Privacy Policy

Last updated: 8 October 2026

SportsTrack ("we", "us", "our") provides a coaching and athlete-development platform for sports clubs, delivered through our web app and our iOS and Android mobile apps. This policy explains what information we collect, how we use it, and the choices you have.

Information We Collect

We only collect the information needed to run the service for your club:

• Account information — your name, username, and (for club administrators) email address. Passwords are handled by our authentication provider, Google Firebase, and are never stored by us in readable form.
• Performance data — training session records, skill ratings, levels, attendance, and coach comments that your club enters about athletes.
• Profile media — optional profile photos or avatars you choose to upload.
• Voice recordings — when a coach uses the optional voice feedback feature in the mobile app, the coach records a spoken recap of a session. The audio is sent for transcription, and the resulting text is analysed to suggest skill-score changes. We do not keep the audio after it has been transcribed. See AI features below.
• App usage analytics — the mobile apps use Google Analytics for Firebase to record anonymous usage such as sessions, screen views and engagement time. It is not linked to your name and is not used for advertising.
• Device tokens — if you enable notifications, we store a push token so we can deliver alerts about sessions and updates.
• Basic technical data — standard log information such as app version and request timestamps, used to keep the service secure and reliable.

How We Use Your Information

• To provide core features: managing players, recording sessions, tracking progress, and showing athlete cards and history.
• To authenticate you and keep your account and your club's data secure.
• To send notifications you have opted into.
• To transcribe a coach's voice feedback and suggest skill-score changes for the coach to review (only after the coach has given permission in the app).
• To answer club administrators' questions in the optional AI Companion in the web dashboard.
• To diagnose problems and improve the reliability of the service.

We do not sell your personal information, and we do not use it for advertising.

Service Providers

We share data only with the infrastructure providers required to operate the app:

• Google Firebase — user authentication and push notifications.
• Google Cloud — application hosting.
• Neon — managed PostgreSQL database storage.
• Google Analytics for Firebase — anonymous app usage analytics.
• OpenAI — speech-to-text transcription of coaches' voice feedback (see AI features).
• Anthropic — AI analysis of voice feedback transcripts, and the web dashboard's AI Companion (see AI features).

These providers process data only on our behalf, under data-processing terms that require them to protect it to a standard at least equal to this policy.

AI Features and Third-Party AI Services

SportsTrack offers two optional features that send data to third-party AI services. Nothing is sent to them unless the feature is used.

Voice feedback (coach mobile app). Before a coach's first recording, the app explains what will be sent and to whom, and asks for the coach's permission. Nothing is recorded or sent until the coach taps "Allow". When it is used:

• OpenAI receives the audio recording and returns a text transcript.
• Anthropic receives that transcript, the names of the players in the session, and the club's skill names, and returns suggested skill-score changes.
• The coach reviews every suggested change, and nothing is saved until they confirm it.
• A coach can withdraw permission at any time under Profile → Voice feedback (AI) in the app. After that, nothing more is sent.

AI Companion (web dashboard, club administrators only). When an administrator uses the Companion, their messages, any schedule spreadsheet they upload, and the club data needed to answer (such as player names, skills, levels, availability and sessions) are sent to Anthropic. Any change the Companion proposes is applied only after the administrator confirms it.

We use these providers' business APIs. Under their terms, data sent through those APIs is not used to train their AI models. They may keep it for a limited period for abuse and safety monitoring before deleting it. Both providers protect it under security and privacy commitments at least equal to this policy. Their policies are available at openai.com and anthropic.com.

Children's Privacy

SportsTrack is used by sports clubs that may track athletes under the age of 18. Accounts and athlete records are created and managed by club administrators and coaches, not by children directly. Clubs are responsible for obtaining any consent required from parents or guardians before adding a minor's information. We do not knowingly collect data directly from children for our own purposes.

Data Retention

We keep your information for as long as your club's account is active. If your club closes its account, or you ask us to delete your data, we will remove it from our systems within a reasonable period, except where we must retain limited records to meet legal obligations.

Your Rights

You may request access to, correction of, or deletion of your personal data. Athletes and coaches should contact their club administrator, who can update or remove records directly. You can also contact us using the details below and we will help.

Security

Data is transmitted over encrypted HTTPS connections and stored on secured, access-controlled infrastructure. While no online service can guarantee absolute security, we take reasonable measures to protect your information.

Changes to This Policy

We may update this policy from time to time. When we do, we will revise the "Last updated" date above and, where appropriate, notify you in the app.

Contact Us

If you have any questions about this policy or your data, contact us at support@sportstrack.io.