CoachLine — Privacy Policy

Last updated: October 2026

This Privacy Policy explains how CoachLine collects, uses, and protects personal data, in accordance with the EU General Data Protection Regulation (GDPR) and Finnish data protection law.

1. Data Controller

Feeko Oy Business ID (y-tunnus) 3219428-4 Karitsakuja 3, 21290 Rusko, Finland info@coachlineapp.io

CoachLine acts as the data controller for personal data it processes for its own purposes and for which it independently determines the purposes and means of processing — for example account, authentication, billing, contact form and security data.

For player data and other personal data processed through the Service on behalf of a Coach or Club, the Coach or Club will generally act as the data controller and CoachLine as the data processor. This applies whether the Coach uses CoachLine in their individual capacity or on behalf of a company or Club; where a Coach acts on behalf of a Club, the Club will normally be the controller. The respective rights and obligations of the parties for that processing are set out in our Data Processing Agreement and Section 5 of our Terms of Service.

2. Contact for data protection matters

For questions about how your personal data is handled, or to exercise your rights, contact: info@coachlineapp.io

3. What personal data we collect

Depending on how you use CoachLine, we may collect:

Account data: name, email address, city/country (optional), profile role (Coach/Club/Player)
Authentication data: via email/password or Google sign-in
Team and club data: team name, roster information, drills, practice plans, season plans
Player data (entered by coaches): name, jersey number, position, birth date, status, notes, test results, Pulse check-in responses (the player's answers to the questions the Coach has chosen, which are 0–10 ratings and an optional free-text answer; by default, how the player is feeling, how they performed and how they rate their training)
Task data: tasks and subtasks created within the Service
Billing data: billing name, email, billing country, tax details and subscription history. Card and other payment details are entered directly on our payment provider's pages and are never stored by CoachLine
Contact form submissions: name, email, club/team name, message
Technical data: basic usage data necessary to operate and secure the Service (e.g. login timestamps, error logs)

We do not intentionally collect special categories of personal data (e.g. health data) beyond what a Coach chooses to enter as part of Player Notes or feedback features — Coaches should avoid entering sensitive health information beyond what is necessary for coaching purposes, and are responsible for the appropriateness of such entries under Section 5 of our Terms of Service.

4. How we use personal data

To provide and operate the Service (account creation, team/club management, feedback collection, task tracking)
To respond to enquiries submitted via our contact form
To send transactional communications (e.g. invite emails, password resets) via our email service provider
To generate AI-assisted content (e.g. practice and season plans, task parsing, game statistics summaries, weekly digests) using the data you provide, via our AI service provider
To process subscription payments and billing via our payment provider
To maintain the security and integrity of the Service

We do not use personal data for advertising, and do not sell personal data to third parties.

5. Legal basis for processing

Performance of a contract: processing necessary to provide the Service you've signed up for
Legitimate interest: for basic security, fraud prevention, and service improvement
Consent: where applicable (e.g. optional location field, marketing communications if introduced later)
Where CoachLine processes Player data on behalf of a Coach/Club (as Data Processor), the Coach/Club is responsible for establishing their own legal basis for that data as Data Controller.

6. How long we retain personal data

Active accounts. Account data is retained for as long as your account is active.
Deleted accounts and player profiles. Following the deletion of a user account or an individual player profile, the relevant personal data may be retained for a 30-day recovery and deletion period, after which it is deleted from active systems. You can request account deletion from Settings.
Ended subscriptions. When a Coach or Club subscription ends, the player data held for it is deleted from active systems after the 30-day data retrieval period described in our Terms of Service, unless the Coach or Club instructs earlier deletion.
Backups. After deletion from active systems, personal data may remain in backup copies for up to 90 days before being permanently removed through the normal backup lifecycle. During that period deleted data is not restored to active use, except where strictly necessary for disaster recovery or similar legitimate technical purposes.
Legal retention. Billing and accounting records are retained for the period required by Finnish accounting and tax legislation, with access restricted to that purpose.
Pulse check-ins. A player's Pulse check-in responses are deleted 12 months after the practice, game or period they relate to, even while the player and subscription remain active.
Contact form submissions. Retained for 12 months after the enquiry, then deleted.
Technical logs. Server and request logs are kept by our hosting provider only for as long as needed to operate and secure the service, under that provider's own retention settings.

For player data processed on behalf of a Coach or Club, the same retention and deletion framework is set out in our Data Processing Agreement.

We share personal data with the following categories of recipients, only as needed to operate the Service:

Infrastructure and hosting providers (database, authentication, file storage and application hosting)
AI service providers (AI-assisted features)
Email delivery providers (transactional emails such as invitations and password resets)
Payment service providers (subscription payments and billing)
Authorised users within your team or Club, according to the roles and sharing settings in the Service
Authorities, where we are required to disclose data by law

Our service providers process personal data on our behalf only under written data processing agreements and our instructions. These providers may in turn use their own subprocessors, such as cloud infrastructure providers, under equivalent data protection obligations. Up-to-date information on the subprocessors that process Customer personal data on our behalf is maintained in our Data Processing Agreement.

International transfers. Our core database is located in the EU, but some of our service providers process personal data outside the European Economic Area (EEA), in particular in the United States. Where personal data is transferred outside the EEA, we ensure that the transfer is covered by a valid transfer mechanism under Chapter V of the GDPR. This means either an adequacy decision of the European Commission, such as the EU–U.S. Data Privacy Framework where the recipient is certified under it, or the European Commission's Standard Contractual Clauses. Where we rely on Standard Contractual Clauses, we also assess the circumstances of the transfer and implement supplementary safeguards where necessary. Where a provider offers processing within the EU/EEA, we use it where this is technically available. You can request more information on the safeguards used by contacting us.

AI features. Content you submit to an AI-assisted feature is processed by our AI service provider, including outside the EEA. We limit the personal data sent to these features to what the feature needs. Please avoid including unnecessary personal or sensitive data, such as player names or health information, in AI inputs.

Google sign-in. If you choose to sign in with Google, Google shares your name, email address and profile picture with us. Google processes your Google account data as an independent controller under its own Privacy Policy.

Payments. Subscription payments are handled by our payment service provider, Stripe. Stripe processes payment-related personal data in accordance with its applicable contractual terms and its Privacy Policy. We never see or store your full card details.

We do not sell or rent personal data to third parties for their own marketing purposes.

8. Your rights

Under GDPR, you have the right to:

Access the personal data we hold about you
Rectify inaccurate personal data
Erasure ("right to be forgotten"), in certain circumstances
Restrict or object to processing, in certain circumstances
Withdraw consent, where processing is based on consent, at any time
Data portability, where applicable
Lodge a complaint with the Finnish Data Protection Ombudsman (tietosuojavaltuutetun toimisto) or your local supervisory authority

Erasure and data portability requests can be made directly from Settings in the app ("Delete my account" and "Download my data"). For anything else, or if you'd rather not use the in-app tools, contact us at info@coachlineapp.io.

9. Children's data

CoachLine may be used by Coaches and Clubs to process information about players who are minors, and minors may use an invited Player account.

The Coach or Club, acting as the data controller for player data, is responsible for ensuring that an appropriate lawful basis exists for processing a minor's personal data and, where required, for obtaining the consent or other appropriate authorisation of the child's parent or legal guardian. In Finland, the age threshold of 13 applies where an information society service is offered directly to a child and the processing is based on the child's own consent.

To support this, when a Coach invites a player, the invite form reminds the Coach to obtain parental or guardian consent for players under 13 and asks the Coach to confirm it. We record the time of that confirmation with the invite. We also remind invited players under 13, on the invitation email and sign-up page, to ask a parent or guardian before creating an account. These reminders do not verify anyone's age or consent, and responsibility for obtaining valid consent remains with the Coach or Club.

Parents/guardians with questions about a minor's data in CoachLine should contact the relevant Coach or Club, who acts as the data controller for that data. We will also assist with such requests where we can.

10. Security

We take reasonable technical and organisational measures to protect personal data, including encrypted data transmission, access controls limiting data visibility to authorized users (e.g. Row Level Security ensuring coaches only see their own team's data), and private-by-default handling of sensitive content such as player notes.

11. Changes to this policy

We may update this Privacy Policy from time to time. Material changes will be communicated to users, and continued use of the Service after such changes constitutes acceptance.

12. Contact

Feeko Oy info@coachlineapp.io