Privacy Policy

1. Introduction

Welcome to TeamMate, an AI-powered grassroots football team management platform operated by The Coaching App Limited ("we," "us," or "our"). We are committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and related services.

By using TeamMate, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our services.

2. Information We Collect

2.1 Information You Provide Directly

We collect information that you provide directly when you:

• Create an account (name, email address, phone number)
• Set up team profiles (team names, player information, coach details)
• Create coaching notes and match reports using speech-to-text functionality
• Upload videos for analysis
• Communicate through the app (messages, comments, notifications)
• Connect your social media accounts (such as Instagram for posting functionality)

2.2 Information Collected Automatically

When you use TeamMate, we automatically collect certain information, including:

• Device information (model, operating system, unique device identifiers)
• Usage data (features accessed, time spent on app, interaction patterns)
• Log information (IP address, access times, app crashes, system activity)
• Location data (if you grant permission for location-based features)

2.3 Audio and Video Content

TeamMate processes audio recordings when you use our speech-to-text features for coaching notes and video content when you use our video analysis tools. This content is processed to provide the requested services and may be temporarily stored for analysis purposes.

2.4 Information from Third Parties

We may receive information from third-party services you connect to TeamMate, such as Instagram or other social media platforms. This may include your profile information, posts, and account details as permitted by those services and your privacy settings.

3. How We Use Your Information

We use the information we collect for the following purposes:

• To provide, maintain, and improve TeamMate's features and functionality
• To process speech-to-text conversions and AI-powered analysis of coaching notes
• To analyze videos and provide coaching insights
• To enable social media posting functionality (e.g., Instagram integration)
• To send you notifications, updates, and service-related communications
• To provide customer support and respond to your inquiries
• To monitor and analyze usage patterns to enhance user experience
• To detect, prevent, and address technical issues and security concerns
• To comply with legal obligations and protect our rights

4. Data Sharing and Third-Party Services

4.1 Service Providers

We work with third-party service providers to support TeamMate's operations, including:

• Firebase (Google) for backend infrastructure, authentication, and database services
• AI service providers for speech-to-text and video analysis features
• Cloud storage providers for video and media content
• Analytics providers to help us understand app usage and performance

These service providers have access to your information only to perform specific tasks on our behalf and are obligated to maintain confidentiality and security.

4.2 Social Media Platforms

When you connect your social media accounts (such as Instagram), we may share content you choose to post through TeamMate with those platforms. This sharing is governed by both this Privacy Policy and the privacy policies of the respective social media platforms.

4.3 Legal Requirements

We may disclose your information if required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of The Coaching App Limited, our users, or others.

4.4 Business Transfers

In the event of a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you of any such change and any choices you may have regarding your information.

5. Data Security

We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. These measures include:

• Encryption of data in transit and at rest
• Secure authentication and access controls
• Regular security assessments and updates
• Employee training on data protection and privacy practices

However, no method of transmission over the internet or electronic storage is completely secure. While we strive to protect your information, we cannot guarantee absolute security.

6. Your Rights and Choices

6.1 Access and Correction

You have the right to access, update, or correct your personal information at any time through your account settings or by contacting us directly.

6.2 Deletion

You may request deletion of your account and personal information by contacting us. Please note that some information may be retained for legal or operational purposes, such as backups and legal compliance.

6.3 Data Portability

You have the right to request a copy of your personal information in a structured, commonly used, and machine-readable format.

6.4 Communication Preferences

You can manage your notification preferences through the app settings. You may opt out of promotional communications while still receiving essential service-related messages.

6.5 Location Data

You can control location data collection through your device settings. Disabling location services may limit certain features of TeamMate.

7. Children's Privacy

TeamMate is designed for use by coaches, team managers, and parents managing youth football teams. While the app may contain information about minors (players under 18), we do not knowingly collect personal information directly from children under 13 without parental consent.

Parents and guardians who create accounts and add player information are responsible for:

• Obtaining necessary consents from other parents for team-related information
• Ensuring appropriate sharing settings for sensitive information
• Reviewing and managing the information about minors in their care

If you believe we have inadvertently collected information from a child under 13 without proper consent, please contact us immediately so we can delete such information.

8. International Data Transfers

TeamMate is operated from the United Kingdom. If you are accessing the app from outside the UK, your information may be transferred to, stored, and processed in the UK or other countries where our service providers operate.

For users in the European Economic Area (EEA), we ensure that appropriate safeguards are in place for such transfers in accordance with applicable data protection laws, including the UK GDPR.

9. Data Retention

We retain your personal information for as long as necessary to provide TeamMate's services and fulfill the purposes outlined in this Privacy Policy. Specific retention periods include:

• Account information: Retained while your account is active and for a reasonable period thereafter
• Audio recordings: Processed and deleted after transcription unless you choose to save them
• Video content: Retained according to your storage preferences
• Usage data: Typically aggregated and anonymized for analytical purposes

After you delete your account, we may retain certain information for legal, tax, audit, and administrative purposes for up to seven years, or as required by applicable law.

10. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, legal requirements, or other factors. We will notify you of any material changes by:

• Posting the updated policy within the app
• Sending you an email notification
• Displaying a prominent notice in the app

Your continued use of TeamMate after any changes indicates your acceptance of the updated Privacy Policy. We encourage you to review this policy periodically.

11. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

12. Additional Information for UK and EEA Users

Under the UK GDPR and applicable data protection laws, you have additional rights including:

• The right to object to processing of your personal data
• The right to restrict processing in certain circumstances
• The right to lodge a complaint with the Information Commissioner's Office (ICO)
• The right to withdraw consent where processing is based on consent

The Coaching App Limited is the data controller for the purposes of UK data protection legislation. Our legal basis for processing your personal information includes:

• Contract performance: To provide TeamMate's services to you
• Legitimate interests: To improve our services and ensure security
• Consent: For certain optional features like location tracking
• Legal obligation: To comply with applicable laws and regulations