Legal · placeholder

Privacy Policy

Last updated: 31 August 2026

This is a placeholder privacy notice. It is not legal advice. Each Coach Pass tenant (an operator or whitelabel client) is the data controller for the personal data they process; Life Pass Ltd (trading as Coach Pass) acts as the data processor. Before going live, replace this page with content reviewed by your data protection lead.

1. Who we are

Coach Pass is a compliance, safeguarding and operations platform for sports coaching organisations. Each client operates their own ring-fenced tenant. References to "we" and "us" mean the relevant tenant operator. For questions about Coach Pass as a processor, contact privacy@coachpass.co.uk.

2. Data we process

  • Account data: name, email, role (coach / admin / DSL / school partner).
  • Compliance documents: DBS, first aid, safeguarding, insurance, right-to-work.
  • Session data: rosters, attendance, GPS check-in (where enabled).
  • Safeguarding records: incidents, concerns, evidence files, DSL actions.
  • Communications: parent/coach SMS and email logs.

3. Lawful basis

We process personal data under: (a) contract, to deliver coaching services; (b) legal obligation, for safeguarding and child protection duties; (c) legitimate interests, to run a safe, compliant coaching operation; and (d) consent, where required (e.g. marketing communications).

4. Retention

Safeguarding and incident records are retained for the period required by statutory guidance. Compliance documents are retained for the duration of the coach's contract plus 7 years. Account data is retained while the account is active.

5. Your rights

Under UK GDPR you have the right to access, rectify, erase, restrict, port and object to the processing of your personal data. Contact your tenant's admin or DSL to exercise these rights. Unresolved concerns can be raised with the Information Commissioner's Office (ico.org.uk).

6. Security

Data is encrypted in transit and at rest. Access is role-based and ring-fenced per tenant. Document and evidence buckets are private and accessed via signed URLs only. Audit logs record material actions.

7. Subprocessors

Life Pass Ltd (trading as Coach Pass) uses a small number of vetted subprocessors for hosting, database, email and SMS delivery. A current list is available on request from privacy@coachpass.co.uk.

8. Contact

For data protection questions, contact privacy@coachpass.co.uk.