Privacy & Data Protection

Updated 23 March 2024

1. Introduction

Coaching Scribe, operated by Sports Toolkit Limited, is committed to protecting the privacy and security of our users' personal information. This Privacy and Data Protection Policy outlines the types of information we collect, how we use it, the measures we take to ensure its protection, and your rights regarding your personal data.

2. Information We Collect

  • Personal Information: Names, email addresses, and payment details collected through direct interactions when you create an account or subscribe to our services.

  • Usage Data: Information on how the services are accessed and used, collected via cookies and similar technologies.

  • Third-Party Data: Information processed through third-party services like Squarespace's selling platform, Stripe for payment processing, and Google AdSense.

3. Use of Information

Your personal information is used for the following purposes:

  • To provide and maintain our service, including session plan creation and management.

  • For communication related to service provision and any inquiries or support you may require.

  • For analytics to improve our service.

  • To inform you about changes to our service or policies.

4. Legal Basis for Processing

We process your personal data only when we have a legal basis to do so. These bases include consent (where you have given consent), contract (where processing is necessary for the performance of a contract with you), and “legitimate interests” (where processing is necessary for our or a third party's legitimate interests).

5. Data Sharing & Disclosure

  • Employees: Access to your personal data is limited to employees who need the information to provide services or support.

  • Third Parties: We share data with third-party services for payment processing, analytics, and advertising (Squarespace, Stripe, Google AdSense). These parties are compliant with data protection laws and prioritise the privacy of our users.

6. Data Security

  • Session Plans: Created session plans are stored locally in the user's browser, using a serverless architecture. This means your session plans are not accessible to us or stored on our servers, enhancing privacy and security.

  • Personal Data: Measures are in place to protect your personal data from unauthorised access, alteration, or destruction. We follow best practices and Squarespace’s guidelines to safeguard your information.

    Data Security Measures: We implement appropriate technical and organisational measures to protect the personal data that we hold from unauthorised access, loss, alteration, or destruction. These measures include access controls to prevent unauthorised access to our systems and data.

  • Incident Response: We have procedures in place to handle any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

7. Managing Your Data

You can manage your personal information via your member's account area on our platform, a feature supported by Squarespace. This includes updating, accessing, or requesting deletion of your data.

8. Rights of Data Subjects

You have several rights under data protection laws, which you can exercise at any point:

  • Access: You can request access to your personal information to understand how and why we use it.

  • Rectification: You have the right to have inaccurate or incomplete information we hold about you corrected.

  • Erasure: You can ask us to delete or remove personal information in certain circumstances.

  • Restrict Processing: You have rights to 'block' or suppress further use of your information in certain circumstances.

  • Data Portability: You have rights to obtain and reuse your personal data for your own purposes across different services.

  • Object: You can object to us processing your personal information for direct marketing purposes or under certain other conditions.

To exercise any of these rights, please contact us directly.

9. Data Transfer

Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your state, province, country, or other governmental jurisdiction where the data protection laws may differ. We will take all steps reasonably necessary to ensure your data is treated securely and in accordance with this Privacy Policy.

Your personal data may be transferred to, and processed in, countries other than the country in which you are resident. These countries may have data protection laws that are different from the laws of your country.

10. Serverless Architecture & Data Storage

Coaching Scribe utilises a serverless architecture. This means that the session plans and related data created by our users are stored locally on the user's browser rather than on our servers. This approach ensures that users have full control over their data. However, it's important for users to be aware that because data is stored locally, the accessibility of session information across different devices is not available. Users are responsible for the security of the browser they use and for ensuring they log out of their Coaching Scribe account after each session to prevent unauthorised access to their data. This serverless model underscores our commitment to user data protection, but it also places the responsibility on our users to manage their session data securely on their devices

11. Squarespace

Our website is hosted and managed using Squarespace, a comprehensive website building and hosting service provided by Squarespace, Inc. Squarespace collects personal data when you visit our website, including information about your interactions with the site, such as pages accessed, time spent on pages, and the route taken to navigate through the content. Squarespace also collects technical data including IP address, browser type, and operating system. This information is used to ensure the proper functioning of the website, to improve the user experience, and for analytics purposes. The use of your data by Squarespace is governed by the Squarespace Privacy Policy.

12. Stripe for Payment Processing

For subscription payments, we use Stripe, a third-party payment processor. Stripe specialises in secure online transactions and processes all payments made to us. When you make a payment, Stripe collects your payment card details and other transaction information. This data is necessary to process your payment and complete the subscription transaction. We do not store your payment card details on our servers. Stripe's use of your personal information is governed by the Stripe Privacy Policy.

13. Data Processing & Storage

Both Squarespace and Stripe may transfer, process, and store data in the United States or other countries in which they or their affiliates or service providers maintain facilities. By using our Service, you consent to this transfer, processing, and storage of your information. Squarespace and Stripe comply with industry-standard data protection practices to safeguard your personal information.

14. Google Analytics

We use Google Analytics, a web analytics service provided by Google, Inc. ("Google"), to collect information about the use of our Service. Google Analytics collects information such as how often users visit our Service, what pages they visit when they do so, and what other sites they used prior to coming to our Service. The information we get from Google Analytics is used only to improve our Service and site. Google Analytics collects only the IP address assigned to you on the date you visit our Service, rather than your name or other identifying information.

We do not combine the information collected through the use of Google Analytics with personally identifiable information. Google’s ability to use and share information collected by Google Analytics about your visits to our Service is restricted by the Google Analytics Terms of Use and the Google Privacy Policy. You can prevent Google Analytics from recognizing you on return visits to our Service by disabling cookies on your browser. Alternatively, you can opt-out of Google Analytics by installing the Google Analytics opt-out browser add-on, available at Google Analytics Opt-out Browser Add-on.

15. Cookies & Tracking Technologies

We use cookies and similar tracking technologies to track activity on our service and hold certain information. Cookies are files with a small amount of data which may include an anonymous unique identifier. You can our Cookies Notice here.

16. Third-Party Advertisers

We allow third-party companies to serve ads and/or collect certain anonymous information when you visit our website. These companies may use non-personally identifiable information (e.g., clickstream information, browser type, time and date, subject of advertisements clicked or scrolled over) during your visits to this and other websites in order to provide advertisements about goods and services likely to be of greater interest to you. These companies typically use a cookie or third-party web beacon to collect this information. Our use of them does not imply any endorsement of their privacy policies, nor does it mean we have access to any personally identifying information they may collect.

17. Google AdSense

Our website uses Google AdSense to display ads. Google's use of advertising cookies enables it and its partners to serve ads based on your visits to our sites and/or other sites on the Internet. Users may opt out of personalised advertising by visiting Ads Settings. Opting out of personalised advertising does not prevent you from seeing ads; it simply means that the ads you see may not be as relevant to your interests.

18. Legal Requests & Data Retention

We retain your personal information for as long as you are subscribed to our services. In response to legal requests, we may disclose your information if required by law or in the belief that such action is necessary to comply with legal obligations.

We retain personal information for as long as necessary to provide our services or for other essential purposes such as complying with legal obligations and resolving disputes. Our retention periods are based on business needs and legal requirements. We delete or anonymise personal information upon expiration of the retention period.

19. Changes to This Policy

We may update our Privacy and Data Protection Policy from time to time. We will notify you of any changes by posting the new policy on this page and updating the "effective date" at the top of this policy.

20. Contact Us

If you have any questions about this Privacy and Data Protection Policy, please contact us here.