Legal

CoachIQ Privacy Policy

Effective date: September 14, 2026 for accounts created on or after that date, and October 14, 2026 for accounts created before it. Prior versions are available on request at privacy@coachiq.io. Version: 2.0

The short version

This summary is for convenience. The full policy below controls. - CoachIQ is software that coaches and training facilities use to run their businesses. This policy covers the information we handle as a company. - If you are an athlete or a parent, the coach or facility you work with controls your information. We handle it on their behalf. Start with Section 3, and take requests about your information to your coach. - We do not sell personal information. We do use advertising and analytics technologies on our marketing website to promote CoachIQ to other businesses, which under some state privacy laws counts as "sharing" for targeted advertising. You can opt out; see Section 8. We never use athlete or Customer Data for this. - We use de-identified and aggregated data to operate and improve the Service, including AI-assisted features. We do not use identifiable Customer Data to train models for anyone other than you. - Questions: support@coachiq.io. Privacy requests: privacy@coachiq.io.

1. Who we are and what this policy covers

This Privacy Policy explains how AthleticOutlook, Inc., a Delaware corporation doing business as CoachIQ ("CoachIQ," "we," "us"), collects, uses, and shares personal information. It applies to the Service as defined in our Terms of Service: the CoachIQ web application, our native and white-label mobile applications, the websites, booking pages, checkout pages, and athlete portals we host for our customers (including on custom domains), our APIs and integrations, our messaging tools, our AI-assisted features, our Power-Ups, and our marketing website at coachiq.io. This policy does not apply to a coach's own practices. Coaches and facilities decide for themselves what information to collect from their athletes and how to use it within their own businesses. It also does not apply to third-party services you reach through the Service, which have their own policies. This policy is incorporated into our Terms of Service. Capitalized terms we do not define here have the meaning given in the Terms.

2. The two roles we play

When we are the controller. For information about our customers and prospective customers, meaning the coaches, facilities, and their staff who create accounts, buy subscriptions, contact us, and visit our marketing website, we decide how the information is used, and this policy governs. Sections 4 through 12 describe that. When we are the processor. For information about athletes and their families that a coach puts into, or collects through, the Service, the coach is the controller (or "business") and we are their processor (or "service provider"). We handle that information on the coach's instructions under our agreement with them, not for our own purposes. Section 3 describes that relationship.

3. Athlete and family information

If you are an athlete, or the parent or guardian of one, the coach or facility you work with controls your information. - Your coach decides what information to collect about you, how to use it within their business, how long to keep it, and who at their business can see it. We provide the software. - We handle that information to provide the Service to your coach, to keep it secure, to support and improve the Service, and to comply with the law. We do not use it for our own marketing, and we do not sell it. - To access, correct, or delete your information, ask your coach. They control the account and can act on your request directly. If you cannot reach them, email privacy@coachiq.io and we will help connect you or pass your request to them. - Where the law gives you rights directly against us, we will honor them. Where a request belongs to a coach, we will pass it on rather than act on it ourselves. - Messages you receive through the Service are sent by your coach, not by us. Opt-out requests go to the sender: reply STOP to any text, or use the unsubscribe link in an email. Your use of a coach's athlete portal, booking pages, or checkout is also governed by our Athlete & Parent Terms at coachiq.io/athlete-terms.

4. Information we collect

Information you give us. When you create an account, buy a subscription, order a Power-Up, or contact us, we collect your name, business name, email address, phone number, postal address, login credentials, and the billing, tax, and payout details we need to bill you and set up payments. When you contact support or sales, we keep the correspondence. Information you put into the Service. As a customer, you and your authorized users upload Customer Data: athlete and family records, schedules, notes, messages, videos, payment records, and your website content. We hold it on your behalf under Section 3 and under the Terms. Payment information. Payments run through our payment processor. Card numbers and bank details go to the processor, not to us. We receive transaction records, such as amounts, dates, status, and the last four digits and card type, so we can show your history, calculate fees, and support you. Information collected automatically. When you use the Service we log technical and usage information: device and browser type, operating system, language, IP address, referring page, the pages and features you use, access times, and actions you take. We use it to operate, secure, troubleshoot, and improve the Service. Cookies and similar technologies. We use cookies and similar technologies for four purposes: - Essential. To keep you signed in, maintain your session, and secure the Service. These cannot be turned off. - Preferences. To remember settings and choices you make. - Analytics. To understand how the Service is used so we can improve it. - Advertising and measurement. On our marketing website we use third-party advertising and analytics technologies, including pixels and tags provided by advertising platforms, to measure our campaigns and to show CoachIQ ads to businesses that may be interested in our product, including on other sites and platforms. These technologies may set their own cookies and may allow the platform that provides them to receive information about your visit and combine it with information it already holds about you. Most browsers let you remove or reject cookies, and you can opt out of interest-based advertising through the tools in Section 8. If you reject essential cookies, parts of the Service may not work. Advertising pixels on customer websites. The websites and booking pages we host for our customers may carry advertising or analytics pixels that the customer has added, or that we add for a customer as part of a Power-Up. Those pixels operate for the customer's business, and the information they collect goes to that customer and to the advertising platform under that platform's own terms. The customer is responsible for disclosing them in its own privacy policy and for any consent required. Information from others. We may receive information about you from your authorized users, from integrations you connect, from our payment processor, and from publicly available or commercial sources we use for sales and marketing to businesses. We may combine it with what we already hold. Integrations you connect. If you connect a third-party account to the Service, you authorize us to exchange data with it on your behalf. We use what we receive only to provide the feature you connected it for. Where an integration's provider imposes additional limits on how its data may be used, we follow them, and we stop accessing and storing that data when you disconnect the integration or close your account.

5. How we use information

We use personal information to: - provide, operate, maintain, secure, and improve the Service; - create and administer accounts and authenticate users; - process subscriptions, calculate and collect fees, and support payments and payouts; - deliver Power-Ups and other services you order; - respond to support requests, questions, and feedback; - send service and account messages, which you cannot opt out of while you have an account; - send marketing about our products and services, which you can opt out of at any time; - understand how the Service is used, and develop, test, and evaluate features, including AI-assisted features; - detect, investigate, and prevent fraud, abuse, security incidents, and other unlawful or prohibited activity; and - comply with the law and enforce our agreements. De-identified and aggregated data. We use usage data and de-identified, aggregated data to operate, secure, benchmark, and improve the Service, including to develop and evaluate AI-assisted features. We do not attempt to re-identify it. We do not use identifiable Customer Data to train models that are used for anyone other than you without your consent. AI-assisted features. Some features use machine learning or large language models to draft messages, summarize activity, suggest schedules, or automate follow-up. To do that, the relevant content is sent to a model provider we engage as a service provider. We do not permit those providers to use Customer Data to train models for anyone other than you. If you connect your own AI provider account to the Service, your agreement with that provider governs what they do with what you send.

6. How we share information

We share personal information only as described here. We do not sell personal information. - Service providers. We use third parties to run the Service, including hosting, payments, messaging, email, analytics, and AI model providers. They may handle personal information only to perform services for us, under contracts that limit what they can do with it. We remain responsible for them. - With your coach, or with your customers. Athlete information is shared with the coach who controls it. Customer Data is shared with the authorized users you give access to. - At your direction. With integrations you connect, and with anyone else you ask us to share with. - Public content. Information you publish through the Service, such as your hosted website, booking pages, and public business profile, is visible to anyone. We may list a customer's public business information in a CoachIQ directory or marketplace as described in the Terms; those listings never include athlete data or non-public information, and a customer can be removed by emailing support@coachiq.io. - Legal and safety. To comply with law, respond to lawful requests and legal process, enforce our agreements, protect the rights, property, and safety of CoachIQ, our customers, and others, and in an emergency involving a risk to someone's safety. If we receive a legal demand for Customer Data, we will notify the customer unless we are prohibited, and disclose only what we are required to. - Business transfers. In connection with a merger, acquisition, financing, reorganization, sale of assets, or bankruptcy, subject to this policy continuing to apply to the transferred information or the recipient providing notice of its own policy. - Advertising platforms. Through the technologies described in Section 4, advertising and analytics platforms may receive information about visits to our marketing website in order to measure and target our own campaigns. This never includes athlete information or Customer Data. See Section 8 to opt out. - Aggregated or de-identified data. We may share information that cannot reasonably identify anyone.

7. Security

We maintain administrative, technical, and physical safeguards designed to protect the information we hold against unauthorized access, use, alteration, and loss. No system is completely secure, and we cannot guarantee the security of information you transmit to us. Keep your credentials confidential and tell us at security@coachiq.io if you believe your account has been accessed without authorization. If a breach of security affects information we hold on a customer's behalf, we will notify that customer as required by law and by our agreement with them.

8. Your choices

- Marketing. Every marketing email has an unsubscribe link. Opting out does not stop service and account messages. - Cookies. Manage them in your browser settings. - Your account. You can review and update most of your information in your account settings. Email support@coachiq.io for help. - Directory listing. Email support@coachiq.io to be removed from a CoachIQ directory or marketplace listing. - Requests. Email privacy@coachiq.io to request access to, correction of, or deletion of personal information we hold about you as a controller. We will verify your request before acting on it. If we cannot comply because the law requires us to keep the information, or because it belongs to a coach who controls it, we will tell you why unless we are prohibited from doing so. - Interest-based advertising. We use advertising and analytics technologies on our marketing website to promote CoachIQ to businesses, as described in Section 4. To opt out, use your browser's cookie controls, the industry opt-out tools at optout.aboutads.info and optout.networkadvertising.org, or the ad-settings controls offered by the advertising platforms themselves. You can also email privacy@coachiq.io and we will honor your request. We do not sell personal information for money. Our advertising and measurement activity on our marketing website may constitute "sharing" for cross-context behavioral advertising, or a "sale" under the broader definitions in some state privacy laws, and the opt-out above is how you exercise your right to stop it. This activity involves visitors to our marketing website and business contacts only. We do not use athlete information, or any Customer Data our customers put into the Service, for advertising, and we never disclose it to advertising platforms.

9. Retention and deletion

We keep personal information only as long as we need it to provide the Service and for legitimate business or legal purposes. When it is no longer needed, we delete or de-identify it. - Account data: for the life of the account and up to 12 months after closure, to support restoration and meet legal obligations. - Logs and analytics: up to 24 months, then deleted or anonymized. - Transaction and billing records: at least 7 years, or as the law requires. - Backups: up to 90 days before being overwritten or securely destroyed. Where information has been deleted from our live systems, any copy remaining in a backup is deleted or overwritten on this cycle. Customer Data after termination. During a subscription, and for 30 days after it ends, a customer may request a copy of their Customer Data by emailing support@coachiq.io, and we will provide it in a machine-readable format within a reasonable time. Beginning 30 days after termination, we will delete or de-identify Customer Data within 90 days, except records we must keep for tax, payments, legal, or security reasons, which we keep only as long as required. This mirrors the Terms. Exceptions. We may keep information longer where we need it to comply with the law, resolve disputes, or prevent fraud, and we may keep aggregated or de-identified data indefinitely.

10. Children

The Service is sold to businesses, and account holders must be 18 or older. The Service is not directed to children under 13, and no one under 13 may create an account or use the Service directly. Profiles for athletes under 18 must be created by the coach or by a parent or guardian, not by the athlete, and coaches and parents agree in the Terms not to let a child under 13 submit information directly. The coach is responsible for obtaining any parental consent the law requires. CoachIQ handles that information on the coach's behalf and does not knowingly collect personal information directly from children under 13. If you believe a child under 13 has created an account directly, or that we hold information collected directly from a child under 13, email privacy@coachiq.io and we will remove it.

11. Where we operate

We are based in the United States and store and process information there. If you use the Service from outside the United States, your information will be transferred to and processed in the United States, where data protection laws may differ from those in your country. If you are in the European Economic Area or the United Kingdom: where a coach uses the Service, the coach is the controller and we process your information on their behalf under our agreement with them. For our own customers, we process your information to perform our contract with you and for our legitimate interest in running the Service, and you have the rights in Section 8 and the right to complain to your local data protection authority. Where the law requires a transfer mechanism, we rely on the European Commission's standard contractual clauses and the UK addendum, which we make available in a data processing addendum on request.

12. Changes to this policy

We may update this policy. For material changes we will post the new version with a new effective date at least 30 days before it takes effect and notify account owners by email or in the product. Continued use of the Service after the effective date means you accept the change.

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