Your Privacy Matters.

We process the sport, qualification or registration details a Coach provides, together with verification or approval status and review records, to administer Coach onboarding and help users understand the Coach's profile. Verification may involve checking the relevant registration scheme or governing body's information.

A registration or verification status is not a guarantee that a Coach is suitable for every activity or Learner. Coaches should provide only the verification information requested for the relevant process and should not include unnecessary sensitive details in profiles, messages or lesson feedback.

If you need to share health or safeguarding information to arrange suitable coaching or report a concern, contact us or the Coach through an appropriate channel and share only what is necessary. Such information requires additional care and any applicable legal conditions for processing.

What the feature does

Smart Voice Notes lets a Coach dictate their own post-lesson feedback instead of typing. Coaches must not use it to record Learners or other people. The feature is optional; feedback can be entered as text. Microphone permission allows the App to capture audio when the Coach chooses to record.

How audio and text are processed

Audio recorded on the Coach's device is uploaded to VOLOCOACH and sent to OpenAI's transcription service. The transcript is then sent to OpenAI to refine the wording. The returned text is available for the Coach to review and edit before submitting lesson feedback. If refinement fails, the original transcript may be returned instead. Submitted feedback is stored as part of the lesson record and displayed to the relevant users in the App.

Audio is temporarily processed during upload and transcription; it is not saved as a lesson recording in the feedback record. The App attempts to remove the temporary device recording after processing or when recording is cancelled.

OpenAI's API data controls distinguish audio transcription from text refinement. Its published controls list no retained application state or abuse-monitoring content for the audio transcription endpoint; text refinement requests may be retained for abuse monitoring for up to 30 days by default, subject to applicable exceptions. API inputs are not used for model training by default. See OpenAI's API data controls for its current terms and exceptions.

Purpose and review

We use the Coach's input to provide the requested feedback feature as part of our service. Coaches must review AI-assisted text for accuracy and avoid including unnecessary personal or sensitive information. AI-generated feedback does not decide refund claims, no-show reports or account restrictions.

Separately, booking software uses recorded times, payment status and participant actions to apply booking deadlines and payment rules. Those processes can expire requests, attempt authorised payments or close unpaid bookings. The Cancellation & Rescheduling Policy explains the relevant rules. Contact us to request review of a disputed outcome.

For questions about lesson feedback or your data, contact contact@volocoach.com. International processing and retention are also addressed in Sections 8 and 10.

Coaches and Learners

We share the profile, participant, booking and feedback information needed to arrange and deliver lessons between the relevant Coach and Learner. Learners can see public Coach profiles, qualifications or verification information, prices and reviews. Some information is supplied by another participant, such as lesson feedback or a no-show report, rather than directly by you. A parent or guardian may provide the family member information needed for a booking.

Teams and Team Managers

When a Coach joins a team, its Manager can access membership and setup information, Coach identity and contact details, assigned team locations, relevant availability information and team lesson activity. Active members' personal teaching locations and related availability summaries may also be visible for team coordination. Managers can access the team's contribution and settlement reports. This is broader than sharing only a Coach's public profile.

Access depends on role, membership and the information needed for the relevant team function. Team membership does not grant general access to a Coach's entire personal income or payout history. After a Coach leaves, relevant historical team contribution and settlement records may remain available for accounting and disputes; current personal-location access is restricted.

Coaches and Team Managers must handle information they receive lawfully and use it only for relevant coaching, team administration or settlement purposes. Where they determine their own purposes and means of processing, they are responsible as independent controllers. VOLOCOACH remains responsible for its own processing and disclosures.

Service providers

• Stripe processes payments, payment authorisations, refunds, payment methods and payouts, and returns transaction or account-status information to us.
• Hosting, authentication, storage and communications providers support the App, account access and service messages.
• OpenAI processes optional voice transcription and text refinement as described in Section 6.

Providers receive the information needed for the service they perform. Their role and data handling depend on that service and the applicable terms; not every provider acts solely as our processor in every context.

We may also disclose information where required by law or necessary to address fraud, resolve a dispute, protect safety or respond to a lawful request.

Some providers may process personal data outside the United Kingdom, including in the United States. This can apply to payment, cloud and AI services.

Where UK law requires a safeguard for a transfer, it must be covered by an applicable adequacy arrangement or another permitted mechanism, such as approved contractual safeguards with the UK Addendum or an International Data Transfer Agreement. The applicable protection depends on the provider, recipient and processing involved.

You can contact contact@volocoach.com for information about the destinations and transfer safeguards relevant to your data, including how to obtain a copy of applicable safeguards.

We keep personal data for the period needed for the purpose for which it is used. The period depends on the account or booking relationship, outstanding payments and refunds, accounting and legal requirements, disputes and the need to investigate misuse.

Account deletion and a request to erase personal data are related but distinct. Closing an account restricts account access; it does not automatically delete all booking, payment or other records. Contact us to request erasure or ask which records still need to be retained and why. Records that no longer have a valid retention purpose should be deleted or anonymised.

Depending on the processing and the applicable legal conditions, you can:

• Request access to your personal data and information about its use.
• Ask us to correct inaccurate information.
• Request erasure or restriction of processing.
• Request a portable copy of data where the right to data portability applies.
• Withdraw consent where processing relies on consent, without affecting the lawfulness of earlier processing.

Your right to object: you can object to processing based on legitimate interests for reasons relating to your circumstances, and object at any time to use of your data for direct marketing.

Essential booking, payment and account messages are different from promotional messages. Turning off promotional messages does not stop the processing needed to administer existing bookings or transactions. Device notification permissions control what your device displays; they do not cancel bookings or payment obligations.

To exercise your rights, contact contact@volocoach.com. We may need information to verify your identity and locate the relevant records. Some rights have legal exceptions, for example where a record must be retained for a legal obligation or claim.

You can complain to the UK Information Commissioner's Office (ICO). You do not have to complete our internal complaint process before contacting the ICO.