Who we are
CoachLoop is a coaching service made up of the CoachLoop mobile app for iOS and Android and the web pages at coachloop.online. It is operated by Newco Sports and Talent Group, LLC (“CoachLoop”, “we”, “us”), whose mailing address is 7220 East Mayo Boulevard, Suite 3019, Scottsdale, AZ 85255.
This policy explains what information CoachLoop collects, how it is used, who it is shared with, and the choices you have. Questions can be sent to hello@coachloop.online.
Information you give us
- Account details. Your email address and password when you create an account, plus an optional preferred name and your time zone.
- Coaching organization profile. Your display name, role (such as coach, player or guardian), and optionally a profile photo and phone number, within each coaching organization you join.
- Age check. When you sign up or join as a player, we ask for your birth month and year to confirm you are at least 13. We use them to calculate an age group and do not store them. We keep the result: whether you are 13 to 17 or 18 and older, how that was provided (by you, a guardian or an administrator), and the date the age group should be reviewed.
- Swing videos and reviews. Videos you record or upload, with technical details such as length, resolution and format, the camera angle and handedness you choose, and the coach’s review of them: spoken narration, drawings on the video, written comments, assigned drills, and, once the review recap is available, screen recordings of the review with the coach’s voice.
- Practice and coaching records. Practice plans, drills and drill completions, journal entries, lesson requests and bookings (time, a location name such as “Bay 4”, and cancellation reasons), groups, and announcements.
- Messages. Direct messages between a coach and a player, including links to drills, swings or reviews, and any message you report to us.
- Coach business details. For coaches: the organization name, public page description, logo, banner image, brand color, teaching availability, programs, drill and video library, and prices.
- Details a coach enters about you. When a coach invites or adds a player, they may enter the player’s name, email address, phone number and age group before the player has an account. Coaches can also keep private notes about a player, which the player does not see.
- Support requests. Anything you send to hello@coachloop.online.
Payment information
Paid subscriptions are not available in the app yet; this describes how they will work. Payments are handled by Stripe. When a player subscribes, card details are entered on a Stripe checkout page and go to Stripe, not to CoachLoop; the payment is made to the coach’s Stripe account. We store the Stripe customer identifier, the email address given to Stripe, and the subscription, invoice, refund and dispute records we need to grant access, collect CoachLoop’s fee and show coaches their earnings.
Coaches who accept payments set up a Stripe account through Stripe’s own onboarding. Stripe collects the identity and bank details it requires; we do not receive them. We store the Stripe account identifier, the country, and whether the account can accept charges and receive payouts.
Information collected from your device
- Device permissions. The app asks for the camera (to record swings), the microphone (for the sound in swing videos and coach narration), the photo library (to add existing videos), and notifications. A review recap feature, not available in the app yet, will let a coach record the CoachLoop review screen with their voice, using screen recording on iOS and screen capture on Android, only after the system asks for permission. You can change these permissions in your device settings at any time.
- Push notification token. If you allow notifications, we store your device’s push token and whether it is an iOS or Android device.
- Crash and error reports. When the app crashes or hits an error, it sends a report to Sentry: the technical error and where it happened in the code, the device model, operating system and app version, an identifier Sentry assigns to the installation, and the screens visited and network requests made just before (with their parameters removed). Sentry also receives the network address the report came from. Reports are set up to leave out your name, email address, messages, notes and videos, although an error description can occasionally include text from the screen where the error happened. The app does not send reports while it is being developed.
- Stored on your device. Your sign-in session is stored encrypted, with its key in the device keychain. The app also keeps preferences, the queue of uploads in progress, and swings you have not sent yet on the device, so recordings are not lost when the connection drops.
- Website cookies. coachloop.online uses cookies to keep you signed in. The website does not use analytics or advertising tools.
- Security records. We keep records of important account actions, such as role approvals, guardian links, billing changes and deletion requests. To limit guessing of invitation codes, we keep a keyed hash of the network address that submitted a code, not the address itself.
How we use information
- To create and secure your account and sign you in.
- To connect players, guardians and coaches in a coaching organization and show each of them the information the service is built to share.
- To store, process and play back swing videos and coach reviews, including converting videos to a standard format and producing the finished review video.
- To send notifications about new messages, announcements, plans, nudges and reviews.
- To take subscription payments for coaches, collect CoachLoop’s fee, and handle refunds and disputes.
- To apply the age and guardian rules described below.
- To prevent abuse, investigate problems, and answer support requests.
- To meet legal obligations.
CoachLoop does not show advertising. We do not sell personal information, and we do not share it for cross-context behavioral advertising, as those terms are used in state privacy laws such as California’s.
Who can see your information
- Your coaching organization. Coaches in an organization can see the profiles, swings, reviews, practice activity and journal entries of the players they coach there. Players see the plans, drills, reviews and announcements their coaches send them. Message threads are visible to the people in the thread. Details a coach enters about you are visible to the coaches in that organization; a coach’s private notes about you are visible only to that coach.
- Your coach, when you pay. When paid subscriptions are available, you pay your coach through their Stripe account, so your coach can see your payment details in their Stripe dashboard: your name, email address, card brand and last four digits, billing country and postal code, and payment history.
- Guardians. A guardian linked to a player’s profile can see the player’s name, photo, time zone, profile status, age group, and whether the player has an active subscription. If we let guardians see more, we will update this policy first.
- Public coach pages. A coach’s public page at coachloop.online shows the organization name, description, logo, banner, brand color, the head coach’s display name and time zone, teaching availability, and the titles and cover images of published programs, drills and videos. Anyone can view it.
- Notification previews. A message notification shows the sender’s name and the start of the message. An announcement notification shows its title and the start of its text. These can appear on your lock screen, depending on your device settings.
Service providers
We use the following companies to run CoachLoop. They process information on our behalf, only to provide their service, and are bound to protect it at least as well as this policy does.
- Supabase: database, account sign-in, file storage for videos, audio and images, and server functions, hosted in the us-west-2 (Oregon) region.
- Amazon Web Services: processing of swing videos and rendering of finished review videos. Processing reads the files from our Supabase storage and writes the results back, in the us-west-2 (Oregon) region.
- Stripe: subscription payments on each coach’s Stripe account through Stripe Connect, refunds and disputes, and coach payouts. Stripe also acts under its own privacy policy for the information it collects directly.
- Expo: the push notification service that delivers notifications to the app, passing them to Apple’s and Google’s notification services. The notification text described above goes through these services.
- Sentry: crash and error reports from the app, described above, so we can find and fix problems.
- Vercel: hosting for coachloop.online.
- Cloudflare: domain name (DNS) service for coachloop.online, and hosting for www.coachloop.online. The app and coachloop.online do not pass through it.
- Email: account emails such as sign-up confirmation and password reset, and account deletion and message report notices to our support address, are sent through Resend.
- Apple and Google: distribute the app through the App Store and Google Play under their own privacy policies.
We may also disclose information if the law requires it, to protect the safety of our users or others, to report apparent child sexual exploitation as the law requires, or as part of a merger, sale or transfer of the business, in which case this policy continues to apply to your information.
Children and teens
CoachLoop is not for children under 13. Players go through an age check that refuses anyone who is not at least 13, coach accounts are for adults, and we do not knowingly collect information from children under 13. If you believe a child under 13 has given us information, contact hello@coachloop.online and we will delete it within 30 days of confirming it.
Players aged 13 to 17 can use CoachLoop only with a guardian. A player profile in the 13 to 17 age group stays pending, and cannot be activated, until a guardian is linked to it. The guardian can see the player’s profile details listed above and is responsible for the player’s use of CoachLoop. When a player is due to turn 18, the age group is marked for review.
How long we keep information
We keep information for as long as your account is active and as needed to provide the service, resolve disputes and meet legal obligations. Temporary items such as upload permissions and invitation links expire on their own. In particular:
- Account and profile details, swing videos, reviews, practice records and messages are kept while your account is active. You can ask us at hello@coachloop.online to delete specific content sooner.
- Reports of messages are kept as long as needed to keep people safe, including after the accounts involved are deleted.
- Payment, invoice, refund and dispute records are kept for 7 years, for tax and accounting.
- Security records of important account actions are kept as long as needed to protect the service and meet legal obligations. After an account is deleted they no longer name its sign-in.
- Crash and error reports are kept by Sentry for a limited time, no more than 90 days.
What happens when an account is deleted is described in the next section.
Deleting your account and other choices
- Account deletion. In the app, players open Settings and choose Delete account; coaches open Settings, choose Account, then choose Delete account. You can also choose Delete account on the screen you see while waiting to join an organization, and guardians on their home screen. You can cancel while the request is pending. If you are the only owner of a coaching organization, the request is held until another owner is added or you ask us to close the organization. If you cannot use the app, email hello@coachloop.online from the address on your account. See how to delete your account. We complete a deletion within 30 days:
- we delete your sign-in, account profile, push notification tokens and the link between your account and your Stripe customer record, and cancel any subscription you pay for;
- we remove your name, phone number and photo from each organization you belonged to and from your player profile, and delete your journal entries, your practice records and the swing videos that are not part of a coach’s review;
- messages you sent, lesson bookings, reviews a coach made of your swings (with the swing videos they were made from) and a coach’s notes about you stay with the other person in that conversation or organization, under the name “Deleted user”; ask us in your request if you want messages and reviews deleted too;
- payment records, security records and message reports are kept as described above.
- Subscriptions. You can cancel a subscription in the app. It ends at the close of the current billing period.
- Notifications and permissions. Turn off notifications, camera, microphone or photo access in your device settings.
- Access and correction. You can update your profile in the app, or contact hello@coachloop.online to ask for a copy of your information or a correction. To protect your account, we answer requests sent from the email address on the account, or ask you to confirm them from it. Depending on where you live, you may have more rights under state law, such as knowing what we collect or appealing a decision about your request; you can use them the same way, and we will not treat you differently for doing so.
Security
Videos, audio and images are kept in private storage and are shown through short-lived signed links. Database access rules limit each person to the information their role allows. On your phone, the sign-in session is encrypted. No system is perfectly secure, so please use a strong password and tell us at hello@coachloop.online if you suspect misuse of your account.
Where information is processed
CoachLoop is offered in the United States. Our database, storage and video processing run in the United States (Oregon), and crash reports are stored in the United States. The website and its domain name service are delivered through global networks.
Changes to this policy
We will post any change on this page and update the date at the top. If a change is significant, we will tell you in the app or by email at least 14 days before it takes effect.
Contact
Email hello@coachloop.online, or write to Newco Sports and Talent Group, LLC, 7220 East Mayo Boulevard, Suite 3019, Scottsdale, AZ 85255.