Privacy Policy

Coachino.ai is a coaching operations platform for pickleball coaches, clubs and athletes. This policy explains what we collect, what we send you, how long we keep it, and how to make it stop. It is written to be read, not to be survived.

This policy is provided by Coachino Technologies Inc., the controller of the information described below. Questions, requests and complaints: support@coachino.ai.

1. What we collect

Account information

Your name, email address and profile photo. If you sign in with Google or Microsoft, we receive your name, email and profile image from that provider — not your password. If you sign up with a password, we store only a bcrypt hash of it.

Coaching and booking information

Sessions you book or teach, their times and locations, the court reserved for them, your coaching rates, working hours and timezone, and — for coaches — your public profile (biography, specialties, years coaching, social links).

Payment information

Payments are processed by Stripe. We never see or store your card number. We keep the amount, status and Stripe reference for each transaction, plus your prepaid wallet balance and its ledger of top-ups, spending and refunds.

Messaging information

For each channel you connect, we store the address on that channel (your email address, your phone number in international format, or the account-scoped identifier Instagram gives us — never your Instagram password), when and how you consented, when you opted out if you did, and when you last messaged us. We also store the messages we send you and the messages you send us, including their content.

Connected services

Calendar connections are optional and separate from sign-in. We use connected calendars to check availability, display events, sync booked sessions, calculate coaching achievements and let you review past lessons for import. Google data use is described below. If you connect a court-booking system such as CourtReserve or PlayByPoint, we store credentials for it encrypted at rest with AES-256-GCM, and never in plain text.

Google user data

Access and use. Google sign-in provides your account identifier, name, email address and profile image. Connecting Google Calendar separately lets Coachino read your calendar list and event details, including titles, times, timezones, locations and attendee information. We use event times, attendance responses and locations to check availability and travel buffers; titles and times to display your schedule and calculate coaching and tournament achievements; and calendar names, event titles and attendee names to help you review and import past coaching lessons. You choose the calendar and date range for an import and confirm which lessons and students to save.

When Google is your selected booking calendar, Coachino creates booked-session events on your primary Google calendar and removes them when those bookings are cancelled. The events include the session time and player name and may invite the player by email; Google sends the corresponding invitation or cancellation updates.

Storage and retention. We store your Google account identifier and authorization tokens in our server-side database so your connection can work when you are away. Import previews store calendar and event identifiers, titles, times and attendee name hints. Previews expire after seven days and are deleted by periodic cleanup, or when you cancel the review. Confirmed lessons, student assignments and the source references needed to prevent duplicate imports remain in your coaching history. Event descriptions are not copied into coaching notes by the import.

Sharing and control. Our application and database hosting providers process Google data to operate these features. Your availability is used when players book with you; your calendar event details, achievements and import previews are shown in your coach account. Saving an imported lesson does not automatically send it to students. If you later request an AI coaching-note draft for that lesson, its date and the student names you confirmed can be included in the context sent to our configured drafting provider (Anthropic, or OpenAI where enabled). Sending a note or recap to a recipient requires your separate action. You can remove Coachino's access in your Google Account connections. Removing access stops future authorized calendar access, but does not delete previously saved information in Coachino or events already created in Google Calendar. To request deletion of stored Google tokens, imported data or your account, email support@coachino.ai. If you use Google to sign in, removing its connection may also require you to sign in again or use another sign-in method.

Limited Use. Our use and transfer of information received from Google APIs follows the Google API Services User Data Policy, including its Limited Use requirements. We use this information only for the user-facing features described here. We do not sell it, use it for advertising or credit decisions, or use it to train general-purpose AI models. Human access is limited to your permission for specific data, necessary security investigations, legal obligations, or aggregated internal operations as permitted by that policy. Transfers are limited to providing these features with your consent, security or legal needs, or a business transfer with your prior consent.

Technical information

Pages viewed, features used, approximate traffic origin, and error diagnostics. We use this to understand how the product is used and to fix what breaks.

2. What we message you about, and where

Every message below is transactional — it is about a session you booked or an account you hold — except where marked promotional.

Channels. Today we send by email. We are adding WhatsApp and Instagram direct messages; those channels carry messages only to people who have linked that channel and consented on it, and we will never move you onto a channel you did not connect yourself. If a channel is unavailable or you are unreachable on it, we fall back to email so that time-sensitive information about a session you paid for still reaches you.

We do not send overnight. Scheduled messages are held outside 21:00–08:00 in the local time of the session they concern.

3. Consent, and how to stop messages

Transactional messages about a session you booked are part of the service. Promotional messages are sent only with your express consent, are off by default, and are always separately refusable.

If you opt out of all messaging you may still receive essential account notices, such as a security or billing problem, because we cannot operate your account without being able to reach you about it.

4. How long we keep it

Why we keep opt-out records after you leave. If we deleted the record that you asked us to stop, a later import or a reconnected integration could start messaging you again. Retaining a suppression record is the only way to keep that promise, so we keep it — and nothing else about you goes with it.

5. Automated message writing

Some messages are phrased with the help of an AI model provided by Anthropic. When this is used, we send the model only the specific facts the message is about — for example a session time, a court name and the first names involved — together with the plain version of the message, and ask it to reword that.

The model is never given your payment details, your wallet balance, athlete notes, credentials, or your message history. Its output is checked against the facts we supplied before anything is sent; if it introduces anything we did not give it, the message is discarded and the plain version is sent instead. Under Anthropic's commercial terms, information sent through their API is not used to train their models by default, and we do not submit it for training.

No decision that affects you — whether a booking can be cancelled, whether a refund is due, what you are charged — is made by an AI model. Those are decided by our own code against rules published in our Terms of Service.

6. Who we share it with

We do not sell your information, and we do not share it for advertising. We use the following service providers, each only for the purpose shown:

We may also disclose information where the law requires it, or to establish or defend a legal claim. If Coachino is ever acquired, information may transfer as part of that transaction; we will say so here before it takes effect.

Some of these providers operate outside Canada, which means your information may be stored or processed elsewhere and be subject to the laws of those countries.

7. Your rights

You can ask us to show you what we hold about you, correct it, delete it, or send you a copy in a portable format. You can withdraw consent to messaging at any time as described above. Email support@coachino.ai and we will respond within 30 days.

Deleting your account removes your profile, bookings and messages, except records we are required to keep for tax or accounting purposes and the opt-out record described in section 4.

Depending on where you live you may also have the right to complain to a regulator — in Canada, the Office of the Privacy Commissioner.

8. Security

Court-booking credentials and private iCal feed URLs are encrypted with AES-256-GCM. Google and Microsoft sign-in and calendar tokens are stored in our server-side database; they do not currently receive this additional application-level encryption. Passwords are stored only as bcrypt hashes. Access to production data is limited to people who need it to operate the service, subject to the Google data limits above. We are a small team and do not pretend to be immune to breach; if one occurs and affects you, we will tell you.

9. Children

Coachino is not intended for children under 13, and we do not knowingly collect their information. Where a coach records information about a minor athlete, the account holder is responsible for having the right to provide it. If you believe a child's information has reached us, email us and we will delete it.

10. Changes

If we change this policy in a way that materially affects how we use your information, we will tell you before it takes effect — by email, or in the product. The date at the top of this page always reflects the current version.

11. Contact

Coachino Technologies Inc.
support@coachino.ai