1. Who this agreement is between

These Terms of Service govern use of Hey Coach, a communication and scheduling service for athletic programs, operated by Hey Coach Team LLC, a West Virginia limited liability company based in Morgantown, West Virginia ("Hey Coach," "we," "us").

Hey Coach is provided to schools, districts, clubs, and similar organizations (each an "Organization"). An Organization's own written agreement with us, where one exists, governs the relationship between us and that Organization and prevails over these Terms to the extent of any conflict. These Terms govern your use of the service as an individual, whether you are an athletic director, a coach, a player, a guardian, or other staff.

By checking the acceptance box when you sign in, signing in, or sending or receiving messages through Hey Coach, you agree to these Terms. If you do not agree, do not use the service.

2. What Hey Coach is

Hey Coach provides two-way text messaging between coaches, guardians, and players; scheduling and a calendar; announcements and reminders; automated check-ins; a weekly reflection journal; team photo and video albums; and an in-app AI assistant. The service is accessed through a web browser, and on a phone it can also send push notifications.

3. Accounts, and who may use the service

Accounts are created by an Organization, not by the public. Your Organization decides who is added, what they can see, and when their access ends. Hey Coach is not offered directly to individuals and is not a consumer social network.

If you are under 18, you may use Hey Coach only where your Organization permits it and your parent or guardian has agreed. If you are a guardian, you are responsible for your own use of the service and for supervising your player's use of it as you see fit.

Hey Coach does not use passwords. You sign in with a one-time code delivered by email or text message. Keep those codes to yourself. Anything done through your account is treated as done by you, and you must tell your Organization promptly if you believe someone else has access to it.

4. Players under 13

Hey Coach does not provide accounts to children under 13 and does not knowingly send text messages to them. A child under 13 takes part through a guardian, who receives their messages and is identified as communicating on their behalf. Where a player is marked as under 13, the service withholds messages from the child and delivers them to the designated guardian instead, declines to create an account or send a sign-in link for that child, and does not act on an inbound text from a handset associated with that child.

An Organization that enrolls a child under 13 must mark that player as under 13 in Hey Coach, must designate a guardian to communicate for them, and must not provide a mobile number or email address belonging to the child. We cannot determine a child's age on our own; the protections above depend on the Organization marking the player correctly. An Organization that provides a child's contact details in breach of this section is responsible for the consequences, and we may remove the details or suspend access.

If you believe a child under 13 has an account or is receiving messages, contact your Organization's Hey Coach administrator, or use the Help option in the app, and we will work with the Organization to correct it.

5. Guardians, minors, and what the Organization is responsible for

The Organization, not Hey Coach, holds the relationship with the families it serves. The Organization is responsible for:

• obtaining every consent and permission required for a minor to take part in Hey Coach and to be contacted through it, including any consent required to send text messages;
• the accuracy of the contact details it enters, and for keeping them current;
• marking each player's age band correctly, so that the under-13 protections in Section 4 apply to the right people;
• deciding which of its staff may contact which players, and removing access when someone should no longer have it;
• its own child-protection policies, staff screening, and supervision of communication between its staff and minors; and
• responding to requests from parents and guardians about their child's information.

Hey Coach provides tools that support those responsibilities, including role-based access, an audit trail, opt-out handling, under-13 handling, and a record of what was sent to whom. Those tools do not discharge the Organization's responsibilities, and Hey Coach does not supervise the Organization's staff.

6. Communication between staff and players

Hey Coach allows an Organization's staff to message a player one-to-one. A guardian is not a participant in that thread unless the Organization arranges it, and for a player under 13 the designated guardian communicates in the player's place.

The Organization is responsible for whether that surface is appropriate for its teams and for setting and enforcing its own rules about it. We do not monitor, review, or approve those conversations, and their content is the responsibility of the people in them.

7. You are responsible for what you send

You are solely responsible for everything you send, post, upload, or store through Hey Coach, including messages, text messages, announcements, journal entries, event details, photos and videos, files, roster information, and anything else ("Your Content").

Hey Coach does not write, review, approve, endorse, or take responsibility for Your Content. We transmit and store it on your instruction and on your Organization's instruction. Any opinion, instruction, claim, or arrangement in a message is that of the person who sent it, not ours.

You represent and warrant that Your Content is lawful, that you are entitled to send it and to send it to the recipients you send it to, and that it is appropriate for an audience that includes minors and their families.

You are responsible for the consequences of your messages, including anything anyone does or does not do in reliance on them.

8. Text messages

Hey Coach sends and receives text messages. Message frequency varies with how your Organization uses the service. Message and data rates may apply, and those charges are between you and your wireless carrier.

Some texts are sent through the AI assistant described in Section 12. Apart from the wellbeing notice described in Section 13, the assistant never sends a text by itself: it proposes the message, shows you who will receive it and how many people that is, and sends only after you confirm. A text you confirm is a text you sent.

Reply STOP to any Hey Coach text to stop receiving them, and HELP for help. STOP applies to the handset, so it also stops messages to anyone else sharing that number, which is common in families.

An Organization's administrator can restore messaging to a number whose holder has replied STOP, for example where a child opted a family handset out by mistake. A restoration is recorded in the audit trail with who performed it and when. If you did not ask for messages to resume, reply STOP again and tell your Organization.

Your Organization is responsible for having permission to text every number it puts into Hey Coach, including any permission required for minors. We are not responsible for a message sent to a number an Organization entered incorrectly or was not entitled to contact.

SMS text messages are sent only to United States and Canadian (+1) numbers. We do not guarantee that any message will be delivered, or delivered on time. Delivery depends on carriers, handsets, network coverage, and spam filtering, none of which we control.

9. Automated word screening is not moderation

Hey Coach automatically checks some outgoing messages against a list of words and refuses to send those that match. This is an automated filter, not moderation, and it is deliberately incomplete: it does not read for meaning, tone, threat, or context, and it will both miss things and occasionally stop something harmless.

Nothing about that filter is a promise to review, monitor, or approve what people say to each other. It is not a substitute for supervision by your Organization, and it does not make us responsible for what does get through.

We may remove content or suspend access where we believe it necessary, for example where content is unlawful or where we are required to act, but we are under no obligation to look for it.

10. Journals: who can read them

Journal entries are not private. An entry a player writes is readable by the coaches of that player's team, the Organization's athletic director or directors, and authorized Hey Coach platform personnel. It is not readable by the player's teammates or by other students. A journal in Hey Coach is a team record, not a private diary.

A player can hide an entry from their own view. Hiding is not deletion: the coaches, athletic directors, and platform personnel described above can still read an entry the player has hidden.

11. Journals are not monitored for safety

No one at Hey Coach or at the Organization is designated to review journal entries for safety concerns. There is no response-time standard for journal entries and no escalation procedure.

The only automated screening of journal entries is a word filter that blocks profanity when an entry is written on the website. Entries submitted by text message reply are not screened. The filter does not detect self-harm, harm to others, or abuse.

Anyone who is in danger should contact a trusted adult, a coach, a school counselor, or emergency services directly, and should not write it in a journal entry.

12. The AI assistant

Hey Coach includes an in-app AI assistant, powered by Anthropic. Before anyone can use it, they are shown a notice naming Anthropic and setting out what is sent there, and nothing is sent until they accept it. Accepting is personal, is asked again for each Organization you belong to, and can be undone at any time in Settings, which turns the assistant off for you. It is a task-completion assistant, not an open-ended chatbot. It is software, not a person, and is labeled as software wherever it appears. Its replies are generated automatically and can be inaccurate, incomplete, or inappropriate even though we take steps to prevent it. Check anything that matters before acting on it.

The assistant can do things in the service on your behalf, such as putting an event on a calendar, sending a message or an announcement, or changing a roster, but only what you are already permitted to do yourself, and only after it shows you exactly what it proposes and you confirm it. The one exception is the wellbeing notice described in Section 13. You are responsible for what you confirm, in the same way you are responsible for what you type.

The assistant is not a medical, mental health, counseling, or emergency service, and it does not give professional advice of any kind. It is not a monitoring service and must not be relied on to identify distress or risk of harm. Nothing in this feature reduces your Organization's supervision, reporting, and duty-of-care obligations, or yours.

Using the assistant abusively, including language this service refuses, may result in your access to it being suspended temporarily or permanently. Suspension of the assistant does not affect the rest of Hey Coach.

Your Organization controls whether the assistant is available to it at all, and can also switch it off for particular teams. Where it is switched off, the people it is switched off for do not see it.

Journal answers in chat, which lets a player answer journal prompts through the assistant, is off by default and must be turned on separately by each Organization. For any player who is a minor, and for any player whose age band is unknown, a guardian must consent before that player can answer journal prompts in chat. A guardian can withdraw that consent at any time. Consent is rechecked every time the feature is used, not only once at setup.

The assistant cannot read existing journal entries, whether the player's own or anyone else's, and automated tests in our codebase check that the assistant's code does not read them. An entry written with the assistant is labeled as written in chat.

13. Wellbeing notices

If the assistant identifies a possible wellbeing concern in a conversation, it records a flag and notifies the Organization's designated safety contact or, if none is designated, every active athletic director of the Organization.

The notification is sent by text message and email. It includes the name of the person in the conversation and a request to check in with them, and it never includes that person's own words from the conversation.

The flag, and the one line the assistant wrote about what concerned it, are readable in the app on a page open to the Organization's designated safety contact, or to its athletic directors if none is designated. That page does not show the conversation. Opening it is not recorded.

14. Mandated reporting

Using Hey Coach does not create, satisfy, or replace any reporting obligation that you or anyone at your Organization has under state law, including any obligation as a mandated reporter. Hey Coach is not a mandated reporter and is not a licensed mental-health provider.

15. Optional Bible and scripture content

Hey Coach includes an optional Bible & scripture feature: verse lookup, scripture reading, a daily verse, and the ability for coaching staff to attach a Bible passage to a journal prompt. It is off by default and invisible to an Organization's members unless that Organization's athletic director, or a Hey Coach platform administrator, turns it on.

The Organization that enables it, not Hey Coach, decides that religious content is appropriate for its community, and is responsible for any notice to or consent from parents and guardians that its own policies or its families expect. Scripture text is supplied by a third-party content provider under that provider's license and is displayed with its required attribution. We do not use this feature to profile anyone's beliefs, and disabling it removes it from view without deleting an Organization's other records.

16. Do not rely on Hey Coach for emergencies

Hey Coach is not an emergency service and must not be relied on for urgent, time-critical, or emergency communication. In an emergency, contact emergency services directly and follow your Organization's own procedures.

Do not use Hey Coach as a medical record, and do not rely on it to deliver medical, safety, or child-protection information in time. If something must be received, confirm it another way.

17. Acceptable use

You agree not to use Hey Coach to: harass, bully, threaten, abuse, or discriminate against anyone; send unlawful, obscene, or sexually explicit material; contact a minor for any purpose outside your legitimate role in the Organization; groom, solicit, or attempt to arrange private contact with a minor; impersonate anyone; send unsolicited commercial messages; infringe anyone's rights; or share content you are not permitted to share.

You also agree not to attempt to reach information you have not been given access to, probe or test the security of the service, scrape or bulk-extract information other than through features provided for it, interfere with the service's operation, or use it to build a competing product.

We do not tolerate objectionable content or abusive behavior in team albums or anywhere else in Hey Coach, and anyone can report a photo or video from inside the app.

When a photo or video is reported, it is hidden from the team immediately, and every coach of that team and every athletic director of the Organization is notified at once by text message and by email.

We may suspend or end access for anyone who violates this section, we may tell their Organization why, and where we believe a child is at risk we may report the matter to the Organization and to the appropriate authorities.

18. Blocking another person

A Player who is 13 or older, or a Guardian, can block another person who is not staff. Blocking hides that person's photos and videos from you, and closes one-to-one messages between you in both directions.

Blocking does not stop text messages, push notifications, team announcements, or group chats, and it does not remove either person from the team. Coaches and athletic directors cannot be blocked, and staff do not block people. A record of who blocked whom, in which Organization and when, is kept and is visible to your Organization's coaching staff. You can undo a block at any time in Settings.

19. Your Organization controls its information

Your Organization decides what information about its people is held in Hey Coach, who may see it, and when it is removed. It is responsible for the accuracy of its rosters and contact details.

Requests to see, correct, or delete information should go to your Organization first. We act on our customer's instructions, and we may be unable to act on a request that does not come through them.

You keep ownership of Your Content. You grant us the license we need in order to run the service, which is to store it, transmit it, display it to the people it is addressed to, and keep backups, and nothing more. We do not acquire any right to use Your Content for advertising, to sell it, or to train unrelated products or models.

20. The service is provided as it is

Hey Coach is provided "AS IS" and "AS AVAILABLE." To the fullest extent permitted by law, we disclaim all warranties, express or implied, including any implied warranties of merchantability, fitness for a particular purpose, non-infringement, and accuracy.

We do not warrant that the service will be uninterrupted, timely, secure, or error-free, that messages will be delivered, or that it will meet your requirements. We may change, suspend, or withdraw features, and may take the service down for maintenance.

21. Limitation of liability

To the fullest extent permitted by law, Hey Coach and its officers, employees, and suppliers will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, data, goodwill, or anticipated savings, arising out of or relating to your use of the service, whether or not we were advised such loss was possible.

To the fullest extent permitted by law, our total aggregate liability arising out of or relating to the service will not exceed the greater of the amount paid to us for the service in the twelve months before the claim arose, or one hundred U.S. dollars ($100).

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, or for fraud. Some jurisdictions do not allow some of the exclusions above, so parts of this section may not apply to you.

22. Indemnity

You agree to indemnify and hold harmless Hey Coach and its officers, employees, and suppliers against any claim, demand, loss, liability, damage, cost, or expense (including reasonable attorneys' fees) arising out of or relating to Your Content, your use of the service, your breach of these Terms, or your failure to obtain a consent or permission you were responsible for obtaining.

Where the user is an Organization, this indemnity extends to claims brought by the players, families, and staff whose information that Organization put into Hey Coach.

23. Services we depend on

Hey Coach relies on third parties to operate, including hosting and database providers, an authentication provider, email and text message delivery providers, file storage, wireless carriers, an AI provider that generates the assistant's replies, and, where an Organization enables the Bible feature, a Bible content provider. The Privacy Policy names them. Their acts, omissions, outages, and delays are outside our control and we are not liable for them.

24. Ending access

Your Organization may end your access at any time. We may suspend or end access where these Terms are breached, where we are required to, or where an Organization's agreement with us ends.

When access ends you lose the ability to use the service. What happens to information already in Hey Coach is decided by your Organization and by its agreement with us.

25. Changes to these Terms

We may update these Terms. Each version carries a version number and an effective date, shown at the top of this page. Where a change is material we will give notice through the service. Continuing to use Hey Coach after a change takes effect means you accept the updated Terms.

26. Governing law

These Terms are governed by the laws of the State of West Virginia, without regard to its conflict-of-laws rules.

If any provision of these Terms is held unenforceable, the rest remains in force. Our failure to enforce a provision is not a waiver of it.

27. Contact

Questions about these Terms: contact your Organization's Hey Coach administrator, or use the Help option in the app. You can also write to us directly at support@heycoach.team.

Writing to support@heycoach.team reaches Hey Coach directly, including about a question your Organization cannot answer or if you cannot sign in to use the Help option.

1. Our role

Hey Coach is operated by Hey Coach Team LLC, a West Virginia limited liability company based in Morgantown, West Virginia. This policy explains what information the service holds, why, and who can see it.

Almost everything in Hey Coach is put there by a school, district, or club (an "Organization") or by its people. The Organization decides what is held, who has access, and when it is removed; we hold and process it on that Organization's behalf and on its instructions. Where the Organization is a school, we act as a service provider to that school with respect to its student records, under the school's direction.

If you want to see, correct, or delete information about you or your child, contact your Organization first. They control it, and they can reach us.

2. Information we collect

• Roster and directory information provided by the Organization: name, graduation year, sport or team, role, and contact information for players, guardians, coaches, and administrators. This includes an age band (adult, 13 or older, under 13), the link between a player and their guardians, and a short texting handle (for example, @coachdana) generated from the person's name.
• Message content: messages sent in the app and by text message, and announcements.
• Journal content: journal entries players write, and the responses staff leave on them.
• AI assistant conversation content: the messages people send the assistant and the replies it gives, held for the period stated in Section 9.
• Photos and videos uploaded to team albums.
• Message delivery status metadata: whether a message was delivered, as reported by the delivery provider.
• Opt-out status: whether someone has replied STOP to a text.
• Sign-in activity.
• Consent records for the AI assistant: each person's acceptance of the assistant notice, and for the journal feature a guardian's consent and a player's acceptance, including when each was given or withdrawn.
• A device token for push notifications, where you use the app on a phone and allow notifications. It is a persistent identifier for one device, issued by Apple, and it is stored so that notifications can be sent to that device. It is removed when you delete your account.
• Block records: who blocked whom, in which Organization, and when.

The service also keeps an audit trail of actions taken in it: who did what and when. The audit trail records that something happened rather than what was said. Message text, journal text, and the text of assistant conversations are not copied into it.

3. Information we do not collect

Hey Coach does not collect Social Security numbers, financial account information, IP addresses, device or browser fingerprints, analytics or behavioral tracking events, or precise geolocation. The device token described in Section 2 is the one device identifier the service holds: it is issued by Apple for the purpose of delivering notifications to a phone, it is not used to recognize you across apps or websites, and it is not used to build any profile. Location metadata is stripped from team album photos and videos in the browser before they are uploaded. A timezone preference is stored in a cookie so schedules display in local time; see the Cookie Policy.

We do not ask for a date of birth, only the age band above, which is the least we need in order to treat a child under 13 differently. Where a roster spreadsheet supplies a date of birth, it is converted to an age band on import and the date itself is discarded. There is no advertising in Hey Coach. SMS texting is limited to United States and Canadian (+1) numbers.

4. Where it comes from

From your Organization, including rosters it types in or imports from a spreadsheet. From you, when you send a message, write a journal entry, upload a photo or video, or update your details. From message delivery providers and wireless carriers, which report whether a message was delivered. From our authentication provider, which verifies your email address when you sign in.

5. What it is used for, and what we never do

To run the service: to show rosters and schedules to the people entitled to see them, to route messages between them, to deliver and receive text messages, to keep an audit trail, and to provide support.

We do not sell or rent personal information. We do not use it for advertising, we do not build advertising or behavioral profiles, and we do not use messages, journal entries, or assistant conversations to train any model of ours or anyone else's. Where you use the AI assistant, the conversation is sent to our AI provider so it can reply; Section 9 says more. We do not disclose personal information to anyone outside the Organization except to the service providers listed in Section 11, or where the law requires it.

6. Children and minors

Hey Coach is used by players who are minors. Their accounts are created by their Organization, not by them, and use is subject to the Organization's permission and the guardian's agreement.

Children under 13. Hey Coach does not provide accounts to children under 13 and does not knowingly send text messages to them. Where a player is marked as under 13, the service withholds messages from the child and delivers them to a designated guardian instead, refuses to store the child's own mobile number or email address, will not send that child a sign-in link, and does not act on an inbound text from a handset associated with them. We rely on the Organization to identify those players and not to provide a child's own contact details; an Organization that does so violates our Terms.

We do not knowingly collect personal information directly from a child outside an arrangement with their Organization. If you believe a child's information is in Hey Coach and should not be, contact your Organization's Hey Coach administrator, or use the Help option in the app, and we will work with the Organization to remove it.

Religious content. The Bible & scripture feature is optional and enabled per Organization. A player's answers to a scripture-linked journal prompt may reveal something about their beliefs. Those answers are readable like any other journal entry, as described in Section 7, are not used for any other purpose, and are not disclosed outside the Organization except as this policy describes. Some state privacy laws treat information revealing religious beliefs as sensitive; the Organization enabling this feature is responsible for any consent its families' law requires.

7. Who can see what

Access follows the person's role within their Organization, and is checked on every request, not only when a page is opened.

• Coaching staff see the people on the teams they coach, and those players' guardians.
• A guardian sees their own player.
• Athletic directors see their own Organization.
• Organizations are separated: messaging, rosters, and records do not cross between them. One narrow exception: where two Organizations share a team, the people on that team can see each other's basic details, read-only.

Journals. Journal entries are not private. An entry a player writes is readable by the coaches of that player's team, the Organization's athletic director or directors, and authorized Hey Coach platform personnel. It is not readable by the player's teammates or by other students. A player can hide an entry from their own view, but hiding is not deletion, and the staff described above can still read a hidden entry. Families should understand that a journal in Hey Coach is a team record, not a private diary.

Photos and videos. A photo or video shared by a guardian is not visible to the team until a coach or an athletic director of the Organization approves it. That review is on by default and can be switched off for a particular team by someone who manages that team. Photos and videos uploaded by coaches and athletic directors appear without review.

One-to-one messages. A message between a staff member and a player is visible to the two of them, and to platform administrators as described below. It is not automatically shown to the player's guardian.

Hey Coach platform administrators can access information where it is needed to operate the service or to support an Organization. Where our staff open a conversation they are not part of, that access is recorded in the audit trail.

8. Text messages and carriers

To deliver a text we pass the recipient's mobile number and the message to a message delivery provider and on to wireless carriers. We keep a record of what was sent, to whom, and what the provider reported happened to it.

Replying STOP stops texts to that handset and is recorded, so that it continues to be honored. Because a handset is often shared in a family, STOP stops messages to everyone associated with that number. Carriers may keep their own records of messages they carry, subject to the carrier's own terms. An Organization administrator can restore messaging to an opted-out number; the restoration is recorded.

9. The AI assistant

Before you can use it. The assistant cannot be used at all until you have been shown a notice naming Anthropic and what is sent there, and have accepted it. Nothing reaches Anthropic before that. The acceptance is yours alone, nobody can give it for you, it is asked again for each Organization you belong to and whenever the notice changes, and you can withdraw it at any time in Settings, which turns the assistant off for you.

Who can read a conversation. Nobody at the organization can read conversations with the AI assistant. If it becomes concerned about a player's wellbeing, it sends a short alert to the safety contact the organization has named, or to its athletic directors if it has not named one. The alert says who to check in with, and never includes the conversation.

What is held. The messages you send to the assistant and the replies it sends back are stored, so a conversation survives closing the panel and can be continued.

Who processes it. The assistant is powered by Anthropic, through Anthropic's standard commercial API. To produce a reply, Anthropic receives your first name, your role, your Organization's name, the names of your teams, the recent messages of the conversation, and the information you type or ask for during the conversation. Under Anthropic's published commercial terms, inputs to and outputs from its API are not used to train its models by default. Hey Coach has no separately negotiated agreement and no zero-retention agreement with Anthropic. The key that connects Hey Coach to Anthropic is held on our servers only and is never sent to your browser.

How long. Conversations with the assistant are automatically deleted 90 days after the last message in them, along with anything the assistant proposed and nobody confirmed.

What outlasts the conversation. A record of what was actually done through the assistant (what the action was, who confirmed it, and when) is kept in the Organization's audit trail like any other action in the service. It records that something happened, not what was said on the way to it.

Billing. We count how many requests each Organization makes and how much text they involve, per month. Those counts contain no part of any conversation.

Journal answers in chat. A player can answer a journal prompt through the assistant only where the Organization has turned this on (it is off by default), where a guardian has consented for a player who is a minor or whose age band is unknown, and where the player has then accepted the notice themselves. These conditions are rechecked every time the feature is used. The assistant cannot read existing journal entries, whether the player's own or anyone else's. An entry written with its help is labeled as written in chat.

Wellbeing notices. If the assistant identifies a possible wellbeing concern, it records a flag and notifies the Organization's designated safety contact or, if none is designated, every active athletic director of the Organization. The notification is sent by text message and email, includes the name of the person in the conversation and a request to check in with them, and never includes that person's own words from the conversation. The flag, and the one line the assistant wrote about what concerned it, are readable in the app by those same people on a page that does not show the conversation. Opening that page is not recorded.

Screening. Messages you send to the assistant are checked against the same word list described in the Terms. A message that is refused is recorded with the matched word, who sent it, and when, but never the message itself.

10. Calendar files and subscriptions

You can download your teams' schedule as a calendar file, or subscribe to it from a calendar app. Both carry the same thing: the events you can already see in Hey Coach (the team name, the event title, any description and location the coaching staff wrote, and the start and end times) for roughly the last month and the year ahead.

They do not carry rosters, game lineups, phone numbers, email addresses, or anyone's contact details. What the coaching staff typed into an event does travel, so a name written into an event's title or description will be in the file like any other word of it.

A downloaded file is outside Hey Coach and under your control. We cannot recall it, see where it goes, or delete it. The same is true of a calendar app you import it into: what that app does with it is governed by that app's own privacy policy, not this one.

A subscription link is private, and holding it is enough. A calendar app checks for updates on its own with nobody signed in, so the link is what proves the request, and anyone who has it can read that one person's schedule for as long as the link lives. It grants nothing else: no sign-in, no messages, no roster, no ability to change anything. You have one link at a time, you can replace it whenever you like, which immediately stops the old one, and it is revoked when your access to Hey Coach ends. Treat it like a password and do not post it anywhere shared.

11. Service providers

We use the following service providers. They act on our instructions and may use the information only to provide their service to us.

• Vercel: hosting, compute, and file storage for the service.
• A hosted PostgreSQL provider: the database holding all service data.
• WorkOS: authentication. Receives your email address and manages sign-in sessions.
• Bird: SMS provider and backup email delivery provider. Receives message text and phone numbers for SMS, and the recipient's address and the subject and body of the email for email.
• Twilio: SMS and WhatsApp delivery. Receives message text and phone numbers.
• Amazon Web Services (SES): email delivery, including sign-in codes and notifications. Receives the recipient's address and the subject and body of the email.
• Resend: backup email delivery.
• Anthropic: the AI assistant. Receives the user's first name, role, Organization name, team names, the conversation's recent messages, and information the user types or requests during the conversation.
• Apple (Apple Push Notification service): delivery of push notifications to your phone. Receives the device token, and the contents of the notification, which is the first 120 characters of the message or announcement, together with the sender's name for a one-to-one message or the team or Organization name for an announcement.
• Bible content providers (helloao.org, and YouVersion if enabled): receive only passage references, never personal information.

12. How long it is kept

Information is retained while the Organization's account is active. There is currently no fixed maximum retention period.

There are three exceptions. AI assistant conversations are deleted 90 days after the last message in them. Photo and video uploads that were never finished are removed after one hour. When you delete your own account, the information described in section 13 is removed at once, and the records listed there are kept.

14. Security

The service is served over HTTPS through our hosting provider. Access to information is limited by role, and that limit is enforced in code on every request.

Certain staff actions are recorded in an audit log, including a staff member opening a conversation they are not part of, roster exports, and the start and end of impersonation sessions.

15. Your rights and how to exercise them

Parents, guardians, students, and staff may ask to see, correct, or delete information about them. Ask your Organization first: they control the record and can reach us, and where a school holds the relationship we are required to act through them.

A guardian may withdraw consent for the AI journal feature at any time. Withdrawing turns the feature off for that player from then on. Anyone who has accepted the assistant notice may withdraw that acceptance in Settings, which turns the assistant off for them.

Push notifications are on by default once you install the app on your phone and allow notifications there. You can turn them off in Settings, on the phone's operating system, or both. Turning them off does not stop text messages, which are separate.

To stop text messages, reply STOP to any message. This does not remove someone from Hey Coach; it stops texts to that handset. If texts resume that you did not ask for, reply STOP again and contact your Organization.

16. Reporting a concern

If you are worried about something said to a child through Hey Coach, tell the Organization immediately and follow its child-protection procedures. If a child is at immediate risk, contact emergency services or your state's child protective services agency. Do not rely on a message in Hey Coach to raise it.

You can also contact your Organization's Hey Coach administrator, or use the Help option in the app. We can preserve records and assist the Organization and the authorities, but we are not a child-protection authority and we do not supervise an Organization's staff.

17. Changes to this policy

We may update this policy. Each version carries a version number and an effective date, shown at the top of this page, and material changes will be notified through the service.

18. Contact

Questions, or a request about your information: contact your Organization's Hey Coach administrator, or use the Help option in the app.

1. What this policy covers

This Cookie Policy covers the Hey Coach app at app.heycoach.team, operated by Hey Coach Team LLC. The marketing website at heycoach.team is a separate system and is not covered by this policy.

2. How signing in works

Hey Coach does not use passwords. You sign in with a one-time code delivered by email or text message. After you enter your code, a cookie keeps you signed in.

3. Cookies the app uses

• wos-session: keeps you signed in after you enter your code. This cookie is strictly necessary. Blocking it prevents sign-in entirely.
• A short-lived security cookie used during single sign-on.
• Organization and team view preference cookies, which remember which organization and teams you are looking at, for 12 hours.
• A short-lived cookie that remembers where to return you after you sign in.
• Accessibility and display preference cookies, which remember your text size, underlined links, reduced motion, and theme, for 1 year.
• A timezone cookie, so that schedules display in your local time, for 1 year.
• heycoach_view_as: set only when Hey Coach platform staff temporarily view the service as another user. It lasts 1 hour.

4. What the app does not use

The app uses no analytics, advertising, or behavioral tracking cookies of any kind, and no third-party trackers.

5. Changes to this policy

We may update this policy. Each version carries a version number and an effective date, shown at the top of this page.

6. Contact

Questions about this policy: contact your Organization's Hey Coach administrator, or use the Help option in the app.