Privacy Policy

1. Who we are and what this Policy covers

ClearCoach Academy, LLC ("ClearCoach Academy," "CCA," "we," "us," or "our") is a Texas limited liability company that provides youth coaching education, training credentials, and tools for youth sports organizations. This Policy applies to clearcoachacademy.com, our web and mobile apps, the Coach Portal, the Organization Admin Panel and Org Suite, the Parent Companion, the public verification portal, Coaches Corner, and our emails and text messages (the "Services"). Capitalized terms not defined here have the meanings in our Terms of Service.

Our two roles

• For coach, parent, and administrator accounts, CCA decides how your information is used and is responsible for it under this Policy.
• For information an Organization puts into the Org Suite (such as athlete rosters, registrations, and family contacts), CCA acts as a service provider to that Organization. The Organization's own privacy notice governs that information, and we use it only to provide services to the Organization. Questions or requests about that information should go first to the Organization.

2. Information we collect

2.1 Information you give us

• Account and profile: name, email, phone number, password, role (coach, parent, administrator), profile photo, the gender and age groups you coach, primary and other sports, and Organization affiliation.
• Junior coach information: for coaches ages 13 to 17, age or date of birth and the parent or guardian's name, email, and consent.
• Organization information: organization name, address, sports offered, athlete registration ranges, estimated coach counts, administrator contacts, and billing contacts.
• Payment information: billing name, address, and payment method, collected and stored by our payment processor, Stripe. We receive only limited details, such as card brand, last four digits, and expiration date.
• Communications: messages to support, survey responses, parent feedback, community posts, and questions you ask the Coaches Corner AI assistant.

2.2 Training and credential information

Courses enrolled, lesson progress, video watch activity, quiz attempts, answers and scores, completion dates, continuing education status, credential IDs, levels, status, issue and expiration dates, sponsoring Organization, and certificate records.

2.3 Information Organizations provide through the Org Suite

Depending on the features an Organization uses: athlete names, birth dates or ages, gender, team and roster assignments, uniform sizes, parent and guardian contact information, emergency contacts, medical or allergy notes the Organization chooses to collect, waivers and documents, scholarship applications, registration and payment records, volunteer assignments, and background check status for coaches and volunteers. We receive background check status, not full reports, unless the Organization configures otherwise.

2.4 Information collected automatically

Device type, operating system, browser, IP address, approximate location derived from IP, app version, pages and screens viewed, referring pages, time and date of visits, crash and performance data, and push notification tokens. We collect this using cookies, local storage, software development kits, and similar technologies (see Section 8).

2.5 Information from others

Organizations that enroll you or add you to a roster; parents who submit feedback about a coach; background check providers an Organization uses; payment processors; sign-in providers if you use single sign-on; and public sources used to confirm eligibility, such as public lists of individuals barred from youth sport.

3. How we use information

• Provide the Services: create accounts, deliver courses, grade assessments, issue and renew credentials, and run the verification portal.
• Provide Organization tools: compliance dashboards, rosters, registration, payments, communications, and reporting.
• Process payments, renewals, and refunds, and send receipts and renewal reminders.
• Send transactional emails, push notifications, and, with consent, text messages about your account, training, renewals, and programs.
• Answer questions in Coaches Corner and provide support.
• Monitor license usage, detect cheating and account sharing, and prevent fraud, abuse, and security incidents.
• Protect the safety of minors, including by revoking credentials and cooperating with child-protection authorities when warranted.
• Improve and develop our courses and Services using aggregated or de-identified data, such as completion rates and quiz item performance.
• Send marketing about CCA offerings to adults, which you can opt out of at any time.
• Comply with law, enforce our Terms, and establish or defend legal claims.

We do not use athlete information submitted by Organizations for marketing, advertising, or training AI models, and we do not use it for any purpose other than providing services to that Organization.

4. How we share information

4.1 With your Organization

If an Organization sponsors your training or lists you as a coach, its administrators can see your name, contact information, enrollment, progress, completion, and credential status. Organizations see parent feedback about their coaches in aggregate form only. CCA reviews individual feedback.

4.2 Through public verification

Anyone with your credential ID or QR code can see your name, course or track, level, credential status, issue and expiration dates, and, where applicable, the sponsoring Organization at issue. Verification never shows your email, phone, address, quiz scores, or progress. If we publish an Organization page or compliance badge, it shows Organization-level information, not individual coach details beyond what the Organization chooses to display.

4.3 With service providers

We share information with vendors that process it on our behalf under contracts that limit their use of it, including cloud hosting and storage (Amazon Web Services), payments (Stripe), text messaging (Twilio), email delivery, productivity and support tools, analytics, AI model providers that power Coaches Corner, accounting, and video production tools. AI providers we use for Coaches Corner are not permitted to use your inputs to train their models.

4.4 Other sharing

• At your direction, such as when you share your certificate or verification link.
• For safety and legal reasons, to comply with law, subpoenas, or court orders; to report suspected child abuse or exploitation; to respond to requests from the U.S. Center for SafeSport or a sport governing body; or to protect the rights, property, or safety of CCA, users, children, or the public.
• In a business transfer, such as a merger, acquisition, financing, or sale of assets, subject to this Policy.
• Aggregated or de-identified data that cannot reasonably identify you.

4.5 What we do not do

We do not sell personal information for money. We do not share information about athletes or any child for targeted advertising. No mobile information will be shared with third parties or affiliates for marketing or promotional purposes. Text messaging opt-in data and consent are excluded from all sharing described in this Policy and will not be shared with any third party.

5. Children and athletes

The Services are designed for adults who coach, administer, and parent youth athletes. They are not directed to children under 13, and children under 13 may not create accounts or send us personal information directly.

• Athlete data comes through adults. Information about athletes enters the Services only through an Organization or a parent. Organizations agree to provide required notices and obtain verifiable parental consent before entering information about a child under 13, as COPPA requires. We collect only what is reasonably necessary for the Organization's program.
• Junior coaches ages 13 to 17 may use the Coach Portal only when enrolled by an Organization with parent or guardian consent. We do not send marketing to junior coaches and do not enable community posting for them.
• Parent rights. Parents and guardians may review the information we hold about their child, ask us to delete it, and refuse further collection. Contact the Organization or email support@clearcoachacademy.com. We will verify your identity and coordinate with the Organization.
• If we learn we collected information from a child under 13 without proper consent, we will delete it promptly.

6. Sensitive information

Some information may be sensitive under state law, such as information about children under 13, health or medical notes an Organization collects, and background check status. We process sensitive information only as needed to provide the Services, with consent where the law requires, and with restricted access. We do not use sensitive information to infer characteristics about you or for advertising. Please do not enter health or other sensitive information into Coaches Corner or community features.

7. Data retention

• Account information: for as long as your account is active, then deleted or de-identified within 90 days of closure unless we must keep it longer.
• Credential records: your name, credential ID, course, level, status, and dates are kept for the life of the credential and for 7 years after it expires, is superseded, or is revoked, so that verifications stay accurate and we can respond to safety inquiries. Revocation records may be kept longer where needed to protect children.
• Quiz and progress records: for the life of the related credential plus 2 years.
• Organization and Org Suite data: for the license term, then returned or deleted within 90 days after termination, as the Organization instructs, except where law requires retention.
• Payment and tax records: for 7 years, as required for accounting and tax purposes.
• Backups and logs: overwritten on a rolling schedule, generally within 90 days.

8. Cookies, analytics, and advertising

We use cookies and similar technologies that are necessary to sign you in and secure the Services; that remember your preferences; and that measure how the Services are used. On our public marketing website, we may also use advertising and social media pixels to measure and improve our campaigns aimed at adult coaches and Organizations. We do not use advertising technologies inside the Coach Portal, Parent Companion, or Org Suite, or on any page directed to children.

You can control cookies through your browser settings and our cookie banner where shown. We honor Global Privacy Control signals as a request to opt out of targeted advertising and any sharing that may be considered a sale. Our Services do not respond to other "Do Not Track" signals.

9. Security

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit and at rest, role-based access controls, optional multi-factor authentication, rate limiting and captcha protection on the verification portal, and logging and monitoring. No system is completely secure. If a data breach affects your personal information, we will notify you and the appropriate authorities as required by law.

10. Your choices and rights

10.1 Choices available to everyone

• Update your profile and notification settings in your account.
• Unsubscribe from marketing emails using the link in any marketing message.
• Reply STOP to any text message to stop texts.
• Turn off push notifications in your device settings.
• Close your account by contacting support@clearcoachacademy.com.

10.2 Privacy rights

Depending on where you live, including California, Texas, Colorado, Virginia, Connecticut, Utah, Oregon, and other states with consumer privacy laws, you may have the right to:

• Know and access the personal information we hold about you, and the categories of sources, purposes, and recipients.
• Correct inaccurate information.
• Delete your information, subject to legal exceptions, such as our need to keep credential and safety records.
• Receive a portable copy of your information.
• Opt out of targeted advertising, sale, and profiling in furtherance of decisions with legal or similarly significant effects. We do not sell personal information or engage in such profiling.
• Limit the use of sensitive personal information.
• Not be discriminated against for exercising your rights.

To make a request, email support@clearcoachacademy.com with the subject "Privacy Request." We will verify your identity by matching information in your account and will respond within 45 days, or longer where the law permits and we tell you why. You may use an authorized agent with your signed permission. Requests about Org Suite information may be referred to the Organization that controls it.

10.3 Appeals

If we deny your request, you may appeal by replying to our decision or emailing support@clearcoachacademy.com with the subject "Privacy Appeal" within 60 days. We will respond within 60 days. If you are not satisfied, you may contact your state attorney general. Texas residents may file a complaint with the Texas Attorney General at texasattorneygeneral.gov.

10.4 California disclosures

In the past 12 months we have collected the categories described in Section 2: identifiers; customer records; protected classification characteristics (age and gender); commercial information; internet or network activity; approximate geolocation; audio or visual information (profile photos); professional information (coaching role and Organization); education-related training records; inferences limited to training progress; and sensitive personal information (account login credentials and information about children). We collect them for the purposes in Section 3 and disclose them to the recipients in Section 4. We have not sold personal information, and we do not knowingly sell or share the personal information of consumers under 16. California residents may also request information about disclosures for direct marketing under California Civil Code Section 1798.83.

11. Where information is processed

CCA is based in the United States, and we store and process information in the United States. If you use the Services from outside the United States, you understand that your information will be transferred to and processed in the United States, where privacy laws may differ from those where you live.

12. Links and third-party services

The Services may link to websites and services we do not control, such as governing bodies, background check providers, and payment pages. Their privacy practices are governed by their own policies.

13. Changes to this Policy

We may update this Policy. The "Last updated" date shows when it last changed. If we make material changes, we will notify you by email or in the Services before the changes take effect, and, where required by law, we will ask for your consent.

14. Contact us

ClearCoach Academy, LLC
Attn: Privacy
Friendswood, Texas 77546
Privacy requests and support: support@clearcoachacademy.com