Coach, Academy, Guardian, and Student Data Terms

Status: Public policy Effective date: 2026-06-16 Last updated: 2026-06-16

1. Purpose

These terms apply to SportPulse coaching workflows, including coach profiles, coaching organizations, academy members, batches, sessions, students, guardians, attendance, assessments, goals, performance snapshots, reports, report artifacts, report sharing, and coaching audit logs.

They are designed for India-first use with guardian consent for under-18 students.

2. Roles

In coaching workflows:

• A coach may manage sessions, students, assessments, attendance, and reports.
• An academy or coaching organization may manage staff, batches, students, reports, and guardian access.
• A guardian may view or receive student reports, attendance, and updates where authorized.
• A student may be a SportPulse user or may be represented by guardian or academy records.
• SportPulse provides software tools and may process data as a platform operator, service provider, data fiduciary, data processor, or another legally defined role depending on the workflow and applicable law.

3. Authority and Consent

Coaches, academies, and guardians represent that they have all permissions required to:

• Create student records.
• Enter date of birth, injury notes, coach notes, assessments, attendance, goals, and report data.
• Invite guardians.
• Share reports with guardians, staff, or external recipients.
• Upload report artifacts or student-related files.
• Link student records to user accounts.

SportPulse may require parent or guardian consent, academy confirmation, coach confirmation, invite acceptance, account verification, or other reasonable evidence before enabling child/student records, report sharing, or guardian access.

4. Student Data

Student data may include:

• Name, student code, user account link, date of birth, dominant hand, skill level, sport, batch, venue, court, coach, attendance, injury notes, coach notes, assessments, goals, progress, report artifacts, report shares, and audit records.
• Guardian name, email, phone, linked user account, permissions, invite token, share grants, and access status.

This data may be sensitive in context even if not classified separately under all laws. Treat it with care.

5. Child and Minor Safeguards

For students under 18:

• A parent or legal guardian must authorize participation and data processing.
• Coaches and academies must avoid unnecessary data collection.
• Injury notes should be limited to sports-session relevance and should not replace medical records.
• Reports should be shared only with authorized recipients.
• Students should not be contacted outside appropriate coaching, guardian, academy, or SportPulse workflows.
• Public display of student information should be avoided unless explicitly authorized and safe.
• Behavioral advertising or detrimental processing of child data is prohibited.

6. Coaching Notes, Injury Notes, and Assessments

Coaching notes, injury notes, assessments, and performance reports are coaching tools. They are not:

• Medical diagnosis.
• Treatment advice.
• Physiotherapy advice.
• Selection guarantee.
• Scholarship guarantee.
• Professional sports ranking.
• Educational assessment unless separately agreed and lawful.

Coaches should advise guardians or students to seek qualified medical advice for injuries, pain, illness, or fitness concerns.

7. Attendance and Session Records

Coaches and academies must record attendance honestly. Attendance data may be used for:

• Batch management.
• Guardian updates.
• Progress tracking.
• Reports.
• Billing or dispute resolution where applicable.
• Safety, accountability, and audit records.

False attendance records may lead to account restrictions or termination.

8. Report Generation and Sharing

SportPulse may generate coaching reports from student, attendance, assessment, goal, and performance data. Reports may be stored as files and shared through tokenized links or grants.

Users sharing reports must:

• Verify recipient identity.
• Share only with authorized guardians, staff, or intended recipients.
• Revoke access when needed.
• Avoid sending reports to incorrect email addresses or phone numbers.
• Not publish reports publicly unless expressly authorized by guardian and permitted by law.

External report links may expire or be revoked.

9. Academy and Staff Responsibilities

Academies must:

• Assign staff roles carefully.
• Remove staff access when no longer needed.
• Train staff on privacy, child-safety, data handling, and appropriate conduct.
• Maintain accurate organization, batch, session, and student records.
• Investigate complaints.
• Cooperate with SportPulse on privacy, safety, and legal issues.

Staff actions may bind the academy.

10. Guardian Responsibilities

Guardians must:

• Provide accurate student information.
• Review coaching participation and safety suitability.
• Keep contact information current.
• Respect other students' privacy.
• Not misuse reports, screenshots, or messages.
• Notify the coach, academy, or SportPulse if guardian authority changes.

11. Data Access, Correction, and Deletion

Students, guardians, coaches, and academies may request access, correction, export, restriction, or deletion where available and legally required. Some records may be retained for legal, safety, accounting, audit, dispute, fraud, or legitimate operational purposes.

Requests may require identity and authority verification.

See Account Deletion and Data Rights Notice.

12. Payments and Refunds

Coaching sessions, batches, reports, or report packs may be free, paid real-world services, paid digital tools, or subscription features depending on the product. Refunds are governed by Cancellation, Refund, and No-Show Policy and Subscription and Billing Terms, as applicable.

13. Safety, Misconduct, and Reporting

Report inappropriate coach, staff, guardian, student, or user behavior to support@sportpulse.in. If a child is in immediate danger, contact local emergency services or appropriate authorities first.

SportPulse may restrict coaching access, report access, academy tools, or accounts for unsafe conduct, data misuse, child-safety concerns, harassment, false records, or privacy violations.

14. Data Processing Between SportPulse and Academies

• SportPulse processes student data to provide platform and coaching tools.
• Academies and coaches are responsible for data they choose to enter and share.
• SportPulse may process data for security, support, analytics, reporting, compliance, and abuse prevention.
• A separate written agreement, onboarding flow, or data-processing addendum may apply to an academy, coach, enterprise, or partner account. If there is a conflict, the more specific signed or accepted agreement controls for that relationship.

15. Contact

Coaching support: support@sportpulse.in Privacy requests: support@sportpulse.in Grievance contact: support@sportpulse.in