Privacy Policy

This Privacy Policy explains how Coaching Partner (Pty) Ltd (“Coaching Partner”, “we”, “us”) collects, uses, and protects personal information when you use the Meet Manager service at sportsmeetmanager.com, the web application at sportsmeet-manager.web.app, and the corresponding iOS and Android apps (together, the “Service”).

Coaching Partner (Pty) Ltd is a South African company and acts as the responsible party / data controller for the personal information we process about you. We are committed to handling your information in accordance with the Protection of Personal Information Act, 2013 (POPIA) and, where applicable, the EU General Data Protection Regulation (GDPR) and the UK GDPR.

1. Who this policy applies to

This policy applies to anyone who creates an account on or uses the Service — typically coaches, meet administrators, and spectators viewing live meet results. It also applies to people whose information is added to the Service by a meet administrator, such as athletes whose names and results appear on a meet roster.

If you are a coach or administrator entering athlete information into the Service, you are responsible for ensuring you have a lawful basis to do so (for example, consent from the athlete or their parent/guardian for minors) and that you have informed those individuals about how their information will be used. The Service is a tool you use to run your event; you remain the responsible party for the data you put into it.

2. Information we collect

We collect the following categories of personal information:

Account information

• Email address (always)
• Display name (if you sign in with Google or Apple, or set one in the app)
• The authentication method you used (Google, Apple, or email/password)
• A unique user identifier we generate to link your data inside the Service

Meet content you create

• Meet names, dates, locations, and settings
• Event details, heats, lane assignments, age-group settings
• Athlete names, schools, ages, and the results you record (times, heights, distances)
• Feedback you choose to submit through the in-app feedback form

Billing information

• We do not store payment card numbers. Card details are entered directly on Polar’s checkout page and are handled by Polar Software Inc. (our merchant of record).
• We store the Polar order or subscription identifier, the product purchased, the date, and your remaining credit balance or subscription status — enough to deliver what you paid for.

Technical information

• Standard server logs from our hosting provider (IP address, request time, user-agent), retained for short periods for security and abuse-prevention purposes.
• We do not use Google Analytics, Facebook Pixel, or similar tracking on the Service.

3. How we use your information

We use personal information only for these purposes:

• Providing the Service — authenticating you, saving the meets you create, showing results to spectators you invite, and generating PDF and HTML exports.
• Billing and credits — processing your purchases through Polar, applying credits or subscription access to your account, and issuing receipts.
• Communicating with you — responding to support requests you initiate, sending essential service notices (e.g. a meaningful change to this policy). We do not send marketing emails.
• Security, fraud prevention, and abuse handling — investigating suspected misuse of the Service.
• Improving the Service — using aggregated, non-identifying signals (e.g. how many meets are created per week) to understand product usage.

We will not use your information for purposes incompatible with those listed above without first informing you.

4. Legal bases (for users in the EU, UK, and similar regimes)

Where GDPR or UK GDPR applies, our legal bases for processing are:

• Performance of a contract — to provide the Service you have signed up for, including running purchases and delivering credits or subscription access.
• Legitimate interests — to keep the Service secure, to investigate abuse, and to operate our business (e.g. retain billing records).
• Legal obligation — to comply with tax, accounting, and other statutory record-keeping requirements.
• Consent — where you actively choose to submit content such as feedback. You can withdraw this consent at any time by contacting us.

5. Who we share information with

We do not sell personal information. We share information only with the service providers that make the Service work:

• Google LLC (Firebase) — authentication, database, cloud functions, and web hosting infrastructure. Data is processed in Google Cloud regions, primarily in the United States.
• Google LLC / Apple Inc. — if you use “Sign in with Google” or “Sign in with Apple”, your identity provider returns basic profile information (email, name) to us so we can create your account.
• Polar Software Inc. — our merchant of record for payments. Polar receives the information needed to complete your purchase (e.g. email, billing details you enter on their checkout page) and is responsible for processing, VAT/sales tax, and storing card details under PCI DSS.

We may also share information when we are legally required to (for example, a binding court order), when we need to enforce our Terms of Service, or in connection with a corporate change such as a merger or acquisition. If that ever happens, the new entity remains bound by this policy.

6. International transfers

Coaching Partner (Pty) Ltd is registered in South Africa. Our infrastructure providers (Google, Polar) are based in the United States. By using the Service, you understand that your information may be transferred to, stored in, and processed in countries outside your country of residence, including the United States. Where required by law, we rely on Standard Contractual Clauses or equivalent safeguards approved by the relevant regulator.

7. How long we keep information

• Account information — for as long as your account is active, plus a short grace period after deletion to allow for accidental-deletion recovery.
• Meet content — for as long as you keep the meet in your account. Deleting a meet removes its contents from the Service within a reasonable period.
• Billing records — retained for at least five years from the date of the transaction, as required by South African tax and accounting law.
• Server logs — retained for a short period (typically up to 90 days) for security and operational reasons.

8. Your rights

Subject to the laws that apply to you, you have the right to:

• Access the personal information we hold about you.
• Ask us to correct information that is inaccurate.
• Ask us to delete your account and the personal information associated with it. Note that we may need to retain certain billing records to comply with tax law.
• Object to or restrict certain processing.
• Receive a copy of the information you provided to us in a commonly used machine-readable format (data portability).
• Lodge a complaint with the Information Regulator of South Africa ( inforegulator.org.za), or, if you are in the EU or UK, with your local supervisory authority.

You can exercise most of these rights directly in the app: the account menu lets you delete your account. For anything you can’t do yourself, email us at the address below and we’ll respond within a reasonable time — usually 30 days.

9. Security

The Service runs on Google Cloud infrastructure. Data is encrypted in transit (TLS) and at rest. Database access is restricted by Firestore security rules so that, for example, your meet data is only readable by you (and people you’ve invited as co-administrators or spectators of a specific meet). No system is perfectly secure — if you ever suspect a breach involving your account, please contact us immediately.

10. Children

The Service is intended for use by adults (typically coaches and meet administrators). It is not directed at children under 13, and we do not knowingly collect information directly from children. When a coach adds an athlete’s details to a meet, that athlete may be a minor — in that case, the coach is responsible for obtaining the appropriate consent from the parent or guardian under applicable law (e.g. POPIA, GDPR, COPPA). If you believe we hold information about a child that should not be there, contact us and we will remove it.

11. Changes to this policy

We may update this Privacy Policy from time to time. When we make a meaningful change, we will update the “Last updated” date at the top of this page and, for changes that materially affect you, take reasonable steps to notify you in the app or by email.

12. Contact us

If you have any questions about this Privacy Policy or about how we handle your information, please contact us:

Coaching Partner (Pty) Ltd
Email: shaun@coachingpartnerapp.com