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Privacy Policy
Effective Date: March 20, 2026 • Last Updated: March 2026
This Privacy Policy explains how BallBot ("we," "us," "our") collects, uses, stores, shares, and protects personal information when you use our platform at app.ballbot.coach and related services.
1. Information We Collect
1a. Information from Coaches (our customers)
- Account information: Name, email address, Google account profile (via Google OAuth sign-in).
- Business information: Business name, phone number, activities/sports offered, venue details.
- Billing information: Payment method (processed by Stripe — we never see or store your full credit card number). Subscription plan and billing history.
- Usage data: Pages visited, features used, API calls made, timestamps of activity.
- Communications: Emails and messages you send or receive through BallBot.
1b. Information Coaches enter about their Clients
Coaches enter information about their clients into BallBot. This may include:
- Full name, preferred name (nickname)
- Email address, phone number, WhatsApp number
- Home address
- Activity (sport/skill), skill level
- Session history, attendance records
- Messages exchanged with the Coach
- Payment history and balances
- Notes and lesson feedback
The Coach is the data controller for their Client data. BallBot is the data processor — we store and process this data on the Coach's behalf. See our Data Processing Addendum for details.
1c. Information collected automatically
- IP address and approximate location (from server logs)
- Browser type and device information
- Cookies (see our Cookie Policy)
2. How We Use Your Information
- Provide the Service: Operate BallBot, process client data, send messages on your behalf, run AI features, manage billing.
- AI processing: When AI features are enabled, relevant data is sent to Google Gemini to generate draft messages, lesson plans, parse emails, and personalize templates. Google's API terms prohibit using this data for model training.
- Communication: Send you account-related emails (billing receipts, feature updates, security alerts). We do not send marketing emails without your consent.
- Improvement: Analyze aggregate usage patterns to improve BallBot features. We do not sell your data or use it for advertising.
- Security: Detect and prevent fraud, abuse, and unauthorized access. Maintain audit logs of actions taken in your account.
3. Third-Party Services
BallBot shares data with the following third-party services as necessary to operate the platform:
| Service | Purpose | Data Shared |
|---|
| Google Gemini | AI features (drafts, parsing, lesson plans) | Client names, message content, activity info |
| Google APIs (Gmail, Calendar, Contacts) | Email integration, calendar sync, contacts sync | Email content, calendar events, contact details |
| Stripe | Payment processing | Coach billing info (Stripe handles card data) |
| Twilio | WhatsApp messaging | Phone numbers, message content |
| Resend | Email delivery | Email addresses, email content |
| Supabase | Database and authentication | All platform data (encrypted at rest) |
| Vercel | Application hosting | Server logs, request data |
We do not sell, rent, or share your personal information with third parties for their marketing purposes.
4. Data Storage and Security
- Data is stored on Supabase (hosted on AWS) with encryption at rest.
- All connections use HTTPS/TLS encryption in transit.
- Sensitive client fields (email, phone, address) are encrypted at the application level using AES-256-GCM.
- Database access is controlled by Row Level Security (RLS) — each Coach can only access their own data.
- API keys are hashed and expire after 90 days.
- Webhook signatures are verified for Stripe and Twilio.
- An audit log records all significant actions taken in the platform.
5. Data Retention
- Active accounts: Data is retained for the duration of your subscription.
- Cancelled accounts: Data is retained for 30 days after cancellation, then permanently deleted.
- Audit logs: Retained for 12 months, then automatically purged.
- Server logs: Retained for 30 days by our hosting provider (Vercel).
6. Your Rights
Depending on your location, you may have the following rights regarding your personal information:
- Access: Request a copy of the personal information we hold about you.
- Correction: Request correction of inaccurate personal information.
- Deletion: Request deletion of your personal information. Note: deleting your account deletes all associated data after the 30-day retention period.
- Data portability: Request an export of your data in a machine-readable format.
- Opt-out of AI processing: Disable AI features in Settings to prevent your data from being sent to Google Gemini.
To exercise any of these rights, contact us at hello@ballbot.coach. We will respond within 30 days.
7. California Residents (CCPA/CPRA)
If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA) and California Privacy Rights Act (CPRA):
- The right to know what personal information we collect and how we use it.
- The right to delete your personal information.
- The right to opt out of the sale of your personal information. BallBot does not sell your personal information.
- The right to non-discrimination for exercising your privacy rights.
To submit a CCPA request, email hello@ballbot.coach with the subject line "CCPA Request."
8. Children's Privacy
BallBot accounts are for Coaches aged 18 and over. We do not knowingly collect personal information from children under 13. Coaches may enter information about minor Clients (such as youth athletes) — the Coach is responsible for obtaining parental or guardian consent as required by applicable law.
9. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of material changes via email or dashboard notification at least 14 days before the changes take effect. The "Last Updated" date at the top of this page reflects the most recent revision.
10. Contact
For privacy-related questions or requests:
BallBot
Email: hello@ballbot.coach
Irvine, California