature:
- Team logos and practice sketches are resized on your device and stored directly within your coaching data in Firestore. These images are not sent to any external service.
- Tap In imports — when you upload or capture a photo for AI-powered import (e.g., a roster, schedule, or practice plan), the image is sent to our server and forwarded to Anthropic's AI service for processing. The image is used solely to extract text and structured data, and is not stored by Anthropic after processing. See Section 5 (AI-Powered Features) for more details.
Device Permissions
CoAtch may request access to the following device capabilities:
- Camera — used only within the Tap In feature to capture photos of documents (rosters, schedules, practice plans, stat sheets) for AI-powered import. Camera access is optional and only activated when you choose to take a photo.
- Photo library / file access — used to upload existing images for Tap In import or to upload a team logo.
We do not access your camera or photo library in the background. These permissions are only used when you explicitly initiate an action that requires them.
Payment Information
- Subscription status and plan type (monthly, 6-month, or annual)
- Stripe customer ID and subscription ID (web subscribers)
- Apple transaction ID (iOS App Store subscribers)
- Google Play order ID (Android subscribers)
We do not store your credit card number, bank account, or full payment details. Payment processing is handled securely by Stripe (web), Apple (iOS App Store), or Google Play (Android) depending on the platform through which you subscribed.
Usage Analytics
We use PostHog and Google Analytics (via Firebase) to understand how our app is used, identify issues, and improve the product. Our lawful basis for this processing is legitimate interest — we use analytics solely as an operational tool to maintain and improve the service, not for advertising or profiling.
You may opt out of all analytics collection at any time using the Opt out of analytics toggle in the App's Settings. Opting out disables both PostHog and Firebase Analytics for your account.
In the CoAtch app (volleyball.coatch.app):
- Your user ID (a random identifier, not your name or email) for identification
- App usage events: when you create a match, practice, team event, or lineup; when you open a match, save a lineup, or add a session note
- Events may include minimal metadata (e.g., intensity level) but no personal content such as player names, notes, or coaching data
- We do not track individual page views within the app
On our marketing site (go-volleyball.coatch.app):
- Anonymous page views and page leaves (no click or session recording)
- Referrer URL (how you found the site)
- No personal information is collected and nothing is stored on your device; the visit identifier exists only for the page view
In the CoAtch app, your IP address is not sent to PostHog. On this marketing site we count visits without cookies: the analytics script stores nothing on your device, does not record your session or clicks, and cannot recognise you across visits or other websites. It receives the page viewed, the referring site, your browser and device type, and a general location (country or region) derived from your IP address, which is not retained. We use this only to see how the site is used and to improve it, never for advertising. Do Not Track and Global Privacy Control are honoured automatically. You can also Turn off analytics for this browser.
Automatically Collected Information
- Local storage preferences (theme, active team, calendar view, game time settings, onboarding state) — stored in browser localStorage on web, or device storage on native apps
- Session storage for your current view within the app (cleared when you close the app or tab)
- Offline cached data via IndexedDB (browser) or device storage (native app) — a local copy of your Firestore data for offline functionality
This data is stored only on your device and is never transmitted to our servers or any third party.
3. How We Use Your Information
We use your information to:
- Provide and operate the CoAtch app
- Process data you submit through AI-powered features (Tap In)
- Manage your account and subscription
- Improve the app based on aggregated usage patterns
- Communicate with you about your account or subscription status
We do not:
- Sell your personal information to third parties
- Use your data for advertising
- Share your coaching data with anyone outside your team
- Use your data to train AI models
Team Collaboration
If you invite assistant coaches to your team, they will have access to that team's coaching data — including players, matches, practices, evaluations, statistics, lineups, and opponent scouting notes. Assistant coaches' display names and email addresses are visible to all members of the team. The head coach (team owner) controls who is invited and may remove assistants at any time. Coaching data is never shared with users outside your team.
4. Third-Party Services
We use the following third-party services to operate CoAtch:
| Service |
Purpose |
Data Shared |
| Firebase Auth (Google) | Account sign-in & identity | Email, display name, password hash, auth tokens |
| Firebase Firestore (Google Cloud) | Data storage & offline sync | All coaching data you create, including images |
| Google OAuth | Social sign-in option | Google account email, name, and profile photo URL |
| Anthropic (Claude AI) | AI-powered features (Tap In imports, Analyst briefs) | Text and images you submit for import; stored team data used to generate Analyst briefs |
| PostHog | Usage analytics | User ID, usage events, device/browser info |
| Google Analytics (Firebase) | Usage measurement & reporting | Anonymous usage events, device/browser info, general location |
| Stripe | Payment processing | Email, payment method (handled by Stripe, not stored by us) |
| Google Fonts | Typography (Bebas Neue, Barlow) | Your IP address (standard web request) |
Each of these services has their own privacy policy:
- Google/Firebase: policies.google.com/privacy
- Anthropic: anthropic.com/privacy
- PostHog: posthog.com/privacy
- Stripe: stripe.com/privacy
5. AI-Powered Features (Tap In and the Analyst)
CoAtch includes AI-powered features that use Anthropic's Claude AI: Tap In, which imports coaching data from text or photos you submit, and the Analyst (currently in limited preview), which generates briefs and insights from the team data stored in your account. Here is how your data is handled when you use these features:
What Data Is Sent
- Text you paste or type into the Tap In input
- Photos you upload or capture (e.g., images of printed rosters, schedules, practice plans, or stat sheets)
- Contextual data from your account needed for accurate parsing (e.g., your existing player roster for name matching)
- When you use the Analyst, relevant team data stored in your account (such as practice history, match results, and season plan details) is included in the request so the AI can generate your brief
- System reference data used to structure results — this is not your personal data but is included in the request to improve parsing accuracy
How It Is Processed
- Your input is sent to our secure server, which forwards it to Anthropic's Claude AI API for processing.
- Anthropic processes the data to extract structured information (player names, dates, rotations, etc.) and returns the results to the app.
- You review and edit all imported data before it is saved to your account.
Data Retention by Anthropic
- Data sent through our API integration is not used by Anthropic to train their AI models.
- Anthropic may retain API inputs and outputs for up to 30 days for safety and abuse monitoring purposes, after which they are deleted. For details, see Anthropic's privacy policy at anthropic.com/privacy.
Usage Limits
AI features are subject to usage limits per account, displayed within the app. For trial and subscribed accounts the limit is monthly and resets at the beginning of each calendar month. Free tier accounts have a lifetime limit that does not reset.
6. Data Storage and Security
- Your data is stored in Firebase Firestore (hosted on Google Cloud infrastructure in the United States).
- AI processing via Anthropic occurs on servers located in the United States.
- Your data is scoped to your account and your teams. Only you and the people you have invited to a team (assistant coaches or view-only observers) can access that team's data through the app.
- Data is transmitted over HTTPS (encrypted in transit).
- Firestore security rules enforce that you can only read and write your own data.
- Subscription and payment fields in your account are protected and can only be modified by our server (via Stripe webhook), not by client-side code.
- Images (team logos, practice sketches) are stored as encoded data within your Firestore documents, not on a separate file storage service.
- A local copy of your data is cached in your browser's IndexedDB for offline access. This cache is stored only on your device.
Internal Access
As the operator of CoAtch, our team has administrative access to the database where your data is stored. This means authorized personnel may access your data for the following purposes: providing technical support, investigating bugs or data integrity problems, responding to account deletion or data export requests, and enforcing our Terms of Service.
We do not routinely review, monitor, or analyze your coaching data. Internal access is limited to authorized personnel and is used only as necessary to operate and maintain the service.
Our Role as Data Processor
For coaching data that includes information about third parties (such as player names, performance data, and evaluations), CoAtch acts as a data processor. The coach who enters this data is the data controller and is responsible for ensuring they have appropriate authorization to store this information.
Data Breach Notification
In the unlikely event of a data breach that compromises your personal information or coaching data, we will notify affected users within 72 hours of becoming aware of the breach.
7. Data Retention
- Your data is retained as long as you have an active account.
- If you delete a team, all associated data is permanently deleted.
- You may export all your data at any time using the built-in backup/export feature in Settings.
8. Your Rights
You have the right to:
- Access your data at any time through the app
- Export your data as a JSON file using the backup feature in Settings
- Delete your team data through the app's Settings
- Delete your account and all associated data using the Delete Account button in the app's Settings
- Opt out of analytics at any time using the toggle in the app's Settings
California Privacy Rights (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA):
- Right to Know — You may request details about the categories of personal information we collect and how it is used.
- Right to Delete — You may request deletion of your personal information. Use the Delete Account feature in Settings or contact us.
- Right to Opt-Out of Sale — We do not sell your personal information to third parties.
- Right to Non-Discrimination — We will not discriminate against you for exercising any of your privacy rights.
Other U.S. State Privacy Laws
Residents of Virginia, Colorado, Connecticut, and other states with consumer privacy laws have similar rights to access, delete, and opt out of the sale of personal information. We extend the same rights described above to all users regardless of state. Contact us at the email below to exercise any of these rights.
EU / UK Users — GDPR Rights
If you are located in the European Economic Area (EEA) or United Kingdom, you have the following rights under GDPR or UK GDPR:
- Right of access — Request a copy of your personal data.
- Right to rectification — Correct inaccurate data directly in the app.
- Right to erasure — Request deletion via Delete Account in Settings or contact us.
- Right to portability — Export your data using the backup feature in Settings.
- Right to object — Object to analytics processing via the "Opt out of analytics" toggle in Settings.
- Right to restrict processing — Contact us at the email below.
- Right to lodge a complaint — You have the right to lodge a complaint with your local supervisory authority.
Lawful Basis for Processing (GDPR)
- Contract performance — Processing your account and coaching data is necessary to provide the CoAtch service.
- Legitimate interest — Analytics are used to understand app usage, identify bugs, and improve the product. You may opt out at any time via Settings.
- Legal obligation — We may process data where required to comply with applicable law.
International Data Transfers (GDPR)
CoAtch is operated from the United States, and your data is stored on Google Cloud infrastructure in the United States. If you are located in the EEA or UK, your data is transferred to the US, covered by Standard Contractual Clauses (SCCs) included in Google's Data Processing Agreement.
9. Children's Privacy
CoAtch is a tool for adult coaches (18+) and is not directed at children or minors. Coaches may store player names and performance data for players of any age as part of their coaching activities. We do not knowingly collect personal information directly from children.
We strongly recommend using only first names or nicknames when creating player profiles for minors. Do not store dates of birth, home addresses, contact information, or medical details.
10. Offline Functionality
CoAtch is a Progressive Web App (PWA) that works offline. When offline, data is cached locally via Firebase's offline persistence and syncs with our servers when you reconnect. Cached data is stored only on your device. AI-powered features (Tap In) require an internet connection and are not available offline.
11. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of significant changes by updating the "Last Updated" date at the top of this policy. If we make material changes to how we handle your data, we will notify you within the app.
12. Contact Us
If you have questions about this Privacy Policy or want to request data deletion, contact us at:
support@coatch.app