Privacy Policy

Last updated: 27 October 2026  ·  Effective: 27 October 2026

This Privacy Policy explains how Ultimate Coach (the “App”, “we”, “us”, “our”) collects, uses, shares and protects personal data when you use our mobile application and related services. We are committed to protecting the privacy of everyone who uses Ultimate Coach — and, in particular, to safeguarding the data of the children whose sporting development the App helps track.

1. Who we are & how to contact us

Ultimate Coach is a service operated by Dee Gee Apps Ltd, a company registered in England and Wales under company number 17431562, with its registered office at 57 Woodway, Brentwood, Essex, CM13 2JR, United Kingdom. For the purposes of the UK GDPR, we are the data controller for all of the personal data described in this policy, including player data entered by coaches.

2. Scope of this policy

Ultimate Coach is a youth‑football coaching and team‑management app for iOS and Android. It is a mixed‑audience service used by three kinds of people:

• Coaches — create and manage teams, record match and training data, and communicate essential information to parents.
• Parents / guardians — view their child’s development, manage their child’s profile, and control what applies to their child’s account.
• Players (children) — child accounts, created or linked by a parent/guardian or coach, that let a young player view their own stats, achievements, training drills and friends.

This policy covers the App and our website at ultimatecoachapp.com. It does not cover third‑party services that have their own privacy policies (see section 8).

3. Data we collect

Data you give us

• Account data — name, email address, and (optionally) phone number; role (coach/parent/player); password (stored only as a secure hash by our authentication provider).
• Player & team data — a player’s first/last name, date of birth, gender, playing positions, squad/kit number, team and season membership, and coach‑entered performance data (appearances, goals, attributes, match events, training‑drill assignments and self‑reports, achievements).
• Content you upload — player and team photos, badges, avatars, session‑plan images, match/training notes.
• Your activity in the App — training‑video ratings, videos you save and the lists you save them to, and any concern you report about content (including an optional note you write).
• Contact preferences — your choices about which other users may contact you and by what method.
• Support communications — messages you send us.

Data we collect automatically

• Device & technical data — device model, operating system, app version, language, and diagnostic/crash data needed to keep the App stable and secure.
• Usage data — for adult accounts only and subject to your choices: which screens you visit and broad feature usage, used to improve the App (see section 7).
• Advertising identifiers — for adult, ad‑eligible accounts only: your device advertising ID (Apple IDFA / Google Advertising ID) may be used by our ad provider. On iOS this only occurs if you allow it via the App Tracking Transparency prompt.
• Push token — a device token so we can send you notifications you’ve enabled.

Data we do not collect

• We do not collect your device’s precise geolocation. (“Locations” in the App are pitch/formation positions and coach‑entered venue text, not your device location.)
• We do not collect special‑category data intentionally; please do not enter health or other sensitive data into free‑text fields.

4. How & why we use data (legal bases)

Under the UK GDPR we must have a lawful basis for processing your data. We rely on the following:

Where we rely on consent, you can withdraw it at any time (see sections 6, 7 and 12) without affecting the lawfulness of earlier processing.

5. Children’s data & safeguarding

We designed Ultimate Coach with the UK Children’s Code (Age Appropriate Design Code) in mind. Specifically:

• How child accounts are created. A player account is set up or linked by a parent/guardian or by a coach who confirms they have the appropriate parental consent. Parents can claim and manage their child’s profile; a coach‑initiated claim requires confirmation before a child is linked to an adult.
• Age determination. We use the player’s date of birth to apply age‑based protections. Where age is unknown, we treat the account as a child’s and apply the protections by default.
• A grown‑up before YouTube. Training videos are not played inside the App. Before a player under 13 (or a player whose age we don’t know) is taken to YouTube to watch one, a parent or coach must answer a quick maths question. Nothing is collected or stored when they do.
• Data minimisation for children. Child accounts collect no behavioural analytics and are never used to identify a user for analytics or advertising.
• Limited social features. Children can only connect with friends via a code/QR that another person deliberately shares, and can then see a friend’s stats, avatar and leaderboard position — there is no free‑text contact and no way to reach strangers.
• Who is responsible. We are the data controller for player data, including data a coach enters. We decide what the App collects, what it is used for and how long it is kept, so responsibility for that data rests with us and not with your child’s coach or club. Coaches are required to confirm that they have a parent or guardian’s permission before adding a child — and in particular before uploading any photograph — but that confirmation is a promise to us, not a transfer of legal responsibility to them. If anything about your child’s data concerns you, come to us at privacy@ultimatecoachapp.com; you do not need to approach the coach or the club.

Parents/guardians can access, correct, export or delete their child’s data, and can remove a child from a team, using in‑App tools or by contacting privacy@ultimatecoachapp.com.

6. Advertising & your choices

To support a free tier, the App may show advertising to adult accounts using Google AdMob. We never show advertising to children under 16. Users who purchase ad removal or an eligible subscription also see no ads from us.

Advertising inside YouTube videos. Videos in the App’s Training library are not played inside the App: choosing “Watch on YouTube” opens the video in the YouTube app or the device’s web browser, where a child who watches it can be shown YouTube’s advertising. Players under 13 must have a parent or coach answer a quick question before the App opens YouTube. That advertising is chosen and delivered by YouTube and Google, not by us, and we cannot switch it off or control it. We do not use it to show ads to children ourselves, and we do not send YouTube any of your or your child’s account details (see section 8). If you would prefer a child not to see YouTube’s advertising, they can simply not use the Training tab; the rest of the App works without it.

• Consent (UMP). We use Google’s User Messaging Platform to obtain the consent the UK GDPR and PECR require before any personalised advertising is shown. Adults are asked before ads are personalised, and can change their mind at any time.
• App Tracking Transparency (iOS). On Apple devices, adult accounts are asked—via Apple’s system prompt—whether the App may use your device’s advertising identifier. If you decline, you’ll only see non‑personalised ads.
• Your controls. Adults can change personalised‑advertising and data‑sharing choices any time in Settings → Data & Privacy, and can re‑open the ad‑privacy form via “Privacy & ad choices” there.

7. Analytics & app improvement

For adult accounts, and only with your consent, we use PostHog (hosted in the EU) to understand which features are used so we can improve the App. A limited amount of crash reporting and essential diagnostics is always on to keep the App stable and secure — this cannot be switched off, but it is the minimum necessary.

Children under 16 are never included in behavioural analytics or session recording, regardless of any setting.

8. Who we share data with

We do not sell your personal data. We share it only with service providers (“processors”) who help us run the App, and only as needed:

Training videos and YouTube. The App’s Training library shows each video’s title, channel, thumbnail and description, which come from YouTube API Services. We keep the video identifiers and those details so we can show the library. They describe the videos, not you. Videos are not played inside the App: “Watch on YouTube” opens the video in the YouTube app or your device’s web browser, and players under 13 must first have a parent or coach answer a quick question (see section 5).

Two things to be aware of. First, the App loads video thumbnails directly from YouTube’s image servers, so Google receives the ordinary information any image request carries, such as your device’s IP address. Second, once you are on YouTube, YouTube and Google — not us — may receive information such as your device, IP address and what you watch, may store or read cookies or similar technologies on your device, and may show advertising within or around a video (see section 6). We do not control either of these, and they are described in the Google Privacy Policy. We never send YouTube your name, email address or any other account details. Use of YouTube is also subject to the YouTube Terms of Service, and you can manage or delete data Google holds through your Google Account controls.

A note on home addresses. If you choose to save a home location so the App can estimate your travel time to fixtures, that address is converted to map coordinates once, by our server, and only the coordinates are stored and reused. Travel‑time estimates are calculated from coordinates alone — your address is not sent each time you open a fixture.

We may also disclose data where required by law, to protect the safety of a child or any person, or in connection with a business transfer, always subject to appropriate safeguards.

Between App users: coaches, parents and players see the data necessary for team management (for example, a coach sees their squad’s player data; a parent sees their child’s data). Contact details are shared between users only in line with the contact preferences you set.

9. International data transfers

We aim to keep personal data within the UK/EEA. Some providers (for example, elements of Google’s advertising infrastructure, and YouTube when a thumbnail is loaded or a video is watched) may process data outside the UK/EEA. Where they do, we rely on appropriate safeguards such as the UK International Data Transfer Agreement / Addendum, the EU Standard Contractual Clauses, and/or the EU–US and UK–US Data Privacy Framework, as applicable.

10. How long we keep data

• Account & player data — for as long as your account (or the child’s account) is active.
• On deletion — we anonymise personal data so historical team/match records remain coherent for other users, and we remove or irreversibly scramble identifying information (see section 13).
• Diagnostics & analytics — kept only as long as needed for the purpose, then deleted or aggregated.

11. How we protect data

We take appropriate technical and organisational measures to protect personal data. These include encrypting data in transit, relying on our hosting provider’s encryption of data at rest, row‑level access controls so users can only reach data they are authorised to see, and secure authentication. We review these measures as the App changes.

No system can be completely secure, and we do not claim otherwise. If a breach occurs we will act to contain it, and we will notify the ICO and affected users where the law requires.

12. Your rights

Under the UK GDPR you have the right to: access your data; correct inaccurate data; erase data; restrict or object to processing; data portability; and withdraw consent at any time. To exercise any of these, contact privacy@ultimatecoachapp.com. We will respond within one month. Many rights can also be exercised directly in the App (edit your profile, manage privacy settings, delete your account).

13. Account deletion

You can delete your account from Settings → Account → Delete account in the App. Because the App holds shared team and match records, deletion works by anonymisation: your personal details are scrubbed and your login is permanently disabled, while non‑identifying historical records may be retained so other users’ data stays intact. You can also ask us to delete your (or your child’s) data by emailing privacy@ultimatecoachapp.com. Full step-by-step instructions, and a breakdown of exactly what is removed and what is kept, are on our Delete your account and data page.

14. Changes to this policy

We may update this policy from time to time. If we make material changes to how we use your data, we will tell you in the App or by email and update the “Last updated” date above. Where we rely on your consent for something, we will ask you again — continuing to use the App is not treated as consent.

15. How to complain

If you have a concern, please contact us first at privacy@ultimatecoachapp.com so we can help. You also have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at ico.org.uk or your local supervisory authority.

This Privacy Policy should be read together with our Terms & Conditions.