Privacy Policy

1. Introduction

Coachpliance ("we," "us," or "our") is committed to protecting the privacy of our users. This Privacy Policy explains how we collect, use, disclose, and safeguard information when you use our compliance management platform and related services (the "Service"). Please read this policy carefully. If you disagree with its terms, please discontinue use of the Service.

2. Information We Collect

We collect information you provide directly to us, including:

• Account registration information (name, email address, role)
• Coach roster data (names, contact information, sports, roles)
• Certification and compliance documents (PDFs, images)
• School and district information
• Usage data and activity logs within the platform

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Send compliance reminders and notifications
• Generate compliance reports on your behalf
• Respond to your comments, questions, and requests
• Monitor and analyze usage patterns to improve user experience
• Comply with legal obligations

4. Data Security

We implement appropriate technical and organizational measures to protect your information against unauthorized access, alteration, disclosure, or destruction. All data is encrypted in transit using TLS and at rest. Certification documents are stored in secure cloud storage with access controls. We conduct regular security reviews and maintain audit logs of all data access.

5. Data Retention

We retain your data for as long as your account is active or as needed to provide the Service. Compliance records and certification documents are retained for a minimum of seven years to support audit requirements. You may request deletion of your account and associated data by contacting us at the address below.

6. Sharing of Information

We do not sell, trade, or rent your personal information to third parties. We may share information with service providers who assist us in operating the platform (such as cloud storage and email delivery providers), subject to confidentiality agreements. We may disclose information when required by law or to protect the rights and safety of our users.

7. Our Role as a Data Processor

Coachpliance operates as a data processor on behalf of the educational institutions that use our Service. We process coach and staff data — including names, contact information, certification records, and compliance documents — solely as directed by and for the benefit of the subscribing institution. We do not collect, store, or process student data of any kind. FERPA (the Family Educational Rights and Privacy Act) governs student education records and does not apply to the coach and employee data managed through this platform. Institutions retain ownership of all data they upload to the Service and may request a full export or deletion at any time.

8. Contact Us

If you have questions about this Privacy Policy, please contact us at: