Your team's data stays with you.

Effective November 3, 2026

The short version

The Coaches Office app keeps your roster and plans on your own devices. Nothing in it is sent to us.
When you buy, we get what a purchase needs: your name, email and billing details from Stripe, or the name and email you enter when you redeem an Etsy code. We never see your full card number.
We store the name and email of each coach you give a seat to, so we can send their activation link and keep seats to what you paid for.
This website sets only the cookies it needs to work and runs no ad tracking. We count visits with Vercel Web Analytics and Metricool, which set no cookies and do not identify you.
If you ask for the free printable pack, we add your email to our mailing list. Unsubscribe any time.
We don't sell, rent or trade anyone's information.

What we collect when you buy on this website

Checkout is run by Stripe. Stripe collects your name, email address, billing address and payment details, and passes us your name, email, billing address, the amount paid, any promo code used, and the card brand and last four digits. We use this to deliver Coaches Office, send your receipt, work out sales tax, handle refunds and disputes, and keep the records tax and accounting law require.

What we collect when you buy on Etsy

Etsy handles your payment and shares your order with us under Etsy's privacy policy; we use it to send your code by Etsy message and to answer you there. When you redeem a code at coachesofficehq.com/redeem, we store the code, the name and email you enter, and when you redeemed it. That record is your order: it lets you open your order page, add coaches, and get help or a refund. If you redeem an add-on code, we email a 6-digit code to the order's address to confirm it.

Coaches on your order

On your order page you give each coach a seat by entering their name and email. We store these with your order (at Stripe for website orders, in our database for Etsy orders) so we can cap seats at the number you paid for, send activation emails and handle license questions. We email each coach their activation link, and a notice if their seat is reset or moved. We email you, the buyer, a one-time code when you open your order page in a new browser, and your own activation link. Each coach's name is stamped into their copy of the app and shows in it and on printouts; their email is stamped into it too, but not shown. We don't use coaches' details for marketing.

Update emails to buyers

When Coaches Office gets a major update, we may email the buyer of each order (not every coach) a short note about what changed. Reply "stop" to any of these and you won't get another.

Activation and devices

When a coach activates a device, the app makes a key that never leaves that device and sends us only its public half. We keep it with the coach's seat (name, email, a device label such as the browser name, and when the device was added and last checked in), so we can limit each seat to 2 devices and stop a seat that is reset, moved or refunded. Each device checks in about every 14 days; the check carries the seat and the device key, never your team data. These records are kept in a database run by Upstash. One-time codes and activation links are stored only in scrambled form and expire: codes after 10 minutes, links after 72 hours.

Protecting the store

To slow down guessing and abuse, we count requests per IP address for up to an hour. When a request is refused (a wrong code, a used code, too many tries), we log the page, the reason and a short scrambled tag made from the IP address, never the code or your email, and count refusals per day. Those logs are kept briefly. Our security policy has more on how we protect orders.

Our email list

When you ask for the free printable pack, we collect your email address and add it to our mailing list, which is run by Mailchimp (Intuit). We email you the download link through Resend, and Mailchimp sends our coaching tips and news about Coaches Office. Mailchimp records whether our emails are opened and which links are clicked. Every email has an unsubscribe link, and you can also email us to be removed. Someone who has unsubscribed is never added back by the form.

What this website collects on its own

Server logs. Our host, Vercel, keeps short-lived request logs (your IP address, the page requested, time and browser type) to run the site and catch abuse.
Fonts. The site's fonts load from Google Fonts, so your browser makes an ordinary web request to Google for the font files, as it would for any website.
Visit counts. Vercel Web Analytics counts page views and where visits come from (the referring site, campaign tags in the link, country and device type). It sets no cookies and does not identify you or follow you to other sites.
Marketing analytics. Metricool records page visits on our public pages (the page address, the referring site and your screen size) so we can see which posts bring visitors. Your browser sends that to Metricool directly, so Metricool also receives your IP address. It sets no cookies on this site and is not loaded on the order or code-redemption pages.
Cookies. Only the ones the store needs: one keeps your order page open in the browser you bought with for 30 days, one links a new checkout to its order for an hour, and one keeps an activated app signed in (up to 14 days at a time). No ad pixels and no tracking cookies.

What the Coaches Office app collects

None of your team data reaches us. The app stores your team's data on your device and in the backup files you save. Its only contact with us is the activation and the regular check-in described above, and, in the hosted apps at coachesofficehq.com/app and coachesofficehq.com/basketball/app, a short error report if something in the app breaks: the error message (with any email address masked), the file and line, the app version and a device label such as “iPhone Safari”. Error reports are kept for up to 14 days so we can fix bugs. The offline copy you save as a file sends none. The app loads its fonts from Google Fonts and, for PDF import, a PDF reader from cdnjs; those services see a normal web request from your browser, never your team data. Your roster may include information about minors: you decide who you share printouts and backup files with, and your school's or league's rules apply.

Basketball view links. If the head coach of a Coaches Office HQ: Basketball order turns on a view-only link (SHARE VIEW in the app), the app sends us a copy of the board, including roster names, so the link can show it. Uploaded files are never sent. Anyone who has the link can view that copy. It stays until the coach updates it, makes a new link or turns the link off (in the app or on the order page), and it is deleted when the order is refunded. No view link exists unless the coach turns one on.

Who we share with

Stripe: payments, receipts, sales tax and refunds for website orders, and it stores the coach names and emails on those orders.
Etsy: payments, sales tax, messages and refunds for Etsy orders.
Upstash: stores Etsy orders and codes, seat, device and one-time code records, request counters and app error reports.
Resend: sends activation emails, order codes, seat notices, update emails and the free pack link.
Mailchimp (Intuit): stores our mailing list and sends our newsletters.
Vercel: hosts this website and the app, serves offline copies and counts visits.
Metricool: counts visits to our public pages.
ImprovMX and Google (Gmail): deliver and store email sent to orders@coachesofficehq.com.
Authorities, if the law requires it.

Nobody else. We don't sell, rent or trade your information.

How long we keep it

Order records, including Etsy orders and the coaches on them, stay as long as your license is active and tax and accounting rules require. Device records go when the device is released or its seat is reset. One-time codes and links expire within 72 hours, request counters within a day, refusal counts within 9 days and error reports within 14 days. We keep backup copies of order and seat records, stored encrypted, and delete old copies after a few months. Emails stay as long as they are useful for helping you. Mailing list addresses stay until you unsubscribe or ask us to delete them. Vercel's request logs are kept only briefly.

Your choices

Email us to ask what we hold about you, to correct it, or to delete it. We will delete everything except the order records we are required to keep. A coach can ask the buyer to move their seat to someone else, or ask us directly to remove their details. You can unsubscribe from our emails at any time with the link at the bottom of each one, or reply "stop" to an update email.

Children

This store is for adults (coaches, schools and leagues). We don't knowingly collect information from anyone under 18. Player information you enter in the app stays on your devices.

Security

The site is served over HTTPS. Payment details go straight to Stripe or Etsy. We have no passwords to steal: order pages open with an emailed one-time code, and each device proves itself with its own key. Our security policy has the details.

Changes

If this policy changes, the effective date at the top changes with it.

Contact

Coaches Office HQ, Louisiana, USA · orders@coachesofficehq.com