Terms of Service

1. About CoachSync

CoachSync is a coaching management platform operated by nullhex Ltd. The platform helps golf coaches manage their students, schedule lessons, process payments, and communicate with clients. By using CoachSync, you agree to these terms.

2. Accounts

You must provide accurate information when creating an account. You are responsible for keeping your login credentials secure. If you suspect unauthorised access to your account, contact us immediately at hello@coachsync.app.

Coaches are responsible for the client data they enter into the platform and for ensuring they have appropriate consent to store and process that data.

3. Payments and subscriptions

Payments are processed securely through Stripe. By subscribing to a paid plan, you authorise us to charge the payment method on file at the agreed billing interval.

• Subscriptions renew automatically unless cancelled before the next billing date.
• You can cancel your subscription at any time from your account settings. Access continues until the end of the current billing period.
• Refunds are handled on a case-by-case basis. Contact us if you believe a charge was made in error.
• Lesson payments collected on behalf of coaches through the platform are subject to Stripe's terms and any applicable fees.

4. Acceptable use

You agree not to use CoachSync for any unlawful purpose or in any way that could damage, disable, or impair the service. Specifically, you must not:

• Send spam or unsolicited messages through the platform.
• Harass, abuse, or threaten other users.
• Upload or distribute illegal, harmful, or offensive content.
• Attempt to gain unauthorised access to other accounts or systems.
• Use the platform to collect or store data beyond its intended purpose.
• Resell or redistribute the service without our written consent.

5. Your content and data

You retain ownership of all content and data you upload to CoachSync. By using the service, you grant us a limited licence to store, process, and display that content as necessary to operate the platform.

For details on how we handle personal data, see our Privacy Policy.

6. Data processing

When coaches use CoachSync to manage their students, the coach acts as the data controller and CoachSync (nullhex Ltd) acts as the data processor. This section serves as the Data Processing Agreement between you and us.

• We process personal data only as instructed by the coach for the purpose of delivering the CoachSync service. We do not sell, rent, or otherwise share personal data for our own purposes.
• Sub-processors - we use the following third-party services to deliver CoachSync: Stripe (payments), Resend (email delivery), Twilio (SMS delivery), Meta (WhatsApp messaging), Google (calendar sync), Anthropic (AI content generation), Supabase (database hosting), and Vercel (application hosting). A full list with data categories is available in our Privacy Policy.
• Data location - application data is stored in Supabase EU-West. The application is served globally via Vercel Edge with primary processing in the EU/UK region.
• Breach notification - in the event of a personal data breach, we will notify affected coaches within 72 hours of becoming aware of the breach, including details of the data involved and the steps we are taking.
• Data deletion - on account termination, all coach and student data is deleted within 30 days. Payment records may be retained longer where required by law.
• Data export - coaches can request a full export of their data at any time by emailing privacy@coachsync.app.

7. AI-generated content

CoachSync offers AI-powered content generation features. Content produced by AI is provided as a starting point and should be reviewed before publishing. You are responsible for any content you publish or send, whether AI-generated or not.

8. Service availability

We aim to keep CoachSync available at all times but do not guarantee uninterrupted access. We may perform maintenance or updates that temporarily affect availability. We will give reasonable notice of planned downtime where possible.

9. Limitation of liability

CoachSync is provided "as is" without warranties of any kind, express or implied. To the maximum extent permitted by law:

• We are not liable for any indirect, incidental, or consequential damages arising from your use of the service.
• Our total liability for any claim related to the service is limited to the amount you paid us in the 12 months before the claim arose.
• We are not responsible for the actions, content, or data of third-party services integrated with CoachSync (including Stripe, WhatsApp, Google, and others).

10. Termination

You can close your account at any time through your account settings. We may suspend or terminate accounts that violate these terms, with or without notice depending on the severity of the violation.

On termination, your data will be retained for 30 days to allow for recovery, after which it will be permanently deleted.

11. Changes to these terms

We may update these terms from time to time. We will notify registered users of significant changes by email. Continued use of the service after changes take effect constitutes acceptance of the updated terms.

12. Governing law

These terms are governed by the laws of England and Wales. Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

13. Contact

For questions about these terms, contact us at hello@coachsync.app.