Privacy policy

Coach Diary is booking and reminder software for racket sport coaches. It is run by a sole trader based in the United Kingdom.

You can reach us about anything on this page at hello@coachdiary.co.uk.

This matters more than anything else on the page, because it decides who to ask when you want something done with your information.

• If you are a coach, we are what the law calls the controller of your information. You signed up with us, you pay us, and the decisions about your account are ours and yours.
• If you are a player, your coach is the controller and we are their processor. Your coach decides what to record about you and how long to keep it; we hold it for them and act on their instructions. So the first person to ask about your lessons, your notes or your details is your coach.

If you ask us something we cannot answer without your coach, we will tell you so rather than leave you waiting, and we will pass the request on where that is the right thing to do.

• Your name, email address and a scrambled version of your password. We never store the password itself and cannot read it.
• Two-factor authentication details, if you turn it on.
• Your timezone, how much notice you require for a cancellation, and the other settings that make the app behave the way you want.
• Anything you put on a poster: a line about your coaching, your qualifications, your sport, a contact phone number and a photograph of you, if you upload one — and, if you choose, a different number or photograph for a particular venue, shown on that venue’s poster and booking page. These are printed on a sheet you put on a wall and some, including the photograph, appear on your public booking page, so they are as public as you choose to make them. The photograph is also shown to your own players, in the emails they get about their lessons, on the page those emails link to and on their lessons page.
• The ways you take payment, including any account name, sort code and account number you choose to show your players so they can pay you.
• Your subscription: whether it is running, when a trial ends, and a reference to your customer record at Stripe, along with the type of card and its last four digits.

All of this is recorded by a coach, for a coach. We do not decide any of it.

• A name, and an email address and phone number where they have been given. An email address is optional, and a player without one simply gets no confirmations and no reminders.
• Whether the coach has marked the player as a junior. A tick and nothing more: no age and no date of birth, neither of which this app records. It is used to keep a child’s name out of the list of who else is coming to a group session, and it is shown to the coach alone.
• Where the phone number on a player’s record is answered by somebody else — a junior’s parent, for instance — the coach may record that person’s name, so they know who they are speaking to. The name only: no separate email address or phone number for them, nothing about how they are related, and it is shown to the coach alone. It is never included in any email and never appears on any page a player can open.
• Lessons: when, where, how long, what was charged, whether it was paid for and how, and whether the player turned up.
• Anything typed into the “anything your coach should know?” box on the booking form, which goes to that coach and to nobody else.
• Notes a coach writes about a lesson. These are private to the coach unless they choose to share an individual note with the player it is about.
• Whether the player has hidden their name from other people in the same group session. Nothing is shown unless the coach has turned names on for that session; where they have, everyone booked into it is listed by name, and any player can hide their own at any time from the link in their emails.

Most of it comes from the person it is about, typed into a booking form. The rest comes from a coach who has added someone they already teach.

If your coach added you, this notice is how we tell you what we hold, and a link to it is in the first email we send you.

• To run a coach’s account. Our basis is the contract between us: without an email address and a diary there is no service to provide.
• To run a player’s lessons. We do this on the coach’s instruction. The basis is theirs to give, and for most coaches it is the arrangement they have with that player.
• To keep the service working and secure — server logs, backups, blocking abuse. Our basis is our legitimate interest in running a service that stays up and is not broken into.
• To keep our own books. Our basis is a legal obligation: HMRC requires records of what we were paid.

Nothing here is decided by a computer on its own in a way that has a legal or similarly significant effect on anybody, and nothing is used to build a profile.

Players get a confirmation when a lesson is booked, a reminder 24 hours before it, and a message if the coach cancels or moves it. Coaches get a copy of those, a welcome when they verify their address, one reminder a few days later if they have not finished setting up, and a note before a trial ends.

These are all about a lesson or an account. We do not send marketing email, we do not sell or rent anybody’s address, and the emails carry no tracking pixels — we cannot tell whether one has been opened.

We use a small number of companies to run the service. They act on our instructions and may not use anybody ’s information for their own purposes.

• Stripe — subscription payments from coaches.
• Resend — delivering the emails above.
• Our hosting provider — the servers the app and its database run on, in the United States.
• DigitalOcean — storing the nightly backups, locked, in London.

Card details never reach us. Paying for a subscription happens on Stripe’s own pages, and all we are told afterwards is the type of card and its last four digits, so we can show you which card is on file.

Some of these companies are based outside the UK, and the app’s own servers are in the United States. Where information goes abroad it is protected by the standard safeguards the law provides for, under those companies’ own data protection terms.

Your coach can show your club your lessons. A coach can create a link that shows one club what they have booked there — the time, how long the lesson is, and the name of each player on court. It is their decision rather than ours, and they choose who to send it to. It never includes your phone number, your email address, what anything cost, or your coach’s notes, and a player a coach has marked as a junior is never named. If you would rather not be listed, ask your coach.

We will also hand information over if the law requires it. Apart from that, we do not share it with anybody else.

• A coach’s account — while it is open, and for 12 months after it is closed, in case it is reopened. Then it is deleted.
• Lessons, clients and notes — for as long as the coach keeps them. A coach can delete a client with no history outright, and everything goes when the account is deleted.
• Billing records — six years, because HMRC requires it. These are records of payments to us, not of anybody’s lessons.
• Server logs — 30 days.
• Backups — a locked copy of the service is made every night and kept for 30 days, then deleted. Something deleted from the app stays in a backup until that backup is deleted, and is only ever used to put the service back if something goes wrong.

Junior players are usually booked in by a parent, and nobody under 18 needs an account to be taught: player accounts exist only where a coach has invited somebody, and there is no open sign-up anywhere on the site.

Because a parent’s phone number is usually the one on a junior’s record, a coach can note whose name answers it. That name is the only thing recorded about that person, it is visible to the coach alone, and the rights set out below belong to them as much as to anybody else named here — a parent may ask what is held about them, have it corrected, or have it removed.

One feature can show a child’s name to other people. On a group session, a coach can turn on a list of who is coming. It is off until they turn it on, they turn it on for one session at a time, and the coach’s own screen tells them to leave it off for junior sessions.

Where a coach does turn it on, everyone booked into that session is listed by their full name — both to the others booked in and to anyone who opens that session on the coach’s booking page. Nobody is asked first: the coach’s switch is the whole of what decides it.

A coach can also mark a player as a junior, and a player marked that way is never listed — whatever the session is set to. It is a tick and nothing more: no age and no date of birth, neither of which this app records. It covers the players a coach has marked, so it sits behind their own judgement rather than replacing it.

A player, or a parent acting for them, can hide that name at any time, and needs no account to do it. There are three ways: the link in any booking email, which opens that lesson’s own page; the same link in the reminder sent 24 hours before a lesson, which says plainly that the name can be hidden; and the player’s own lessons page, where a coach has given them an account. A name hidden once stays hidden, even if the coach switches the list off and on again.

You have the right to:

• ask for a copy of what is held about you;
• have something wrong about you corrected;
• ask for it to be deleted;
• ask us to stop using it, or to limit what we do with it;
• ask for it in a portable form; and
• object to us relying on a legitimate interest.

These are free, and we will answer within one month. If you are a player, ask your coach first — they decide what is recorded about you, and most requests are quicker that way.

Tell us first, at hello@coachdiary.co.uk. We will acknowledge it within 30 days and tell you the outcome as soon as we can.

You can also complain to the Information Commissioner’s Office at ico.org.uk/make-a-complaint, or on 0303 123 1113. You do not have to come to us first, but it usually gets a quicker answer.

This site sets two cookies and both are strictly necessary: one keeps you signed in, and one protects forms against being submitted by another site on your behalf.

There is no analytics, no advertising and no third-party tracking of any kind — which is why you have not been asked to accept anything. If that ever changes, you will be asked properly, and this page will say so first.

Write to us at hello@coachdiary.co.uk about anything on this page — a copy of what we hold, a correction, a deletion, or a complaint about how we have handled it.

Tell us what you are asking for and, if you are a player, which coach you train with. That gets a quicker answer, because your coach holds the record and we hold it for them.

It reaches us and not your coach. We will acknowledge it within 30 days and answer it as soon as we can — a request to see, correct or delete information has one month.

The agreement between us and the coaches who use Coach Diary is in our terms of service. If you are a player, that is your coach’s agreement with us rather than yours.

If we change what we do with personal information, we will update this page and change the date at the top. If the change is a significant one we will tell coaches by email rather than leaving it to be noticed.