Privacy Policy

PerfPace (“we”, “us”) runs the PerfPace platform at perfpace.com and the PerfPace iPhone app, for players, families and coaches, and is the controller of the personal information described in this policy. You can contact us about privacy at privacy@perfpace.com.

• Account details: your name, email address and password (stored only in hashed form), your roles on PerfPace, and when you agreed to these policies.
• Signing in with Google or Apple: if you choose to, we don’t receive or store a password. Google or Apple confirms who you are and gives us your name and email address (and, from Google, your profile picture if you have one). If you choose Apple’s “Hide My Email”, we receive a private relay address that forwards our emails to you, not your own address.
• Player profiles: for each player you look after, their name, date of birth, the town or area they’re based in, sports association membership numbers, training schedule, and the centres and groups they belong to.
• Coaching information: goals, reviews and ratings, session notes and plans, observations, private coach notes, group feedback, session transcripts, and the comments and feelings players and families add in reply.
• Session recordings in the iPhone app: when a coach records a session, the audio is recorded and turned into text on the coach’s iPhone. The audio is never uploaded to us, and the app deletes it from the phone once the transcript is saved or the recording is discarded. Only the transcript the coach checks and chooses to save is sent to PerfPace.
• Invitations: the email addresses centres, coaches and administrators send invitations to.
• Technical and usage information: sign-in sessions, IP address, browser and device type, a record of key actions taken in the Service (such as signing in or changing a centre), and how features are used.

• To provide the Service (performing our contract with you): creating and running your account, showing information to the people it is shared with, and sending invitations and password reset emails.
• To provide AI-assisted features (performing our contract with the coach, and our legitimate interests in offering them): drafting session feedback from a session’s details and transcript, for coaches on plans that include it.
• To keep PerfPace secure (our legitimate interests): preventing misuse, keeping an audit record of key actions and investigating problems.
• To improve PerfPace (our legitimate interests): understanding how the Service is used, fixing problems and developing and improving features, using aggregated or de-identified information wherever we can.
• To meet legal obligations, and to establish or defend legal claims.

We don’t sell personal information, and we don’t use it for advertising.

Many players on PerfPace are juniors. A junior player’s profile is created and managed by a parent or guardian from their own account, and coaches and centres add coaching information about them. We use this information only to provide the Service, and we design PerfPace so that each person sees only what their role needs: for example, transcripts and coaches’ private notes are never shown to families or players.

When a parent or guardian deletes their account, the junior players they look after are deleted with it, unless another parent or guardian still looks after them (see section 8).

What you add is shown only to the people with a role that needs it: the people who look after a player, the player’s coaches, and the admins and coaches of the centres and groups the player belongs to, as described in the Service. PerfPace administrators can access information where needed to support and run the platform.

We use trusted providers who process personal information on our behalf, under contracts that protect it:

• Vercel: hosting the application, in the London region.
• Neon: database hosting, in the London region.
• Resend: sending emails such as invitations and password resets.
• Anthropic: AI processing for AI-assisted session drafts. Only the information needed for a draft (such as the session’s transcript, the player’s first name and age, their goals and recent sessions) is sent, and only when a coach on a plan with this feature asks for a draft. Anthropic processes it to return the draft and doesn’t use it to train its models.

If you sign in with Google or Apple, they confirm who you are and share the details above with us. What they do with your information is covered by their own privacy policies.

We may also share information where required by law, or with a buyer if our business is sold or reorganised.

We store PerfPace data in the UK. Some providers, such as Anthropic and Resend, may process information in the United States or elsewhere. Where they do, we rely on safeguards recognised under UK data protection law, such as the UK Extension to the EU-US Data Privacy Framework or the UK International Data Transfer Addendum.

We keep personal information for as long as your account is open or as needed to provide the Service.

You can delete your account yourself at any time, in Settings on the website or in the You tab of the iPhone app, or ask us to at privacy@perfpace.com. Deleting an account is permanent and can’t be undone. When you delete yours:

• your account details, your password or Google or Apple sign-in, and every device you’re signed in on are removed, and no one can sign in to the account again;
• your own player profile, if you have one, is deleted with everything recorded on it;
• each player you look after is deleted with everything recorded about them, such as their sessions, goals, reviews, schedule, memberships and feedback, unless another parent or guardian still looks after them. Then the player stays with that person, and only your link to the player and what you added yourself, such as your side of a session, are deleted;
• if you’re a coach, your unpublished drafts, session transcripts, AI drafts and private notes are deleted, and you stop being anyone’s coach. Feedback you published stays on the players’ pages, so they keep their record, but it is shown as from “Former coach” and no longer carries your name or email address;
• your memberships of centres and groups end.

We keep a record that an account was deleted, without your name or email address, for security and audit. Deleted information can remain in our backups for a limited time until they are replaced. When a player profile is deleted in another way, we delete or anonymise the related information within a reasonable time, except where we need to keep it for legal, security or audit reasons.

Under UK data protection law you have the right to:

• access the personal information we hold about you;
• have inaccurate information corrected;
• have your information deleted, or its use restricted, in some circumstances (you can delete your account yourself, as section 8 explains);
• object to processing based on our legitimate interests;
• receive your information in a portable format.

Parents and guardians can exercise these rights for the players they look after. To make a request, email privacy@perfpace.com. You can also complain to the Information Commissioner’s Office (ico.org.uk), though we’d appreciate the chance to help first.

PerfPace uses only essential cookies and similar storage:

• to keep you signed in;
• to remember your colour mode;
• perfpace-known-sign-in, kept for a year: remembers that this browser has signed in successfully, so that the limits we put on failed sign-in attempts, which protect accounts from password guessing, don’t lock you out of a browser you use. It holds a scrambled code, not your email address.

The iPhone app keeps your sign-in in your phone’s secure storage (the Keychain). It contains no advertising or analytics tools.

We don’t use advertising or third-party tracking cookies, and we don’t track you across other apps or websites.

We protect information with encryption in transit, hashed passwords, access controls based on each person’s role, and an audit record of key actions. No system is perfectly secure, so please use a strong, unique password, or sign in with Google or Apple.

We may update this policy from time to time. We’ll show the date of the latest version at the top of this page and tell you about significant changes.