Terms of service

This agreement is between you — the coach with an account — and Coach Diary, run by a sole trader in the United Kingdom. “We” and “us” mean Coach Diary; “you” means you.

Your players are not part of this agreement. Whatever they have arranged with you about lessons and payment is between you and them. We are not a party to it and take no position on it.

Coach Diary publishes your availability, lets players book open slots, and sends confirmations and reminders automatically. It keeps a record of your lessons, your clients and what you have been paid.

It records payment and never takes it. No money from a player passes through this app. How you are paid, and whether you have been, is between you and your player — the app is where you write it down.

• One account is for one coach. Give us accurate details and keep them up to date.
• Keep your password to yourself. Anything done through your account is treated as done by you, so tell us straight away if you think somebody else has got into it.
• You must be 18 or over, and entitled to run the coaching business the account is for.
• You are responsible for what you put into the app — your poster wording, your notes, and the details of the people you teach.

• A free trial of 30 days from the day you register. No card is needed to start it, and nothing is charged during it.
• After that it is £15 a month or £150 a year. Both prices include VAT — the figure you see is the figure you pay.
• Payment is taken by Stripe. Your card details go to them and never to us; all we are told is the type of card and its last four digits.
• A subscription renews automatically until you cancel it. We will tell you by email before your trial ends.
• If we ever change the price we will tell you by email first, and the new price applies from your next renewal — never mid-period.

• You can cancel at any time, from the billing page, and keep access until the end of the period you have paid for.
• We do not refund part of a period. If you cancel a month in, you keep the rest of that month.
• Deleting your account, at the foot of your profile settings, cancels your subscription straight away. You are not charged again, and the rest of the period is not refunded.
• If a payment fails, Stripe retries it over about three weeks. Your diary stays open while that happens. If it never succeeds, the subscription ends and you lose access to the app.
• Your players are protected for 7 days past that point: lessons already booked are honoured and reminders still go out. After it, your public booking pages say bookings are paused and no new lesson is created — nothing already in the diary is cancelled or deleted.
• We keep your account for 12 months after it closes, in case you come back, and then delete it. You can ask us to delete it sooner.
• We can end this agreement if you break it — see section 8 — or on 30 days’ notice by email if we ever stop running the service. If we stop, we will give you time to get your records out.

Your clients, your lessons, your notes and your poster wording are yours. We claim no ownership of them and we do not use them for anything except running the service for you.

The app itself — the software, the name and the mark — stays ours.

This section is required by UK data protection law and forms a contract between us under Article 28 of the UK GDPR. It matters more than it looks: without it, you would be in breach of your own obligations for using any software to hold your players’ details.

You are the controller of your players’ information and we are your processor. You decide what to record about the people you teach; we hold it and act on your instructions.

What that covers:

• Subject matter and purpose — holding and displaying your lesson records, and sending confirmations and reminders to your players on your behalf.
• Duration — for as long as your account is open, and the 12 months afterwards described in section 5.
• Type of information — names, email addresses, phone numbers, lesson times and venues, prices and payment records, anything a player types into your booking form, and any note you write about a lesson.
• Who it is about — the players you teach, including juniors where you teach them.

We undertake to:

• process that information only on your documented instructions, which for ordinary use means your use of the app, unless the law requires otherwise — in which case we will tell you unless we are forbidden to;
• make sure anybody with access to it is under a duty of confidence;
• keep it secure with appropriate technical and organisational measures;
• use other companies to help run the service only as described in our privacy policy — currently Stripe, Resend, our hosting provider and DigitalOcean (for backups) — under terms no weaker than these, and tell you by email before we add or change one, so you can object;
• help you answer a player who asks to see, correct or delete what you hold about them;
• help you keep the service secure, tell you without undue delay if information is ever lost or exposed, and help you with any assessment you have to make;
• delete your players’ information when this agreement ends, on the timetable in section 5, or return it to you sooner if you ask; and
• give you whatever information you reasonably need to show that we are doing all of the above.

In return, you undertake to:

• have a lawful basis for recording what you record about your players, and tell them what you do with it — our privacy policy is written so you can point them at it for the part we do;
• take care with anything sensitive. A note about an injury is health information and deserves more thought than a note about a backhand; and
• be careful with junior players in particular. The setting that lets people in a group session see each other’s names is off by default, and we recommend leaving it off for junior sessions.

• Use the app to break the law, or to hold information you have no right to hold.
• Send anything through it that is abusive, threatening or misleading, or use it to send marketing to your players — the emails it sends are about lessons.
• Share one account between several coaches, or resell access to it.
• Try to break into it, overload it, scrape it, or work around the limits on it.

If you do any of these we may suspend or close your account. Where it is safe and fair to do so we will warn you first and give you a chance to put it right.

We will provide the service with reasonable care and skill, and we take backups. But we do not promise it will never be unavailable: software has faults, servers and email providers have outages, and some of what this app depends on is not ours.

In particular, we cannot guarantee that every reminder arrives. We send them, and email delivery is not something anybody controls end to end. The reminders reduce no-shows; they are not a promise that a player will turn up.

Keep your own record of anything you cannot afford to lose. The calendar feed and the earnings export are there for that.

Nothing in this agreement limits our liability for death or personal injury caused by our negligence, for fraud, or for anything else the law does not allow us to limit.

Otherwise, and because this is a low-cost tool rather than an insurance policy, our total liability to you is limited to what you have paid us in the 12 months before the problem. We are not liable for lost profit, lost business, lost bookings or lost goodwill.

If you are using the app for your business, you agree this limit is reasonable given what the service costs.

We may change these terms. If a change is a significant one we will tell you by email before it takes effect, and the version number at the top of this page will go up. Carrying on using the app after that means you accept the new version.

If you do not accept a change, you can cancel — see section 5.

• This agreement is governed by the law of England and Wales, and its courts are where a dispute is heard.
• If any part of it turns out to be unenforceable, the rest still stands.
• Not enforcing something once does not mean giving it up.
• You cannot transfer this agreement to somebody else without asking us.
• Nobody other than you and us can enforce any part of it.

Questions about any of this go to hello@coachdiary.co.uk. How we handle personal information is in our privacy policy.