1. Student privacy at a glance
This short summary is for convenience only. The full Privacy Policy and Terms of Service control where they apply.
- CoachKrew is designed for educational and athletic team management.
- CoachKrew does not sell student personal information.
- CoachKrew does not rent student personal information.
- CoachKrew does not use student information for targeted third-party advertising.
- Student information is shared only with authorized users and service providers as described in CoachKrew's policies.
- Parents, guardians, schools, and organizations may contact CoachKrew at support@coachkrew.com with privacy questions.
2. Who this page is for
This page is intended for schools, athletic programs, coaches, parents and guardians, and student athletes who want a clear summary of how CoachKrew approaches student privacy.
It complements our Privacy Policy and Terms of Service and does not replace them. This page is informational. It is not a contract and does not certify legal compliance.
3. CoachKrew's role
CoachKrew provides team-management technology and may process information about student athletes when schools, clubs, athletic programs, and other organizations use the platform.
Schools and organizations generally control the student information they submit and how their workspaces are administered. CoachKrew processes that information to provide, maintain, secure, and support the service, and as otherwise permitted by the applicable agreement and law.
CoachKrew does not claim ownership of school-controlled records or other customer-submitted personal information or team content. CoachKrew retains its own obligations under applicable law and does not transfer those obligations entirely to schools or coaches.
4. FERPA considerations
FERPA governs covered educational institutions and may apply when schools use technology providers in connection with education-record information. Whether FERPA applies, and what disclosures are authorized, depends on the customer, the relationship, school policy, the information involved, and any applicable contractual terms.
Schools and organizations remain responsible for determining whether their use of CoachKrew is authorized under FERPA, institutional policy, consent requirements, or another applicable legal basis. This page does not determine FERPA status for every customer and does not state that CoachKrew is always a "school official" under FERPA.
Where CoachKrew receives FERPA-protected information under an applicable exception, use of that information should remain limited to the authorized institutional purpose and subject to appropriate controls. CoachKrew aims to support those responsibilities through role-based access, team-scoped workspaces, and responsible data handling.
Not every athletic record stored in CoachKrew is automatically an education record. CoachKrew does not claim to be FERPA certified, does not guarantee FERPA compliance, and does not make a school compliant merely by using the platform.
5. COPPA considerations and under-13 access
COPPA can apply to online collection of personal information from children under 13. The appropriate notice and consent process depends on how the service is offered and used. CoachKrew is not intended for children under 13 to create or administer accounts independently.
CoachKrew does not currently collect a full date of birth. During the athlete invitation or activation process, CoachKrew asks for an age-status response indicating whether the athlete is 13 years of age or older. A coach may also report an age-status response when inviting an athlete.
When an athlete is identified as under 13, CoachKrew may collect a parent or guardian's email address, consent response, and related consent records, including version identifiers for the applicable privacy notice and consent text, timestamps, and consent status. CoachKrew does not currently collect a separate parent or guardian name field as part of that consent flow.
An under-13 athlete does not receive active CoachKrew access until the required parental or guardian consent process for that invitation is completed. Until consent is approved, the invitation remains in a pending consent or related non-active state.
CoachKrew may send consent requests, reminders, approval confirmations, decline confirmations, and activation-related communications when those communications are enabled. Canceling or replacing an invitation may supersede a pending consent request. CoachKrew does not currently provide a general-purpose parent dashboard or a separate parent account. Granting consent does not create a parent account.
In some qualifying educational settings, a school may act on a parent's behalf for a school-authorized educational purpose, but that is not always available and is not a universal substitute for parental consent. CoachKrew and the organization each retain their own applicable responsibilities.
This section describes CoachKrew's current product behavior. CoachKrew does not claim to be COPPA certified, does not guarantee COPPA compliance, and does not make a legal determination that the consent method is sufficient verifiable parental consent under every applicable law. CoachKrew does not use children's information for unrelated behavioral advertising or commercial profiling.
6. Information typically handled
Depending on how a team uses CoachKrew, student-related information may include:
- Identity and contact information such as name and email
- Team membership, sport, season, role, and permission information
- Grade, jersey number, position, height, and weight
- Tags and groups used to organize athletes and target content
- Attendance and schedule information, including locations entered by authorized users
- Performance records and testing results
- Playbooks, quizzes, assignments, responses, and scores
- Workout templates, assignments, and completion records
- Depth charts, assignments, entries, athlete-visible notes, and staff-only notes where those features are used
- Announcements, audience assignments, reminders, and coach-athlete messages where messaging is enabled
- Uploaded files and announcement images
- Notification records, read status, delivery-related status, notification preferences, and push-notification tokens when notifications are enabled
- Parent or guardian email address, consent response, and related consent records when an athlete is identified as under 13 or otherwise requires parental or guardian consent
- Staff notes visible to authorized coaches
7. Authorized use
Student information is intended to be used to:
- Operate team workspaces and roster membership
- Schedule events and manage calendars
- Manage attendance
- Assign resources such as playbooks, quizzes, workouts, and depth charts
- Deliver in-app and push notifications where enabled
- Communicate with authorized users, including coaches and athletes
- Track performance and related team activity
- Secure the platform and provide support
8. Access and permissions
CoachKrew supports Head Coach, Assistant Coach, and Athlete roles within team workspaces. Head Coaches generally manage team access. Assistant Coaches receive access based on assigned permissions. Athletes receive limited access appropriate to their account and team.
Visibility of student-related information may depend on team membership, assigned role, permissions, tags, groups, assigned audience, and assigned content. Organizations and team administrators are responsible for inviting authorized users, assigning appropriate roles and permissions, and reviewing access when responsibilities change. Users should not share credentials.
9. Advertising and sale of student information
CoachKrew does not sell student personal information.
CoachKrew does not rent student personal information.
CoachKrew does not use student personal information for targeted third-party advertising.
CoachKrew does not permit unrelated commercial exploitation of student information.
10. Data minimization
Organizations should provide only information reasonably necessary for authorized team use.
Do not use CoachKrew as a repository for medical diagnoses, treatment records, insurance records, government identification numbers, financial account information, or emergency safeguarding reports unless CoachKrew later expressly supports those categories under appropriate safeguards and agreements.
11. Retention and deletion
CoachKrew retains information while needed to provide the service and as needed for security, dispute resolution, legal compliance, and legitimate operational purposes. CoachKrew does not currently publish a fixed retention schedule for every data category.
Removing an athlete from a team ends active roster membership but may not delete every related historical record. Archiving a season or team is not the same as permanent deletion.
Where available in the product, account-deletion and permanent team-deletion requests begin a 7-day recovery or cancellation period. During that period, access may be restricted and the request may be canceled. Permanent deletion begins after the recovery period expires, subject to ownership and team-resolution requirements. A head coach cannot schedule permanent account deletion while owning an unresolved team.
After permanent deletion begins, some backups, logs, consent records, security records, or legally required information may remain for a limited period. CoachKrew does not promise immediate or comprehensive deletion of every record.
Schools, organizations, parents, guardians, or eligible students may submit retention or deletion requests to CoachKrew. CoachKrew may need to coordinate with the organization controlling the team workspace and may retain information where legally permitted or required.
12. Parent and guardian requests
Parents and guardians may contact CoachKrew to request review of information associated with a child, request correction or deletion, ask about consent status or consent-related communications, or seek clarification regarding authorization for a child's use of CoachKrew.
CoachKrew may need to verify identity and authority. CoachKrew may also coordinate with the school, organization, or team administrator that controls the relevant workspace. CoachKrew may not always disclose team-controlled records directly without consulting the controlling organization.
13. School and organization responsibilities
Schools, coaches, and organizations are responsible for:
- Determining lawful authority to use the platform
- Providing required notices
- Obtaining required consent or authorization
- Inviting only authorized users
- Configuring permissions appropriately
- Limiting uploaded information to what is reasonably necessary
- Responding to parent and student requests within their control
- Notifying CoachKrew when access should end
- Complying with institutional, state, and local requirements
14. Service providers and agreements
CoachKrew uses selected third-party providers to host, authenticate, store, deliver transactional email, and deliver mobile push notifications where configured. A current list is available on our Subprocessors page. The information processed by each provider depends on the features in use and does not mean every student record is sent to every provider.
Schools or organizations that require a data privacy agreement, data-processing addendum, security questionnaire, or procurement review may contact CoachKrew. A standard DPA is not automatically published with this page.
15. Security
CoachKrew uses administrative, technical, and organizational measures appropriate to the service, including authenticated access, role-based authorization, team-scoped permissions, encryption in transit through HTTPS/TLS, and provider-managed infrastructure protections.
No method of transmission or storage is completely secure. CoachKrew cannot guarantee absolute security of information.
Related documents
Contact
Questions about student privacy can be sent to support@coachkrew.com
Disclaimer
This page provides general information about CoachKrew's approach to student privacy and is not legal advice. Legal requirements may vary depending on the organization, users, location, contractual relationship, and manner in which the platform is used. This page does not certify FERPA, COPPA, or other legal compliance.