Coach Privacy Policy

Policy version: 2026-09-05

The Sport Scheduler Pro policy below is reproduced without changes to its text. View the original policy. Jump to the additional Coach provisions.

Privacy Policy

Effective Date: April 6, 2026

At Sport Scheduler Pro ("we", "us", "our"), we are committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website and use our online sports schedule generator (the "Service"). Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access or use the Service.

1. Information We Collect

When you use the Service, we collect limited personal information to facilitate access and improve the user experience. The types of information we collect are as follows:

1.1. Email Address

We collect your email address when you sign up for a Pro account or provide it to access Free Plus features. Your email address is used to create your account, communicate with you regarding your use of the Service, and send transactional emails.

1.2. Payment Information

Payments for the Service are processed through Stripe, a third-party payment processor. We do not store any payment information on our servers. Please refer to Stripe's Privacy Policy for more information about how they handle your payment information.

1.3. Schedule and Bracket Data (Team Names, Game Information, Picks)

While using the Service, you may input team names, game dates, times, locations, scores, and bracket picks to generate and manage schedules and brackets. How this data is stored depends on your account type:

Free Tier (Anonymous Schedules): Schedule data is stored temporarily and automatically deleted after 30 days.
Free Tournament Brackets: Bracket links are stored for 30 days and then automatically deleted.
Pro Accounts: Schedule data is stored as long as your subscription remains active. Data is retained for 30 days after subscription cancellation, then permanently deleted.

1.4. Livestream Links and Stream Access Codes

If your league uses livestream features, we may store game-level livestream metadata such as the stream URL, the video provider, whether a stream is currently marked live, and a game-specific stream access code used to attach or update that link.

We do not host the underlying video for YouTube or Facebook livestreams in this feature. The video itself remains hosted by the third-party platform.

1.5. Manual Roster Data

League administrators may choose to store manual roster details for league operations. These fields can include athlete names, email addresses, phone numbers, paid or unpaid status, and for youth leagues, the name and contact information of a parent or legal guardian instead of the minor's direct contact information.

Manual roster data is intended to remain private to the league administrator and any co-administrators they designate. It is not displayed on public schedule pages.

1.6. Analytics Data

We use Google Analytics to understand how visitors use our Service. This includes information such as pages visited, time spent on pages, and general geographic location. This data is aggregated and does not personally identify you.

2. Public Schedule Pages

When you publish a schedule using our Pro service, it becomes accessible via a public URL. Please be aware of the following:

2.1. Visibility

Public schedules are accessible via direct link. Unless a league organizer explicitly enables search indexing, they are not intended to appear in search engine results. This means:

Anyone with the link can view your schedule
Search engines (Google, Bing, etc.) will not index or display your schedule in search results unless indexing is enabled by the organizer
Team names, game dates, times, locations, scores, and other public schedule details you enter will be visible to anyone you share the link with
Game-level livestream links attached to public schedules may also be visible to anyone who has the link
Livestream-enabled games may appear on the public season and game pages for that league

2.2. Pro Schedules

Pro schedules are accessible via a shareable public URL for as long as your subscription remains active. The schedule URL can be shared with team members, players, and anyone else who needs access.

2.3. Free Tier Schedules

Anonymous schedules created using our free tier are accessible only via direct link and are automatically deleted after 30 days. Free tournament bracket links are accessible via direct link and are automatically deleted after 30 days.

3. How We Use Your Information

We use the limited personal information we collect to provide and improve the Service. Specifically, we use your information for the following purposes:

Account Creation and Access: Your email address is used to create your account, provide access to the Service, and communicate important information regarding your account.
Schedule Generation: Team names and game information are used to generate and display schedules.
Livestream Display: If enabled by a league, livestream links and related metadata are used to show live or saved stream links on public game and schedule pages.
Manual Roster Management: If enabled by a league administrator, roster details are used to organize team participation and to track paid or unpaid status manually inside the admin dashboard.
Service Improvement: Analytics data helps us understand how users interact with the Service so we can improve it.
Communications: If you opt-in, we may send you news and updates about Sport Scheduler Pro. You can unsubscribe at any time.

4. Data Retention

We retain data according to the following schedule:

Data Type	Free Tier	Pro Accounts
Schedule Data	30 days (auto-deleted)	While subscription active + 30 days
Livestream Links and Access Codes	30 days with the schedule	While subscription active + 30 days
Bracket Links and Picks	30 days (auto-deleted)	30 days (auto-deleted)
Email Address	Until unsubscribe request	Until account deletion request
Transaction Records	N/A	7 years (legal requirement)

5. Data Security

We take appropriate technical and organizational measures to secure your information and protect it from unauthorized access or misuse:

Encryption: All data exchanged between your browser and our servers is encrypted using industry-standard HTTPS protocol.
Secure Storage: Data is stored in secure, access-controlled databases.
Authentication: Pro accounts use secure authentication through OAuth providers (Google, GitHub) or email-based magic links.

However, please be aware that no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee the absolute security of your data.

6. Sharing Your Information

We do not sell, rent, or trade your personal information to third parties. Your information is only shared in the following circumstances:

Payment Processing: We use Stripe to process payments. Stripe handles all payment information, and we do not store your payment details.
Analytics: We use Google Analytics to understand Service usage. Google may collect certain information according to their privacy policy.
Legal Obligations: We may disclose your personal information when required by law, such as to comply with a subpoena, legal process, or government request.

7. Your Rights

You have certain rights regarding your personal information:

Access and Correction: You can access and update your account information at any time through your account settings or by contacting us.
Data Deletion: You may request the deletion of your account and personal information by contacting us at info@sportschedulerpro.com.
Opt-Out: You may opt out of marketing communications at any time by following the unsubscribe instructions in emails or contacting us.
Noindex Request: You may request that your public schedule not be indexed by search engines.

8. California Privacy Rights (CCPA)

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

8.1. Right to Know

You have the right to request information about the categories of personal information we collect, the purposes for which we use it, and the categories of third parties with whom we share it. The categories we collect include:

Identifiers (email address)
Commercial information (transaction history for Pro accounts)
Internet activity (analytics data)
User-generated content (schedule data, team names)

8.2. Right to Delete

You have the right to request deletion of your personal information, subject to certain exceptions (such as legal retention requirements for transaction records).

8.3. Right to Opt-Out of Sale

We do not sell your personal information. We have not sold personal information in the preceding 12 months and do not intend to do so.

8.4. Right to Non-Discrimination

We will not discriminate against you for exercising any of your CCPA rights. You will not receive different pricing or quality of service for making a privacy request.

8.5. How to Exercise Your Rights

To exercise any of these rights, please contact us at info@sportschedulerpro.com. We will respond to verifiable requests within 45 days.

9. Cookies and Tracking Technologies

We use essential cookies for authentication and session management. We also use Google Analytics which may set cookies to track usage patterns. You can control cookie settings through your browser preferences.

10. Children's Privacy

The Service is not intended for individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that a child has provided us with personal information, we will take steps to delete such information from our systems.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes to our practices or for legal, regulatory, or operational reasons. We will notify you of any material changes by posting the updated Privacy Policy on our website. Your continued use of the Service after such changes will constitute your acknowledgment and acceptance of the updated policy.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or how we handle your information, please contact us at info@sportschedulerpro.com.

Additional privacy provisions for Coach by Sport Scheduler Pro

Coach is operated by Sport Scheduler Pro LLC. 3400 Cottage Way, Ste G2 #34837, Sacramento, CA 95825. Contact info@sportschedulerpro.com for account, privacy, or service requests.

The Sport Scheduler Pro Privacy Policy reproduced above also applies to Coach by Sport Scheduler Pro ("Coach"). References to Sport Scheduler Pro and the Service include Coach where applicable. These additional provisions describe Coach’s processing and govern the Coach-specific differences below. They do not change how the separate Sport Scheduler Pro scheduling product operates.

C1. Information Coach stores

Coach stores your account name and email, authentication records, team settings and age groups, coaching conversations, favorite drills, schedules, documents and saved revisions, private practice recaps, sharing settings and AI usage records. It also stores the policy acknowledgement and your separate optional marketing preference. Passwords are hashed, not stored as readable passwords. Stripe handles card details; Coach stores subscription identifiers and status to provide account access and billing controls.

Team ages describe participants, not account holders. Coach accounts are for adults. Use team-level information and avoid entering players’ full names, contact details, health information or other sensitive personal details. Temporary names entered in the Group maker stay in that popup and clear when it closes.

C2. AI processing

When you request AI help, Coach sends the relevant prompt, selected teams’ settings, relevant drill content, a limited portion of the current conversation and relevant coach-entered practice recaps to OpenRouter and the model provider. Full transcripts remain in your workspace; not every past message is sent with each request. The current model is OpenAI’s GPT-5.4 nano through OpenRouter.

OpenRouter and its model providers apply their own processing and retention policies. We do not promise zero retention or exclusion from provider training unless the deployed provider settings have been verified. See the OpenRouter privacy policy. Workspace deletion does not itself erase information a provider is required or permitted to retain under its applicable terms.

C3. Coach service providers, cookies and imports

Coach uses Vercel for hosting, Neon for its production database, Better Auth for authentication, Resend for enabled account emails, OpenRouter and its model provider for requested AI responses, and Stripe for enabled billing. These providers may process information outside your country. Coach uses email/password and, when enabled, email-link authentication; the scheduling product’s OAuth description does not mean those providers are enabled in Coach.

Coach uses essential authentication cookies and browser storage for preferences, such as selected teams and chats. Google Analytics measures public page visits and selected product actions by default, unless you opt out or your browser sends a Do Not Track or Global Privacy Control signal. This preference is separate from email marketing consent. Coach and Sport Scheduler Pro use the same Analytics property. On public Coach pages where analytics is enabled, a temporary frame loads Google’s script to obtain a browser and session identifier that can be shared across sportschedulerpro.com and coach.sportschedulerpro.com, allowing us to understand movement between the two sites in the same browser. This script request connects your browser to Google, which receives normal connection and browser information. The frame blocks Google’s event collection; Coach sends only selected event labels, public page locations, browser identifiers and session timing through our server. The server does not forward your IP address, account identity, email, team names, chat text, document contents, query strings or private share links. No Google tracking script runs in your workspace, authentication pages or private shares, and advertising personalization is disabled. You can opt out of analytics using Analytics choices on this page. Opting out stops future Coach collection and clears Coach’s local analytics state; it does not delete shared parent-domain Analytics cookies or change Sport Scheduler Pro’s separate choices. Aggregated reports and previously collected events may remain under the configured Google Analytics retention settings. Operational records include request errors, counts, timings and available usage costs; app diagnostics omit model prompts and secret keys.

Calendar subscription URLs can contain private access tokens. Coach stores them privately to refresh schedules and excludes them from AI prompts, public snapshots and account exports. Disconnecting removes the saved connection URL and keeps imported events. Imports do not change data in Sport Scheduler Pro or another calendar service.

C4. Coach sharing

Document and calendar links are unlisted, non-indexed snapshots, with no search-indexing opt-in. Anyone with the link can view it, including people it is forwarded to. Private chats and recaps are excluded. Revoke a link to stop future access, but copies already downloaded by recipients are outside our control. Existing Coach snapshot links remain available during the 30-day return window unless revoked, and stop working when the account is deleted.

C5. Cancellation, deletion and retention

We retain your Coach account and coaching data while the subscription is active and for 30 days after it actually ends. This return window begins when paid access ends, not when you first request cancellation. Resubscribing before the deadline preserves your saved work. Signing in alone does not restart the window. Account shows the deletion date when your subscription has ended.

After that 30-day period, scheduled deletion removes the login, teams, chats, documents and revisions, calendars, private recaps, favorites, usage records and share links from the active application database. You may export your data or request earlier account deletion after the subscription ends. Archiving a chat retains it; deleting it removes it. Accounts without an ended subscription are not automatically enrolled in this cancellation cleanup policy.

Billing: billing and transaction records required for legal, tax or accounting obligations are retained for the applicable required period. They are not used to retain your coaching workspace.
Optional newsletters and promotions: only if you separately and affirmatively opted in, we retain your email address and a minimal record of that permission after account deletion, until you unsubscribe. This covers news, tips and promotions about Coach and Sport Scheduler Pro. It does not include team information, chats, documents or other coaching content.
Deletion safeguards: an opaque account identifier and deletion time remain to prevent an old request or restored backup from recreating a deleted workspace. This record contains no name, email or coaching content.

Database recovery history is configured for up to 1 days. This recovery window does not establish when every service-provider backup copy is erased; provider backup retention is governed by their applicable policies. Any restore must reapply recorded account deletions before serving users.

C6. Email choices and your controls

The marketing checkbox is separate from the required Terms and Privacy acknowledgement and is unchecked by default. Declining it does not prevent account creation. The consent record identifies the choice, the date and the wording version. Accepting the Terms is never treated as marketing permission.

You can update the preference in Account or use the unsubscribe option in a marketing email, including after your coaching account has been deleted. Unsubscribing removes the retained marketing email and consent record for this mailing list; required billing records and essential communications are separate. This preference does not change a separate account or independently obtained mailing-list permission in Sport Scheduler Pro.

Account also offers a personal-data export and deletion controls. Contact the operator to request access, correction, deletion or other applicable privacy rights. The privacy rights, no-sale commitments and contact provisions in the base policy also apply to Coach.