Privacy Policy | Coach-Grid

Coach-Grid is a directory. Coaches and event organizers publish what they offer, families publish what they are looking for, and the two find each other. This page describes what we store to make that work, who can see it, and how you get it back or get it deleted.

The short version: what you publish on a profile is public because that is the point of a directory. Contact details are not — you decide per channel who sees them, and for athletes under 16 they are never public, whatever the setting says.

Who is responsible

Coach-Grid is operated by KMCS IT LLC , 2807 Allen St., Dallas, TX 75204, United States. Privacy questions go to info@coach-grid.com.

What we collect

When you create an account

Your name, email address, a password (stored only as a hash — we cannot read it), your country and language, and optionally a phone number. We do not currently ask account holders for a date of birth.

When you publish a coach profile

Display name, organization, headline and biography, city, state and ZIP, sports and positions, years of experience, availability, an optional hourly rate, an optional practice location including its address, photos, and the contact channels you choose to list.

When you publish an athlete profile

First and last name, date of birth, sport and positions, graduation year, school, city and state, a biography, photos and up to 8 gallery images, measurements and performance numbers you enter, academic figures, season statistics, honors, and links to film or other profiles. Athlete profiles are always attached to an adult account holder.

When you use the site

A session cookie so you stay signed in, and a security token that prevents forms being submitted from other sites. Both are required for the site to function and are not used for advertising.
Your IP address at three moments only: when you sign in, when a guardian records consent for a minor, and when an administrator changes something. We keep these as evidence of who did what — not as a movement profile.
Standard web server logs (IP address, time, page, browser), which the server rotates and deletes automatically.

Statistics

We count profile views and clicks on an organizer's signup link per day, as a total. There is no record of who viewed what — the number goes up, nothing else is written. There is no tracking pixel, no advertising network, and no cross-site profiling.

Why we may use it

To run the directory: Publishing profiles, searching and filtering, showing events.
To connect people: Passing a contact request to the coach or to the account holder of an athlete, and delivering the reply.
To protect minors: Checking age, recording guardian consent, and applying the limits described below.
To keep the service safe and working: Preventing abuse, investigating reports, backups, and error diagnosis.
To send necessary email: Confirming your address, resetting a password, and notifying you of a request that concerns you. We do not send marketing email.

Young athletes

This is the part of Coach-Grid with the strictest rules, so it is spelled out rather than summarized.

Minimum age 13. Accounts and profiles are for people of 13 and older. We do not yet verify this when an account is created — that check is being built. We do not knowingly accept anyone younger, and if we learn that we hold data on a younger child, we delete it.
Under 16: an adult account holder. The profile belongs to a parent or guardian account, which records the consent. The athlete does not hold the login.
Under 16: no contact details in public. Email address and phone number are shown only to signed-in coaches, even if the profile is set to public. This is enforced on the server, not by hiding it in the page.
Under 16: not offered to search engines. The profile carries a noindex instruction. It stays shareable by link — an athlete may send their profile to a coach — but it is not meant to be found by searching a child's name.
Per-section visibility. Measurements, performance, academics, season statistics, honors, gallery, film, links and contact can each be set to everyone, signed-in coaches only, or nobody.

Who can see what

Anyone, including search engines: Published coach profiles and events, and the parts of an athlete profile set to public — except where the age limits above apply.
Signed-in users: Contact channels a coach has marked as visible to signed-in users, and athlete sections set to coaches only.
Only you and our administrators: Your date of birth, your password hash, sections set to nobody, and the contact requests you send or receive.

Contact requests through the site require an account. This is deliberate: it means the person writing to a family is identifiable.

Who else processes data for us

Hosting. The site and its database run on a server in the United States operated on our behalf, together with the backups taken from it.
Email delivery. A mail provider transmits account and notification email. It sees the recipient address and the message.
Maps. Event and practice locations can show a map. It loads only after you click it — until then no request goes to the map provider. Clicking it sends your IP address and the address shown to that provider.
Fonts and icons. None. They are served from our own server, so reading a page sends your IP address to us and to nobody else.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

How long we keep it

Account and profile data: until you delete it, plus 30 days in backups.
Contact requests and messages: three years, so a dispute can be reconstructed.
Sign-in and administrative records with IP addresses: twelve months.
Daily view and click counts: indefinitely — they contain no personal data.

Your rights

Depending on where you live — California, Colorado, Connecticut, Virginia and others have such laws — you can ask us to:

tell you what we hold about you,
give you a copy,
correct something that is wrong,
delete your account and its data,
stop processing it in certain cases.

You can edit or unpublish your profiles yourself at any time, and delete your account outright at the bottom of your account page — that removes the profiles, the photographs and the requests you sent, immediately. For a copy of your data or anything else on this list, write to info@coach-grid.com. We answer within 45 days. We will not treat you differently for asking.

A parent or guardian may exercise all of these rights on behalf of a minor, including deleting a profile in full.

Security

The connection is encrypted end to end. Passwords are stored as salted hashes. Uploaded files are served without any ability to execute them. Access to the server is limited to named administrators. No system is perfect; if a breach affects you, we will notify you as required by the law of your state.

Changes

If we change this policy in a way that matters, we will say so on the site before it takes effect and update the date at the top.

Questions about anything on this page: info@coach-grid.com