Your Privacy Matters.
Last Updated: April 2026 · We are committed to protecting your personal data and respecting your privacy.
1 Introduction
Welcome to VOLOCOACH ("we", "us", or "our").
VOLOCOACH is a mobile application designed to facilitate offline sports coaching sessions between independent coaches and learners, and to provide optional AI-powered lesson note features.
This Privacy Policy explains how and why we collect, use, share, and protect your personal data when you use the VOLOCOACH mobile application (the "App") and related services.
2 Data Controller
For the purposes of the UK General Data Protection Regulation ("UK GDPR") and the Data Protection Act 2018, the Data Controller is:
VOLOCOACH LIMITED
Company Number: 16916102
128 City Road, London, United Kingdom, EC1V 2NX
contact@volocoach.com3 Personal Data We Collect
We collect only the personal data necessary to operate the App, facilitate bookings, enforce platform rules, and provide optional AI-powered features.
A. Information You Provide to Us
Identity Data
Full name, Username, Date of birth (for age verification and user profile management).
Contact Data
Email address, Telephone number.
Profile Data
- ·Learners: Sports preferences, Skill level, Profile photo (optional).
- ·Coaches: Professional qualifications, Certifications, Biography, Experience, Pricing, DBS verification status.
Payment & Transaction Data
- ·Payments are processed by Stripe. We do not store full credit or debit card numbers.
- ·We retain Payment tokens, Booking history, Refund/Cancellation records, and Coach payout history.
User Content - Audio Data (Optional Feature)
With your explicit consent, we may process audio recordings captured by the Coach during your session solely to generate AI-powered lesson notes and summaries.
B. Information Collected Automatically
Location Data: We store the addresses of locations you provide, for example lesson venue addresses, together with their geographic coordinates, in order to support features such as finding nearby Coaches or courts.
Where the App uses your device's current location to help you enter an address, for example a "use my current location" option when adding a venue, this happens only when you initiate the action; VOLOCOACH does not continuously track your real-time location in the background. You may disable location permissions at any time via your device settings.
Technical Data: IP address, Device type, Operating system, and App version.
Usage & Reliability Data: App interaction history, Attendance records, including no-shows, late cancellations, and breaches of platform policies. These records are essential for maintaining platform safety, preventing abuse, and enforcing our Terms of Service.
4 Special Categories & Sensitive Data
DBS Information (Coaches Only)
- We do not collect or store copies of DBS certificates.
- Coach background verification is conducted through recognised sports governing bodies' accredited coach registration schemes, which themselves include DBS checks as part of their safeguarding framework. VOLOCOACH checks the Coach's registration status with the relevant governing body using the coach registration code provided by the Coach.
- We record only the resulting verification status, for example "Verified" or "Not Verified", for safeguarding and trust purposes.
- This information constitutes criminal offence data under Article 10 UK GDPR and is subject to strict access controls.
5 How We Use Your Personal Data & Lawful Bases
We process personal data only where permitted by law.
| Purpose | Data Used | Lawful Basis |
|---|---|---|
| Account creation & management | Identity, Contact | Contract |
| Booking and delivery of sessions | Profile, Usage, Location | Contract |
| Payment processing & payouts | Transaction Data | Contract & Legal Obligation |
| Enforcement of platform policies | Usage & Reliability Data | Legitimate Interests (Platform Safety) |
| AI lesson notes & summaries | Coach's voice input and derived text | Contract |
| Dispute resolution & fraud prevention | Transaction, Technical Data | Legitimate Interests |
Where we rely on legitimate interests, we have conducted a Legitimate Interests Assessment to ensure our interests do not override your fundamental rights.
6 AI & Audio Processing ("Smart Voice Notes")
What This Feature Does
Smart Voice Notes is an optional tool available to Coaches. When a Coach uses this feature, they dictate post-lesson feedback by voice. The audio captures only the Coach's own voice; Learners are not recorded.
How Data Flows
- The audio is captured on the Coach's device.
- The audio is transmitted to Google Cloud Speech-to-Text, operated by Google LLC, for transcription into text. The original audio file is then deleted from the Coach's device. Audio is not stored on VOLOCOACH servers.
- The resulting text is transmitted to OpenAI, operated by OpenAI, L.L.C., to refine it into a concise feedback summary.
- The refined text is retained by VOLOCOACH and displayed within the App as part of the Learner's lesson notes.
Retention
- Audio: Deleted from the Coach's device promptly after transcription. Not stored on VOLOCOACH servers. Google Cloud Speech-to-Text does not retain audio data by default.
- Text: Retained by VOLOCOACH as part of the Learner's lesson notes, subject to the general data retention periods in Section 10. Text submitted to OpenAI may be retained by OpenAI in accordance with its applicable API terms, typically up to 30 days for abuse monitoring.
Lawful Basis
VOLOCOACH processes data through this feature under Article 6(1)(b) UK GDPR, performance of contract, as providing lesson feedback is an integral part of the coaching service.
Model Training
VOLOCOACH does not intentionally submit personal data for use in training general-purpose or public AI models. Requests to third-party AI providers rely on the default API configurations, which do not use API inputs for model training by default.
International Transfers
Google and OpenAI are located outside the United Kingdom. Transfers rely on appropriate safeguards such as the UK International Data Transfer Agreement (IDTA), the UK Addendum to the EU Standard Contractual Clauses, or adequacy decisions where applicable.
Automated Decision-Making
VOLOCOACH does not use AI-generated content to make automated decisions that produce legal or similarly significant effects within the meaning of Article 22 of the UK GDPR.
If You Have Concerns
A Learner who has concerns about AI-generated content in their lesson notes may raise the issue with their Coach, contact contact@volocoach.com, or exercise their rights under data protection law, including complaints to the UK ICO.
7 Sharing of Personal Data
We share personal data only where necessary for the operation of the App.
Between Users
- Coaches may view Learners' names and skill levels for lesson preparation.
- Learners may view Coaches' public profiles, qualifications, pricing, and reviews.
Independent Data Controllers
Service Providers (Processors)
- Stripe: Payment processing, payouts, refunds, and dispute handling.
- Cloud Providers: Hosting and data storage.
- AI Providers: Speech-to-text and summarisation.
Legal & Safety Disclosures
We may disclose personal data where required by law or to prevent fraud, protect safety, enforce Terms, or respond to legal requests.
8 International Data Transfers
Some of our service providers are located outside the United Kingdom. Where personal data is transferred internationally, we ensure appropriate safeguards are in place, including:
- The UK International Data Transfer Agreement (IDTA).
- The UK Addendum to the EU Standard Contractual Clauses.
- Transfers to countries deemed adequate by the UK Government.
9 Data Security
We implement appropriate technical and organisational measures to protect personal data, including:
- Encryption in transit (SSL/TLS).
- Tokenisation of payment data via Stripe.
- Role-based access controls.
Access to personal data is limited to personnel and partners with a legitimate business need.
10 Data Retention
We retain personal data only for as long as necessary:
| Account Data | Retained while your account remains active |
| Transaction & Tax Records | 6 years (UK legal obligations) |
| Dispute & Enforcement Records | Up to 6 years |
| Audio (Coach's dictation via Smart Voice Notes) | Deleted from the Coach's device promptly after transcription; not stored by VOLOCOACH |
When data is no longer required, it is securely deleted or anonymised.
11 Your Rights Under UK GDPR
You have the right to:
- Access your personal data.
- Rectify inaccurate data.
- Request Erasure, the right to be forgotten.
- Restrict or Object to processing.
- Withdraw Consent at any time for processing that is based on your consent, such as marketing communications and promotional SMS.
Certain notifications related to the delivery of coaching services, for example lesson confirmations, reminders, payment status, and cancellations, are sent as part of VOLOCOACH's performance of the coaching services contract under Article 6(1)(b) UK GDPR and cannot be disabled while your account remains active. The App makes this distinction clear in the notification settings page. You may manage promotional notifications and SMS preferences at any time through the App.
To exercise these rights, contact contact@volocoach.com.
You also have the right to lodge a complaint with the UK Information Commissioner's Office (ICO).
12 Children's Privacy
VOLOCOACH does not permit children to create accounts or use the App independently. Account registration enforces an 18+ age requirement.
Coaching sessions involving minors must be booked and managed by a parent or legal guardian using their own account. To facilitate this, the App provides a family member management feature: adult account holders may add family members, including minors, to their account with limited information, name and broad age group only, necessary to deliver the coaching service. Exact dates of birth of minors are not collected through this feature.
VOLOCOACH does not verify parental authority and relies on the Account Holder's representations.
We do not knowingly collect personal data directly from children.
13 Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated through the App or by email where appropriate.
14 Contact Us
For questions or concerns regarding this Privacy Policy, please contact:
© 2026 volocoach Ltd. All rights reserved. London, UK.