Terms of Service & Privacy Policy

These Terms of Service ("Terms") and the Privacy Policy govern your access to and use of CoachOpt (the "Service"), operated by CoachOpt AB ("we", "us", "our"). By creating an account or using the Service, you agree to these Terms and the Privacy Policy.

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Terms of Service

1. General

1.1 About the Service

CoachOpt is a web and mobile platform for team and performance management, player data tracking, analytics, reports, scheduling, communications, and notifications. The Service may include mobile apps, web apps, APIs, and administrative interfaces.

1.1.1 No Medical Advice

The Service provides tools for sports performance, wellness tracking, and reporting purposes only. It does not provide medical advice, diagnosis, or treatment and is not a medical device. Users should seek qualified medical professionals for medical concerns. Organizations are responsible for how data is interpreted and used.

1.2 Eligibility & Accounts

• You must be at least 13 years old to use the Service.
• If you are under 18, or under the age at which you may lawfully use the Service without parental or guardian authorization in your jurisdiction, you may only use the Service where any required consents or authorizations have been obtained under applicable law.
• You are responsible for all activity under your account and must provide accurate information.
• We may suspend or terminate accounts that violate these Terms.

1.2.1 Account Security

You are responsible for maintaining the confidentiality of your login credentials and for all activities that occur under your account. You must notify us promptly of any unauthorized access or security breach related to your account.

1.3 Roles & Responsibilities

Organization owners/admins control organization data and ensure lawful collection, including for minors. Team admins/coaches manage team data within organization policies. Athletes submit data assigned by their organization or team admin. All users must respect access controls and permissions.

1.3.1 Data Access

Athlete data and reports are visible to the organization owner, organization admins for teams within their organization, team admins/coaches for the teams they manage, and the individual athlete for their own data. Access is governed by role-based permissions within the Service. Organizations are responsible for ensuring they have a lawful basis for this access, including for minors.

1.3.2 Data Accuracy

Users are responsible for ensuring that information they submit is accurate and up to date. Organizations are responsible for reviewing and managing the data entered by their users where required.

1.4 Acceptable Use

You agree not to: - Upload unlawful, abusive, or harmful content. - Access other users' data without authorization. - Interfere with or disrupt the Service or security. - Reverse engineer, scrape, or exploit the Service. We may investigate and take action against misuse.

1.5 Content & Intellectual Property

You retain ownership of the data and content you submit. You grant us a limited license to host, process, and display your content solely to provide the Service. All software, branding, designs, and code are owned by CoachOpt AB and protected by intellectual property laws.

1.6 Notifications & Communications

We may send email notifications about team activity, schedules, reports, and security/system events. If we introduce push or in-app notifications, we will provide controls to manage notification preferences. Critical service/security notifications may not be disabled.

1.7 Security

We apply reasonable security measures including HTTPS, access controls, and secure credential handling. No system is 100% secure, but we take reasonable steps to protect personal data and the security of the Service.

1.8 Availability & Changes

The Service is provided "as is." Features may change or be removed. We may update these Terms with notice; continued use after updates constitutes acceptance.

1.9 Termination

You may request deletion or closure of your account at any time, subject to any applicable organization controls and legal retention obligations. We may suspend or terminate access if these Terms are violated, required by law, or needed for security. Certain data may be retained where legally required.

1.10 Limitation of Liability

To the maximum extent permitted by law, we are not liable for indirect, incidental, or consequential damages. Nothing in these Terms excludes or limits liability that cannot be excluded or limited under applicable law, including liability for fraud, fraudulent misrepresentation, gross negligence, or death or personal injury caused by negligence where such liability cannot be limited. Our total liability, to the extent permitted by law, is limited to the fees paid by the Organization in the preceding 12 months (or EUR 100 if no fees were paid).

1.11 Governing Law

These Terms are governed by the laws of Sweden, without regard to conflict-of-law principles.

2. Privacy Policy

2.1 Roles Under GDPR (Controller vs Processor)

Organizations are typically the Data Controllers for team/player data they manage in the Service. CoachOpt AB acts as a Data Processor for that data. For data we collect for our own purposes (billing, security, support, product analytics), CoachOpt AB is a Data Controller. CoachOpt AB will, as required by applicable law, assist Organizations in fulfilling their GDPR obligations, including responding to data subject requests and supervisory authority inquiries.

• Data Processing Agreement (DPA): /dpa
• Sub-processors list: /subprocessors

2.2 Information We Collect

Account information: name, email, role, organization affiliation.
Usage & activity data: team membership, training sessions, reports, analytics, app interactions.
Technical data: IP address, device type, app version, security logs.

2.3 Special Categories of Data

The Service may process sports performance and health-adjacent data (for example, wellness, recovery, injuries). Organizations are responsible for establishing a lawful basis, including explicit consent where required. We process this data only as instructed by the Organization.

2.4 How We Use Data

We use data to: - Provide and improve the Service. - Manage teams and organizations. - Send notifications and updates. - Maintain security and compliance. We do not sell personal data.

2.5 Legal Basis (GDPR)

We rely on one or more of: - Contract performance. - Legitimate interests (security, abuse prevention). - Legal obligations. - Consent (where required, especially for minors or sensitive data).

2.6 Data Sharing & Sub-processors

We use vetted sub-processors for hosting, databases, and communications. Our primary infrastructure is hosted in AWS eu-north-1 (Sweden) on EC2 and RDS. Sub-processors are bound by data protection agreements. A current list is available at /subprocessors. We may disclose data if legally required.

2.7 International Transfers

We store and process data primarily in the EU/EEA (Sweden). If data is transferred outside the EEA, we use appropriate safeguards such as Standard Contractual Clauses.

2.8 Your Rights

You have the right to access, correct, delete, object, restrict processing, and data portability. For Organization-managed accounts, requests should be directed to your Organization; we will assist as required. We will not respond directly to such requests without instruction from the Organization, unless required by law. Contact: support@coachopt.com.

2.9 Children’s Privacy

We do not knowingly collect data from children under 13 without consent. Organizations managing minors are responsible for obtaining parental/guardian consent and ensuring lawful processing.

2.10 Data Breach Notification

For Organization-controlled data, CoachOpt will notify the relevant Organization without undue delay and assist it in meeting its legal obligations. Where CoachOpt acts as Data Controller, CoachOpt will make required notifications directly.

3. Cookie Policy

We use essential cookies, session storage, and security tokens to operate the Service. We do not use third-party advertising cookies. Cookie consent is managed via Cookiebot for our websites. Cookie declarations and consent management tools are available on coachopt.com.

4. Data Retention Policy

We retain personal data for as long as necessary to provide the Service and comply with legal obligations. When data is no longer needed, we securely delete or destroy it.

4.1 Data Retention

We delete or anonymize personal data within a reasonable period following account termination, subject to backup retention and legal obligations. Backup copies may be retained for a limited period as part of our backup and recovery processes, unless longer retention is required by law. In determining retention, we consider the amount, nature, and sensitivity of the data and applicable legal requirements.

4.2 Backup and Recovery

We maintain backup and disaster recovery processes to protect data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access.

4.3 Access and Deletion Requests

You have the right to access, correct, and delete your personal data and to withdraw consent where applicable. Requests can be made via support@coachopt.com.

5. Licenses and Subscriptions

5.1 Organization, Team and User Structure

CoachOpt is structured around organizations, teams, and athletes. An athlete can be a member of one or more teams, and each team belongs to an organization. When an organization subscription is created, the purchaser is registered as the organization owner. Owners can create teams, allocate licenses, and invite organization or team administrators. Team administrators can invite team members as athletes.

5.2 License Policy

The organization owner occupies one subscription license. Organization administrators occupy one license each. A team administrator occupies one license per team where they are an administrator. An athlete occupies one license per team where they are a member.

5.3 Subscription Policy

You can cancel your subscription at any time. You will retain access until the end of your billing period. Refunds are not offered for paid subscription periods or unused licenses. You can add licenses during a subscription period, but cannot reduce license counts during an active billing period.

6. Support

Thank you for using our services. If you need support or have questions about these Terms, contact us at support@coachopt.com.

CoachOpt AB
Org. nr: 559429-9207
Stubbåkersvägen 21
Storvreta 74334