Privacy Policy
This is one of our policies. Every version we have ever published stays readable.
The short version
SailCoach helps sailors improve and helps their coaches coach them. We use race results and tracking data, what you tell us, and how you use the app. You control what coaches see. Organisations that buy insight from us never receive your contact details and cannot contact you through us.
1. Who we are
SailCoach Ltd is the controller of your personal data. SailCoach Ltd is registered in England and Wales under company number 17486471, with its registered office at 20 Wenlock Road, London, England, N1 7GU. Our service is at https://sailcoach.app.
Anything about your data, your rights or this policy: [email protected]. A concern about a child's safety: [email protected].
2. What we collect
From you: account details (name, email, date of birth, club, boat class, sail numbers); what you record (training logs, goals, reflections, photos and video); messages you send; and, only if you choose to add them, medical notes, weight and an emergency contact. If a coach asks a parent for travel consent for a trip abroad, the parent may also give the child's passport details.
From your coach: session notes, feedback and assessments about you.
If you are a coach: the outcome of our identity check, the qualifications and certificates you submit, and the ratings and feedback sailors give you.
If you buy a plan: who pays, which sailors the plan covers, the plan and whether it is active or cancelled, and your billing history. Card details go straight to our payment provider; we never see or store them.
If you contact us or ask for a demo: your name, email address, club and what you tell us, and the IP address you sent it from, which shows us roughly where in the world you are.
From race results and tracking: results published by clubs, class associations and event organisers, or uploaded by people who took part in or ran the event, and GPS tracks from public race-tracking services. These include name, sail number, club, finishing positions and race tracks.
What we work out: race analysis, performance data for your class, ratings and rankings, head-to-head comparisons, and expected finishing ranges for upcoming events based on your racing history and forecast conditions.
How you use the service: we keep server logs of sign-ins, requests and security events. If you accept analytics, we also record how you use the website and app — pages, clicks and time spent. If you do not accept, none of that is collected. Our Cookie Policy has the detail.
3. Who sees what
| Who | What they see |
|---|---|
| You | Everything we hold about you. |
| Your parent or guardian, while you are under 18 | Everything you can see in your account. |
| Coaches training you | By default: your race history, race analysis summary, class performance and rankings, expected finishing ranges, and head-to-head comparisons between the sailors they coach. Enhanced sailor data is available only to coaches who have verified their identity with us. If you choose: your full race analysis, previous coaching notes and personal logs. You can change this at any time. |
| Your club's administrators | Your profile, including medical notes and emergency contact, so they can keep you safe. |
| Class associations and governing bodies (paid) | For their own members only: rankings, expected finishing ranges and head-to-head odds, to support team selection and planning. They may choose to publish their members' rankings. They never see individual data about sailors who are not their members, and do not receive contact details, messages, coaching feedback or personal logs as part of this. They may also receive class growth and participation across regions, which is aggregated and not about individuals, and coaches' ratings and feedback scores. |
| Clubs, associations and governing bodies running a coaching programme | For that programme: sessions, attendance and coaches' feedback, so they can oversee the quality of coaching. Not contact details, personal logs or messages. |
| Clubs a coach works with | The qualifications and certificates the coach has submitted, so they can make their own checks. |
| Service providers | Companies that host the service and provide email, payments, identity checks, error monitoring and AI processing, under contract and only to run SailCoach. A list is available on request from [email protected]. |
| Authorities | Where the law requires it, or where a child may be at risk — see our Safeguarding Policy. |
Messages between coaches and sailors are not shared with clubs, associations or governing bodies. They can be seen by the sailor's parent while the sailor is under 18, and by the people who review reports when a message is reported. We will disclose them to the police, child-protection services, courts or other competent authorities where the law requires it or to cooperate with an investigation.
We do not make decisions about you. Organisations that use our analysis make their own decisions, and our Terms require that it is never the only basis for selecting or excluding a sailor.
4. Why we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Running your account and the coaching features | Contract |
| Analysing races, rating and ranking sailors, expected finishing ranges and head-to-head comparisons, and sharing them with coaches | Legitimate interests — helping sailors and coaches improve; contract for account holders |
| Member insight for associations and governing bodies, class and regional insight, and programme oversight | Legitimate interests — developing the sport and funding the service |
| Verifying coaches, and sharing coach ratings and feedback with governing bodies | Legitimate interests — helping sailors and sailing bodies judge coaching quality |
| Medical notes, weight and emergency contacts | Explicit consent; vital interests in an emergency |
| Taking payment for plans and keeping billing records | Contract; legal obligation for tax and accounting records |
| Answering enquiries and demo requests | Legitimate interests — replying to people who contact us |
| Security, server logs, error monitoring, and monitoring use of the platform to detect and prevent misuse, such as someone attempting to access data about sailors they have no reason to see | Legitimate interests |
| Analytics | Consent |
Where we rely on consent, you can withdraw it at any time, for example by removing a medical note or changing your cookie choices. Withdrawing consent does not affect what we did before.
5. How we make money
Sailors can subscribe for richer analysis of their own data. Associations, governing bodies and clubs pay for the insight and programme tools in section 3. Setting up and running coaching is free. We never sell contact details, and no buyer can contact you through us.
6. Your control
Any sailor can log in for free, claim their race profile and choose what coaches see. You can object to any use based on legitimate interests — including rankings, expected finishing ranges and head-to-head comparisons — by writing to [email protected], whether or not you have an account.
7. Your rights
You can access, correct, delete, restrict or export your data — including asking us to remove a photo or video of you or your child — and object to how we use it. A copy of your data is free in most cases. We respond within one month, or tell you if we need longer, as the law allows. You can complain to the Information Commissioner's Office at ico.org.uk, or to the data protection authority where you live.
8. Keeping, protecting and transferring data
We keep your account and coaching data while your account is open, and delete it after it is closed, or sooner if you ask. Enquiries and demo requests are kept while we are in touch and deleted when they are no longer needed. Passport details given for a trip are seen only by the parent and the coach who asked, and are deleted shortly after the event, or sooner if the parent removes that coach or the request is withdrawn. Billing records are kept for as long as tax and accounting law requires, even after an account is closed. Records needed to handle a safety or safeguarding concern are kept for as long as that requires. Race results and the analysis built on them are kept while they remain useful for rankings and class analysis, unless you object. Some of our providers are outside the UK, including in the United States; where data leaves the UK we rely on legally approved safeguards such as standard contractual clauses.
9. Changes
This is version 1.0.0, effective 26 September 2026. We will tell you before a material change takes effect.