UPHAUS Labs ("we", "us", "our") builds intelligent software for coaches. This Privacy Policy explains what information CoachIQ (the "Service") collects, how we use it, who else touches it, and the choices you have. Website: https://uphauslabs.com.

Who CoachIQ is for

CoachIQ is intended for adult coaches, team staff, clubs and other authorized adults. Accounts are for adults 18 or older. CoachIQ is not directed to children under 13 and is not designed for children to create their own accounts. If a parent or guardian believes a child under 13 has provided information directly to CoachIQ, please contact privacy@uphauslabs.com and we will delete it promptly.

Coach responsibility for player information

When you create an account you confirm that you have the authority to enter information about the players and teams you coach, and that you will enter only the minimum information needed for coaching. You remain responsible for obtaining any consents required by your club, school, league, or local law before entering information about others.

What we collect from you

Account info you give us: email, name, and optional profile fields (preferred name, club, role, timezone, language, avatar).
Coaching content you create: teams, players (name, jersey number, positions, coach-authored notes, coaching stats such as confidence, attendance, playing time, 1v1 wins/losses and season progress), games, practices, weekly reflections, season plans, and files you upload.
Product usage: pages visited, features used, error logs, and IP address (used only for security, abuse-prevention and rate limiting).
Payment info (only if you make a purchase): handled directly by Stripe. We store a subscription/plan status; we do not store your card number.

What we do NOT collect about players

CoachIQ does not collect date of birth, address, phone number, email, medical information, family or guardian information about players. Please do not enter that information into free-text fields such as coach notes.

How we use information

To provide the Service and personalize AI-assisted coaching content to your team.
To improve the product, prioritize features, and diagnose bugs.
To communicate with you about updates you have opted into.
To protect the Service against fraud, abuse, and security threats.
To meet legal and regulatory obligations.

We do not sell your personal information. We do not use your player records, uploaded files, AI conversations, Coach DNA, reflections or team private information to build advertising profiles.

AI processing (transparency)

CoachIQ uses large-language-model providers to generate coaching content such as practice plans, growth stories, development recommendations, monthly reports, Coach DNA updates and chat replies. When we call an external AI provider, we minimize what we send:

Full player names, photos, contact information, family/guardian information, medical information and free-text coach notes are stripped server-side before the prompt is sent.
Player identity is replaced with a non-identifying label such as #7 M (jersey number + first initial) or Player A when no jersey is available.
Real player names still display for you inside CoachIQ from our own database after the AI response returns.

AI-generated content is labeled inside the app with "AI-generated · Review before applying". AI output is guidance, not professional advice. Please use your judgement, especially where player safety, injury or welfare is involved.

Uploaded files, photos and youth-player media

Files that you upload for a player (photos, documents or clips) are private by default. They are stored in a managed object-storage service and are streamed only to authenticated requests from your account. We do not publish player media publicly, and we do not rely on URL obscurity as the privacy control.

Advertising posture

CoachIQ is not currently ad-supported. If we ever introduce advertising, it will be limited to contextual sponsorships (e.g. soccer equipment, coaching education, tournaments, camps) selected only from the page context and coarse coaching context (age group, region). Player names, player records, photos, coach notes, AI conversations, Coach DNA, reflections, uploaded files and team private information will never be used to target or personalize advertising, and no ad SDKs or cross-site tracking pixels will be embedded. Founding Coaches remain permanently ad-free.

Third-party processors ("subprocessors") we use

The current list of processors that operate CoachIQ on our behalf is on our Subprocessors page. As of the "Last updated" date these include (at minimum): OpenAI (LLM inference via the Emergent LLM proxy), Google (Sign-In only, if you choose to sign in with Google), Emergent Object Storage (uploaded files), MongoDB Atlas (database), and Stripe (payments, only when payments are enabled).

Your choices and rights

See a snapshot of what we store and what leaves the server for AI: Settings → Privacy at a glance.
Clear AI-generated content per player, or for your entire account.
Export everything CoachIQ has stored about your coaching (JSON).
Delete your account from Settings → Delete Account. When you delete, we remove your owned records across all CoachIQ collections and best-effort purge uploaded file bytes from object storage; residual encrypted backups at our hosting providers may retain a copy briefly before rolling off on their own retention schedule.
Depending on where you live, you may also have the right to request access, correction, deletion, portability, or restriction of processing of your personal information. Contact privacy@uphauslabs.com.

Data retention

We keep account content while your account is active. When you delete your account, we remove your owned records across all CoachIQ collections and best-effort purge uploaded file bytes from object storage; some managed-hosting encrypted backups may retain a copy briefly before they roll off on their own retention schedule.

Soft-deleted uploads (rows and object bytes) are purged after 30 days.
Email delivery logs are retained up to 90 days.
Security / audit logs are retained up to 180 days for investigation.
Aggregate, non-identifying analytics may be retained indefinitely for product improvement.
Billing and Founding-Coach entitlement records are retained as long as required to honor purchases and meet accounting obligations.

We do not guarantee immediate deletion from every downstream backup; hosting providers may hold encrypted copies for a limited period until they age out. Ask privacy@uphauslabs.com if you have specific concerns.

Security

We use HTTPS, JWT-based session tokens, tenant-isolated database queries (every request checks your ownership), rate limiting, prompt-injection defenses, private-by-default uploads, and a Content-Security-Policy (currently in report-only mode). No system is perfectly secure — please pick a strong password and let us know at support@uphauslabs.com if you suspect a problem.

International transfers

Our infrastructure is operated in the United States. If you access CoachIQ from another country, you understand that your information will be processed in the US and other countries where our processors operate.

Changes to this policy

If we make material changes, we will update the "Last updated" date and notify signed-in coaches in-app.

Contact

Privacy questions: privacy@uphauslabs.com. Product support: support@uphauslabs.com.

Owner: UPHAUS Labs · https://uphauslabs.com. This document is a good-faith draft. Please treat it as descriptive of the current implementation, not as legal advice. Attorney review pending.