Privacy Policy

Two different roles

Personal data in CoachTruly is handled in two roles. The difference matters, because it tells you who to contact.

Wingmen Oy is the controller for its own customer data. That means user accounts, subscriptions, billing, service usage and marketing.

Your club is the controller for its team data. When a coach adds a player or a guardian, the club decides whose data goes into the system, for what purpose, and how long it is kept. Wingmen Oy is then a processor and handles that data only on the club's instructions.

Contact

• Organization: Wingmen Oy
• Business ID: FI25215542
• Address: Tunturikatu 14 B 48, 00100 Helsinki, Finland
• Phone: +358 40 8498088
• Email: info@wingmen.fi

For any data protection question, write to info@wingmen.fi.

Part 1: Data we control

What we collect

• Name and email address
• A password in protected form, or a sign-in link sent by email
• Language choice and club details
• Phone number and date of birth, if you enter them
• Public profile details, if you turn the profile on: picture, bio, social media handles
• Content you create: drills, session plans and feedback
• Subscription and payment details
• Emails we sent you and your email preferences
• Sign-in times and technical logs

Why, and on what basis

• Performance of a contract: creating your account, signing you in, running the service, billing and support.
• Legitimate interest: improving the service, investigating faults, preventing abuse, and sending service messages to subscribers.
• Consent: marketing email and non-essential cookies. You can withdraw consent at any time.
• Legal obligation: accounting and tax.

How long we keep it

Account data is kept while the account exists. When an account is deleted, personal data is deleted or made non-identifying. Accounting records are kept for the period required by law. Backups rotate on their own schedule, and deleted data disappears from them as they rotate, at the latest after 24 months.

Part 2: Data we process for your club

This part covers teams, the event calendar and attendance.

What a club can store

• A player's or staff member's name and email address
• Role in the team and shirt number
• Phone number and date of birth, if the club records them
• The link between a guardian and a player, and the relationship
• Attendance answers for events, and any note added to them
• Notification preferences

This data belongs to the club that entered it. Another club cannot see it, even if the same person takes part in both.

Who sees what

Contact details are visible to the people who manage the team, and to a guardian for their own child. Other team members see names and roles, but not phone numbers, email addresses or dates of birth. A guardian sees only the team their child is linked to.

Children

Much of this data is about minors. We do not ask a child for consent, because the club does not rely on consent. It relies on membership and on organising its activity.

A coach decides who gets a sign-in of their own. Our terms tell clubs not to give one to a child under 13, and to add a guardian instead, who can then act on the child's behalf. The service does not verify a player's age, so this is a rule the club applies rather than one we enforce.

How we act as a processor

• We process the data only on the club's instructions.
• We do not use team data for our own purposes, for marketing, or as input to AI models.
• We tell the club about a data breach without undue delay.
• We help the club answer requests from the people in its records.
• We delete or return the data when the agreement ends.

If you want your data, or your child's data, removed

Contact the club first, because the club decides. You can also write to info@wingmen.fi. We will pass the request to the club and help carry it out.

Cookies and analytics

We use essential cookies for signing in and keeping your session. These do not require consent.

We use visitor analytics that tells us how pages are used, on public pages and on signed-in pages alike. It runs on our own server, and it is not used to track an individual. We do not use session recording anywhere.

You can block cookies in your browser settings. Parts of the service will then stop working.

Service providers we use

• Our own server in a Hosteurope data centre in Germany: the application and the database
• Amazon Web Services, Stockholm: image files and backups
• An email delivery service: the emails the service sends
• Stripe: subscription payments
• Sentry: error monitoring
• Slack: internal alerts about subscriptions and feedback, which include the name and email of the coach concerned. No player or guardian data is sent there.
• Meta: if you arrived from a Facebook or Instagram advert, completing signup sends Meta a signup event with an account identifier, your browser's user agent and your IP address. This measures the advert. It does not include your name or email, and no roster data is involved.
• Anthropic: machine translation of drills and session plans. Team data is not sent to this service.

We update this list when a provider changes.

Transfers outside the EU

Some of these providers operate in the United States. For those transfers we rely on the European Commission's adequacy decision or on the standard contractual clauses approved by the Commission. You can ask us for details of the safeguards in use.

Security

Data in transit is encrypted. The database sits behind a firewall and access control. Passwords are stored only in protected form. Only those people at Wingmen Oy whose work requires it can reach production data.

Your rights

You have the right to

• know what data we hold about you
• have incorrect data corrected
• ask for your data to be deleted
• restrict or object to processing
• receive your data in a portable form
• withdraw a consent you gave
• opt out of direct marketing
• complain to a supervisory authority

Our supervisory authority is the Office of the Data Protection Ombudsman in Finland, tietosuoja.fi. You may also complain to the authority in your own country.

If the request concerns team data, the club that entered it handles the request. We help where needed.

Changes to this policy

We update this policy when the service or the processing changes. We tell signed-in users about significant changes. The date at the top shows when it was last updated.