Coachie for Coaches — Privacy Policy
Last Updated: August 2026 Effective Date: August 2026
This policy covers Coachie for Coaches, the professional dashboard at
coach.playspace.games. It describes what we collect about you, the coach, and how client health data reaches you.It is separate from the Coachie privacy policy that covers the consumer app. If you also use the Coachie app personally, that policy governs your own logged data.
1. Two different kinds of data
This policy deals with two things that should not be confused:
- Your data — the account you create, what you pay, how you use the dashboard. We are responsible for this.
- Your clients' health data — what they logged in the Coachie app and chose to share with you. They are the source of it, we transmit it, and once you receive it you are independently responsible for it.
Section 5 is about the second kind, and it is the part with real obligations attached.
2. What we collect about you
2.1 Account
- Your email address and password (stored hashed; we never see the plaintext)
- Your name and, if you give one, your business name — these appear on check-ins your clients receive
- The date you signed up
2.2 Billing
Payments are processed by Stripe. We store your Stripe customer identifier, your subscription status, and your seat count.
We never receive or store your card number. It goes directly to Stripe and stays there.
2.3 Usage
- Sign-in times and IP address, kept for security and abuse investigation
- Which dashboard pages you opened and which check-ins you generated, edited or sent
- Errors and diagnostic logs
We do not run third-party advertising or tracking on the coach dashboard, and we do not sell or rent your information.
3. Why we hold it
- To run your account and show you your roster
- To bill you and handle failed payments
- To send you service email — billing, security, changes to these documents
- To investigate abuse, and to meet legal obligations
We do not send you marketing email you did not ask for.
4. Who processes it
| Processor | What it handles | Where |
|---|---|---|
| Google Cloud / Firebase | Accounts, database, server functions, notifications | United States |
| Stripe | Payments and subscriptions | United States |
| OpenAI | Generating check-in drafts (see §6) | United States |
All are bound to process data only on our instructions. Data is stored and processed in the United States. If you or your clients are elsewhere, using the service means data is transferred there.
5. Your clients' health data
5.1 How it reaches you
Nothing reaches you unless a client granted it. In their app, a client turns on individual categories — food and nutrition, workouts and movement, weight and body measurements, sleep and recovery, mood and stress, menstrual cycle, clinical vitals — and can change or withdraw them at any time.
You see only the categories switched on, and only while the connection is active. The filtering happens on our servers, not in your browser: data outside a granted category is never sent to your dashboard at all.
5.2 What you never receive
Regardless of any setting, you never receive:
- a client's conversations with the AI coach
- their journal entries or written reflections
- their private messages or circle posts
- their photo library, or any progress photo they have not shared with you
There is no configuration that reveals these. They are excluded in code.
5.3 Progress photos
Progress photos are different from everything else here, and they work differently.
Coachie keeps them on your client's device. They are not uploaded, and you cannot browse them. A client who wants you to see one shares that photo specifically, and can unshare it at any time — which deletes the copy you were shown.
When you view a shared photo, your dashboard is given a link that stops working after fifteen minutes. Nothing you are shown is a permanent address, and once a connection ends no further links are issued and the uploaded copies are deleted. Your client's own copies stay on their device, where they always were.
Photos reach you only while the client has also shared weight and body measurements. If they switch that category off, the photos go with it.
5.4 Your role
Once client health data reaches you, you decide what to do with it, and you are responsible for it under whatever laws apply to you. Depending on where you and your clients are, that may include HIPAA, GDPR, UK GDPR, PIPEDA, or state health-privacy statutes. We cannot advise you on your obligations and the service does not make you compliant with them.
Your commitments about handling that data — no marketing use, no resale, no retention beyond coaching that client — are set out in §3.2 of the Terms of Service.
5.5 When a connection ends
A client can end the connection at any time, without notice and without giving a reason. Immediately:
- your access to their data stops
- any check-in you had drafted but not sent is deleted
- the health figures attached to check-ins you already sent are erased
Anything you copied outside Coachie — notes, exports, screenshots, spreadsheets — is yours to destroy. We cannot do it for you.
6. AI-generated drafts
To draft a weekly check-in we send OpenAI a summary built from the client's shared data: the week's figures and totals, your name, and the client's display name. We do not send their email address, their account identifier, or their raw records.
Drafts are generated with gpt-4o-mini. OpenAI does not use data submitted through its API
to train its models.
The draft is yours to read, edit and approve. Nothing is sent to a client automatically.
7. How long we keep things
| Data | Kept |
|---|---|
| Your account | Until you delete it |
| Billing records | 7 years, as tax law requires |
| Unsent check-in drafts | Until sent, or deleted when the connection ends |
| Sent check-ins | Kept as messages; the health figures behind them are erased when the connection ends |
| Shared progress photos | Deleted outright when the client unshares one or the connection ends |
| Sign-in and diagnostic logs | 90 days |
Deleting your account closes every client connection and removes your dashboard data. Your clients keep everything they logged — it was always theirs.
8. Security
Data is encrypted in transit and at rest. Access is enforced server-side by rules that check the connection and the granted categories on every request, so a client's data cannot be reached by changing a URL or a request from the browser.
Your account protects other people's health data. Use a password you use nowhere else, and do not share your login — §7 of the Terms of Service makes sharing it a breach.
9. Your rights
Depending on where you live you may have the right to access, correct, export, or delete your data, and to object to some processing. Write to the address in §11 and we will respond within 30 days.
These rights cover your data. A client's rights over their data are exercised through their own Coachie account, not through you.
10. Changes
We may update this policy. Material changes will be notified by email at least 30 days before they take effect.