Privacy

Who's responsible

CoachBot is a tool tennis coaches use to run their bookings, payments and lesson follow-ups. Your coach decides what information is collected and why: they are the data controller. CoachBot processes it on their behalf as a data processor, under a data processing agreement with each coach.

If you're a client with a question about your data, ask your coach first. They can export or delete it for you.

What we hold

• Contact details: name, WhatsApp number, email if given, and a parent or guardian's name for junior players.
• WhatsApp messages between you and your coach's business number, from when your coach connected CoachBot.
• Lessons: times, places, prices, cancellations.
• Payments: amounts, dates and how you paid. If your coach connects their bank account, we see incoming transfers to that account so we can match them to lessons.
• Lesson recaps: your coach's voice notes and videos about your lessons, the transcript of those voice notes, and the recap message sent to you.

We don't sell data or use it for advertising. Recaps only contain your coach's own feedback; the software never makes up coaching advice.

Who else processes it

We use these providers (sub-processors) to run the service:

• Meta (WhatsApp Business Platform): sending and receiving WhatsApp messages.
• Google: your coach's calendar, if connected.
• Anthropic: understanding messages and drafting replies and recaps for your coach to approve.
• Deepgram: turning your coach's voice notes into text.
• TrueLayer: reading incoming payments to your coach's bank account, if connected (FCA-regulated).
• Stripe: card payments, if your coach offers them.
• Cloud storage provider: storing voice notes and videos.
• Hosting providers: running the app and its database.

Some of these providers may process data outside the UK, under appropriate safeguards such as the UK International Data Transfer Addendum.

Junior players

For players under 18, coaches should record a parent or guardian as the contact and message them rather than the child. Videos of juniors are stored only in the coach's private library and sent only to the player's contact.

How long we keep it

• Voice notes: deleted 90 days after they're received. The written recap and transcript stay with the lesson.
• Videos, messages and lessons: kept while you're one of the coach's clients, until the coach deletes you.
• Payment records: kept for the coach's tax records (usually 6 years), with your details removed if you're deleted.

Your rights

You can ask for a copy of your data, ask for it to be corrected, or ask for it to be deleted. Your coach can do all of this from their dashboard. You can also complain to the Information Commissioner's Office (ico.org.uk).