Privacy Policy

Effective date: June 3, 2026

Last updated: October 23, 2026

Sportified ("Sportified," "we," "us," or "our") provides the Sportified App, Sportified HQ, Sportified PaceLabs and the Sportified website. This Privacy Policy covers personal information handled through these products and their related services (collectively, the "Service").

The App supports planning and delivering coaching sessions, including supported watch features. HQ supports organization operations, programming, people, rosters and billing. PaceLabs supports authorized content contributors who import, create, test, review and publish coaching content. The website provides product information and contact forms. The information used depends on the product, feature, permissions and your role.

This policy explains our practices; acknowledging it does not replace any separate consent required for optional features or for processing a child's information.

1. Who this policy applies to

This policy applies to coaches, activity leaders, organization administrators and staff, authorized guardians and participants, PaceLabs contributors and reviewers, and website visitors who contact us.

Organizations and individual coaches decide what participant information to enter and how to use it for their programs. We process that information to provide the Service. We also handle account, billing, security and website enquiry information for our own service operations. Your organization may have its own privacy notice and responsibilities.

2. Information we collect

Accounts and organization operations

We handle names, email addresses, phone numbers, account and identity-provider identifiers, roles, organization and team assignments, invitations, access permissions and account preferences. If you use a supported social sign-in provider, we receive the identifiers and profile information that provider shares, such as your name and email address.

HQ may also handle organization names, descriptions, logos, websites, addresses and contact details; staff and facilitator records; invitation and activity status; programs, curriculum, schedules, facilities and equipment. Role and organization settings determine access.

Participants, guardians and delivery records

Coaches and organizations may enter participant names, identifiers, jersey numbers, positions, group or team memberships and guardian relationships. Depending on the feature, records may include attendance, session feedback and notes, emergency contacts, and health or medical notes supplied by an authorized user. HQ emergency-contact access is restricted by permissions. Authorized HQ users may upload people or roster CSV files where imports are enabled. Not every product collects every field.

The account holder must have lawful authority and any required participant or parental consent before entering this information. Guardian notification and opt-out messages, where used, provide notice and a removal request path; they are not a substitute for legally required parental consent. See section 10.

Coaching content and PaceLabs

We handle lesson plans, exercises, programs, curriculum, diagrams, videos, session events and delivery feedback. PaceLabs also handles uploaded source documents and archives, source URLs and file names, imported text and media, provenance and attribution, prompts and AI results, contributor and reviewer identifiers, revision and approval history, publication records, and processing diagnostics and usage costs.

Uploaded materials and free-text notes can contain personal information if you include it. Use only information you are authorized to provide, and avoid adding participant identifiers, medical information or other sensitive personal information to content imports and AI prompts unless it is necessary and lawful.

Website contact forms

When you contact us through the website, we receive your name, email address and role, plus your organization and message if you provide them. We also record the submission time and the website page address from which you contact us. The form is hosted on AWS and stores your submission in Monday.com, our customer relationship management service, to respond to your enquiry and manage related follow-up. An enquiry may be associated with your organization's record.

This form is for general enquiries. Please do not include children's personal information, medical information, passwords or payment-card details.

Devices, usage and diagnostics

We may process device and browser information, operating system and app version, language, usage events, error information and service logs for operation, security and troubleshooting.

The App uses PostHog for product analytics. Events may be associated with your account identifier, role and organization identifier; analytics are not limited to anonymous or aggregated information. PostHog's configured cloud endpoint is in the United States. HQ and PaceLabs also maintain local operational diagnostics and browser state as described in section 12.

Optional device features

With the relevant device permissions, supported App features may use foreground location for weather or facility information, or read calendar information and add session details to a calendar. Weather requests may send coordinates or a place name to WeatherAPI.com. Calendar entries may include lesson titles, descriptions, locations and times.

Dictation features use microphone and speech recognition services provided by your device platform; recognized text may become a session note or debrief. A paired watch may receive and store session, schedule, drill and timing information and exchange coaching events with the App.

Payments

Web and organization subscriptions use Stripe. Mobile subscriptions may use RevenueCat with Apple App Store or Google Play billing. We process subscription status, purchase or transaction identifiers, entitlements and relevant billing metadata. Payment providers handle payment credentials; we do not store full payment-card numbers on our servers.

AI-assisted features

App and HQ customer PACE planning uses group-level coaching configuration and exercise catalogue content with Amazon Bedrock. Customer-entered practice titles remain saved in Sportified but are excluded from PACE AI summary requests. Account and participant identifiers, contact details, roster records, medical notes, coach notes and debriefs are not inputs to this customer planning flow.

For internal PaceLabs authoring, relevant prompts and source content may be sent to Amazon Bedrock, OpenAI or Anthropic, depending on the feature. PaceLabs uses these services for functions such as content ingestion, rewriting, optimization, diagram generation and review. Images or documents may be included when a feature requires them. Not every AI provider is used by every product.

AI requests and generated results may also be retained with content revisions, jobs or diagnostics. PACE may use coaching interactions, feedback and session characteristics to evaluate and improve recommendations, including training Sportified ranking models on derived features. Provider handling and retention depend on the service and configuration in use. Do not assume that an AI request has no retention or that all input has been anonymized.

Communications

We handle messages and contact information for invitations, account security, subscription administration, session changes, guardian notices and responses to enquiries. If optional marketing communications are offered, you can use their unsubscribe instructions or contact us.

3. How we use information

We use information to:

Authenticate accounts and administer role-based access and invitations
Operate the App, HQ, PaceLabs and website, including shared organization workflows
Plan, deliver and review sessions, manage rosters and support authorized guardian relationships
Import, generate, review, attribute and publish coaching content
Synchronize supported devices and provide offline access
Process subscriptions, entitlements and billing
Respond to enquiries and send service communications
Diagnose problems, understand product usage and maintain security
Evaluate and improve PACE recommendations using coaching interactions, feedback and session characteristics
Meet legal obligations and handle requests about personal information

We do not sell personal information.

4. Consent and lawful processing

The applicable basis for processing depends on your location, the information and its purpose. Where required, we rely on consent, the provision of requested services, legal obligations or another basis permitted by applicable law.

Device permission prompts control supported location, calendar, microphone and speech features. Declining a permission may limit the related feature. Your organization or coach must obtain any required authorization or parental consent for participant information. Acceptance of our Terms, a privacy notice or a guardian courtesy email does not itself establish valid consent for every use.

5. How we share information

Information may be available to:

Your organization and authorized users: administrators, assigned coaches, staff or guardians according to permissions and the relationship involved
Authorized Sportified staff, content contributors and reviewers: content, attribution and review records within PaceLabs, and planning or feedback records used for authorized support, evaluation and recommendation improvement; approved content and relevant attribution may be published to the App or HQ
Service providers: AWS for hosting, authentication, storage, APIs and email; PostHog for App analytics; Stripe, RevenueCat, Apple and Google for relevant billing; Monday.com for website enquiries; Amazon Bedrock, OpenAI and Anthropic for the AI features described above; and WeatherAPI.com or device-platform services for optional features
Legal and safety recipients: where required by law or necessary to address fraud, security incidents or protect people's rights and safety

Information exported by an authorized organization user, published as content or added to a third-party calendar is subject to the recipient's handling after that action. Access to a content authoring tool does not authorize publication of another person's confidential information.

6. International processing

Our providers may process information in Canada, the United States or other countries where their services operate. Data may be subject to the laws of those countries. The provider, product and feature determine where processing occurs. Contact us for questions about international processing of your information.

7. Retention and account deletion

Information is retained for the purposes for which it is needed, including service delivery, content and revision history, billing, security and legal requirements. Different types of records, uploads, job artifacts, logs and backups may have different retention periods. We do not promise a single automatic deletion period for all PaceLabs uploads or service data.

Deleting an App login does not automatically remove organization-owned programs, sessions, participant records or shared content, or cancel a subscription purchased through an external provider. Organization records and published content may need a separate deletion request. Local drafts and cached data may remain on devices or browsers until cleared, synchronized or removed by the relevant product's cleanup process.

Contact us or your organization to request access, correction or deletion. We may need to verify your identity and authority, and some records may be retained to meet legal obligations or resolve disputes.

8. Security

We use measures such as secure transport, authentication, access controls and organization-scoped permissions to protect information. Access to sensitive fields depends on the relevant feature and permissions. No system is completely secure. Protect your account credentials, devices and downloaded or exported information, especially on shared devices.

9. Your rights and choices

Depending on applicable law, you may be entitled to access or correct personal information, request deletion, withdraw consent or object to or restrict certain processing. You can update supported profile fields in the product and control optional device permissions in device settings.

For other requests, including requests relating to analytics, contact support@sportified.ca and identify your request as a privacy matter. Some requests concerning organization-controlled records must also be directed to your organization. A data export or analytics preference control is not available in every product; contacting us provides a request path where an in-product control is unavailable.

10. Children and participant information

The administrative and content-authoring products are intended for authorized adults, although coaching records may concern children. Do not create an account for a child or upload a child's personal information unless the use is permitted and all legally required consents and authority have been obtained.

Organizations and individual coaches must determine and obtain the consent required for their program and jurisdiction, including verifiable parental consent where applicable. The roster workflow may create a participant record before sending a guardian notice; a notice or opt-out link does not perform parental verification or replace required consent.

Guardians can ask the responsible organization and Sportified to review, correct or remove a child's information, or stop further processing where applicable. If you believe information was supplied without proper authority or consent, contact support@sportified.ca with a privacy request. Please do not send sensitive child information in a general website enquiry.

11. Canadian privacy and other jurisdictions

Privacy rights and obligations depend on applicable Canadian federal or provincial laws, including PIPEDA where applicable, and laws in other jurisdictions. You may contact us with an access, correction or privacy concern and may have a right to complain to the relevant privacy regulator. Our privacy contact is support@sportified.ca.

12. Cookies, browser storage and offline data

The Service uses cookies or similar technologies and device storage where needed for sign-in, preferences, drafts, cached information and operation. The App may store downloaded lessons, schedules, session records and queued changes for offline use; supported watch features also cache session snapshots.

HQ stores limited account or organization boot information and programming or curriculum drafts in the browser. PaceLabs stores workbench drafts, preferences, run information and import receipts. These local records may contain content or information you enter. App analytics may also use identifiers or queued events. Browser or device controls can clear stored data, but doing so may sign you out or remove unsynchronized work.

13. Third-party services and links

Third-party payment providers, sign-in providers, device platforms and linked services also have their own privacy policies. Review those policies when using their services or exporting information to them.

14. Changes to this policy

We will publish revisions through our website and update the revision date. Bundled App documents are updated through App releases. Where applicable law requires notice or consent for a material change, we will provide that notice or seek that consent.

15. Contact us

Sportified Privacy

Email: support@sportified.ca (please identify privacy requests)

Website: www.sportified.ca

Include your product (App, HQ, PaceLabs or website), organization if relevant, and a description of your request. We may verify your identity and respond within the period required by applicable law.