This policy explains what information Popcoach collects, why, who sees it, and the choices you have. It covers the Popcoach website (popcoach.io), the Popcoach iPhone app and the Popcoach Android app. In this policy, "Popcoach" means all three.
Short version: we collect what we need to run bookings, payments, messages and coach tools. We don't sell your information and we don't show ads. We only use your city, never your exact location. You can delete your account at any time.
This policy goes with our Terms of Service. If something here and the Terms seem to disagree, the Terms decide how Popcoach works and this policy decides how we handle your information.
1. Who we are
Popcoach is run by POPCOACH LLC, a Florida limited liability company, at 1701 N Florida Ave Unit 509, Tampa, FL 33602-2271. "We", "us" and "our" mean Popcoach. You can reach us at general@popcoach.io.
Coaches on Popcoach are independent businesses. When a coach keeps records about their clients in Popcoach (section 2), we hold those records for the coach.
2. What we collect
Your account
- Your name, email address and how you sign in (Apple, Google or email). Sign-in is handled by our hosting provider, Base44. We never see your Apple or Google password.
- The version of our Terms you agreed to, and when.
- Your settings, such as notification and marketing email choices.
Your profile
- When you set up your account: your phone number, date of birth, gender, an emergency contact's name and phone number, your city, and a profile photo if you add one.
- If you're a coach: your public profile (bio, photos, videos, what you offer, prices, the city you work in and your venues), and what you send us to get verified, such as certifications, CPR details and insurance documents. Verification documents are stored privately.
Bookings and payments
- What you book or buy, when, from which coach, the price, any notes you add for the coach, and check-in at events.
- Payment records: amounts, fees, refunds and payouts, and the card brand and last four digits. Your full card number goes straight to Square and never touches Popcoach.
- Coach plans bought in the apps: the purchase details Apple or Google send us so we can turn your plan on. Apple and Google handle the payment.
- For coach payouts: your name, email and what you're owed. You enter your bank details with QuickBooks, not with us.
Messages, community groups and reviews
- Messages and attachments you send to coaches or clients.
- Posts, comments and reactions in community groups, comments on courses, and reviews you write.
- Reports you make and people you block, so we can keep Popcoach safe.
- Support requests and anything you attach to them.
Coaches' client records and health notes
- Coaches and studios have a client list in Popcoach. Once you book, buy from or join a coach, that coach can see your name, email, phone number, emergency contact, date of birth, gender, city, and what you've booked and paid with them.
- Coaches can write notes about their clients, including health notes (for example an injury to work around). Notes are visible only to the coach or studio that wrote them, and to Popcoach staff when needed for support, safety or legal reasons.
- A studio can bring in its existing client list (names, emails, phone numbers and memberships). We use the file to create those records and don't keep the file itself.
- Coaches can also collect leads (name, contact details and a message) from people who ask about their offerings.
Waivers
- When you sign a coach's waiver: your typed name, your signature, the time, the waiver version, and the IP address your device used. We keep this as a legal record of your agreement.
Location: your city only
- We only use your city. You can type your city, or let Popcoach work it out once from your device's approximate location. Either way, we save only the city, or a point rounded to city level (about 10 km).
- To turn your approximate position into a city name, the apps look it up with Apple's location service on iPhone or Google's on Android. The website rounds it first, then looks it up with Google or OpenStreetMap services. The iPhone app may also use your position, on your phone only, to center the popups map. We don't track where you go.
- Coaches give us the addresses of their venues, so clients know where to go. That is the venue's address, not your location.
Photos, files and documents
- Photos you add to your profile, events or messages. The apps resize photos before upload, which removes hidden photo details such as where a photo was taken.
- Files coaches upload for their content, such as course documents, videos and downloads.
Device and usage information
- If you allow push notifications: a push token for your phone, whether it's an iPhone or Android phone, and the app version.
- On the website: Google Analytics and our hosting provider's built-in analytics record pages viewed, how long you stayed, the browser and device type, the page that sent you, and an approximate location worked out from your IP address. They use cookies and similar browser storage.
- The iPhone and Android apps contain no advertising or analytics tools. Square's payment tools in the apps may collect device information to prevent fraud.
AI features
- "Help me write" on iPhone runs on your iPhone with Apple Intelligence. Your text isn't sent to us or anyone else.
- Course import: when a coach turns their documents into a course, the documents are stored privately with Google Cloud Storage, and their text is read and organised by AI models through our hosting provider's AI service.
- Waiver tidy-up: a coach can ask AI to clean up the formatting of their waiver text, through the same service.
- We don't use what you give us to train our own AI models.
3. How we use it
- To run Popcoach: accounts, bookings, tickets, payments, refunds, coach payouts, messages, community groups, courses and studio classes.
- To show you coaches, popups and classes in your city.
- To send booking confirmations, reminders, receipts and account emails, and in-app and push notifications you've allowed.
- To verify coaches and keep Popcoach safe: checking reports, blocking, and preventing fraud and abuse.
- To answer support requests and settle disputes.
- To understand how the website is used and make Popcoach better.
- To keep the records the law requires, such as tax and accounting records.
- To send marketing emails, but only if you turn them on.
4. Who can see your information
- Coaches you deal with see your name and your bookings with them, plus the client record described in section 2.
- Other people see your name and photo where you take part, such as in community groups and reviews. Your email, phone and other contact details aren't shown there.
- Coaches are shown to everyone as their first name and last initial, with their public profile.
- Popcoach staff can see records when needed to run the service, help you, keep people safe or meet legal duties.
6. How long we keep it
- Most information is kept while your account is open.
- Payment, refund and payout records are kept as long as tax and accounting law requires, even after you delete your account. Your name is replaced with an anonymous ID.
- Signed waivers are kept in full as a legal record.
- Push tokens are removed when you sign out, and switched off when a phone stops accepting notifications.
- Course documents stay until the coach removes them or deletes their account.
7. Deleting your account
You can delete your account at any time. Use "Delete my account" in Privacy and data, on the website or in the iPhone or Android app, or see Delete your Popcoach account.
When you delete your account:
- We delete or anonymize your personal details, profile, settings, push tokens and support requests, and the messages you sent show as deleted.
- Notes coaches wrote about you are deleted, and coaches' client records about you are anonymized.
- Payment, refund and payout records are kept with your name replaced by an anonymous ID, and signed waivers are kept in full (section 6).
- Posts, comments and reviews you wrote stay up, shown as "Deleted user", with your name and email taken off. Email us if you'd like any of them removed.
Deletion is usually immediate. Sometimes it takes up to 7 days to finish. Coaches with upcoming bookings, tickets sold or unpaid payouts need to finish or cancel those first (see the Terms).
8. Your choices and rights
- See and correct: you can see and change most of your details in your profile. Email us for a copy of the information we hold about you.
- Delete: delete your account (section 7), or email us to delete particular information.
- Marketing emails are off unless you turn them on in Privacy and data. Every marketing email has an unsubscribe link. Booking and account emails still arrive, because they're part of the service.
- Push notifications: choose which ones you get in the app's notification settings, or turn them off in your phone's settings.
- Location: you can always type your city instead of sharing your location, and turn location off in your phone or browser settings.
- Cookies and website analytics: you can block or clear cookies in your browser, or use Google's opt-out add-on for Google Analytics.
- Block and report: you can block people and report posts, messages or profiles.
To make a request, email general@popcoach.io from the email on your account. We may need to confirm it's you. We'll answer within the time the law where you live allows.
9. Rights in your state
Depending on where you live, for example California, you may have extra rights under your state's privacy law, such as the right to know what we collect and why, to get a copy, to correct it, to delete it, and to opt out of the sale of your information. We don't sell personal information. You can use any of these rights by emailing us, and we won't treat you differently for doing so.
Health notes and other sensitive details are used only to provide Popcoach, as described in this policy.
10. Children
You must be at least 18 to have a Popcoach account. Popcoach isn't meant for children, and we don't knowingly collect information from anyone under 18.
If a child is coming to a session or popup, a parent or guardian books it. We only hold what the parent tells us, such as a note to the coach.
If you think someone under 18 has an account, email us and we'll delete it.
11. Security
Information travels to and from Popcoach over encrypted connections. Private files, such as verification documents, message attachments and course documents, are stored privately and opened only with short-lived links. Access to client records, notes and money records is limited by account. Card numbers never reach us.
No system is perfectly secure. Keep your sign-in safe, and tell us straight away at general@popcoach.io if you think someone else has used your account.
12. Where your information is kept
Popcoach is run from the United States. Your information is stored and processed in the United States and wherever our service providers work. If you use Popcoach from outside the US, your information is sent to the US.
13. Changes to this policy
If we change this policy, we'll update the date at the top. If a change matters, we'll tell you in the apps or by email before it takes effect.
14. Contact
Questions or requests: general@popcoach.io.
POPCOACH LLC, 1701 N Florida Ave Unit 509, Tampa, FL 33602-2271