1. Who this agreement is between

These Terms of Service govern use of Hey Coach, a communication and scheduling service for athletic programs, operated by [Legal entity name], [registered address] ("Hey Coach," "we," "us").

Hey Coach is provided to schools, districts, clubs, and similar organizations (each an "Organization"). An Organization's own written agreement with us, where one exists, governs the relationship between us and that Organization and prevails over these Terms to the extent of any conflict. These Terms govern your use of the service as an individual — whether you are an athletic director, a coach, an athlete, a parent or guardian, or other staff.

By checking the acceptance box, signing in, or sending or receiving messages through Hey Coach, you agree to these Terms. If you do not agree, do not use the service.

2. Accounts, and who may use the service

Accounts are created by an Organization, not by the public. Your Organization decides who is added, what they can see, and when their access ends. Hey Coach is not offered directly to individuals and is not a consumer social network.

If you are under 18, you may use Hey Coach only where your Organization permits it and your parent or guardian has agreed. If you are a parent or guardian, you are responsible for your own use of the service and for supervising your athlete's use of it as you see fit.

Hey Coach does not use passwords. You sign in with a one-time code sent to your email address, or through a sign-in link sent to you by email or text. Keep those codes and links to yourself. Anything done through your account is treated as done by you, and you must tell your Organization promptly if you believe someone else has access to it.

3. Athletes under 13

Hey Coach does not provide accounts to children under 13 and does not knowingly send text messages to them. A child under 13 takes part through a parent or guardian, who receives their messages and is identified as communicating on their behalf. Where an athlete is marked as under 13, the service withholds messages from the child and delivers them to the designated guardian instead, declines to create an account or send a sign-in link for that child, and does not act on an inbound text from a handset associated with that child.

An Organization that enrolls a child under 13 must mark that athlete as under 13 in Hey Coach, must designate a guardian to communicate for them, and must not provide a mobile number or email address belonging to the child. We cannot determine a child's age on our own; the protections above depend on the Organization marking the athlete correctly. An Organization that provides a child's contact details in breach of this section is responsible for the consequences, and we may remove the details or suspend access.

If you believe a child under 13 has an account or is receiving messages, tell your Organization and write to us at support@heycoach.team, and we will work with the Organization to correct it.

4. Guardians, minors, and what the Organization is responsible for

The Organization, not Hey Coach, holds the relationship with the families it serves. The Organization is responsible for:

• obtaining every consent and permission required for a minor to take part in Hey Coach and to be contacted through it, including any consent required to send text messages;
• the accuracy of the contact details it enters, and for keeping them current;
• marking each athlete's age band correctly, so that the under-13 protections in Section 3 apply to the right people;
• deciding which of its staff may contact which athletes, and removing access when someone should no longer have it;
• its own child-protection policies, staff screening, and supervision of communication between its staff and minors; and
• responding to requests from parents and guardians about their child's information.

Hey Coach provides tools that support those responsibilities — role-based access, an audit trail, opt-out handling, under-13 handling, and a record of what was sent to whom — but it does not discharge them and does not supervise the Organization's staff.

5. Communication between staff and athletes

Hey Coach allows an Organization's staff to message an athlete one-to-one. A guardian is not a participant in that thread unless the Organization arranges it, and for an athlete under 13 the designated guardian communicates in the athlete's place.

The Organization is responsible for whether that surface is appropriate for its teams and for setting and enforcing its own rules about it. We do not monitor, review, or approve those conversations, and their content is the responsibility of the people in them.

6. You are responsible for what you send

You are solely responsible for everything you send, post, upload, or store through Hey Coach — messages, text messages, announcements, journal entries, event details, files, roster information, and anything else ("Your Content").

Hey Coach does not write, review, approve, endorse, or take responsibility for Your Content. We transmit and store it on your instruction and on your Organization's instruction. Any opinion, instruction, claim, or arrangement in a message is that of the person who sent it, not ours.

You represent and warrant that Your Content is lawful, that you are entitled to send it and to send it to the recipients you send it to, and that it is appropriate for an audience that includes minors and their families.

You are responsible for the consequences of your messages, including anything anyone does or does not do in reliance on them.

7. Text messages

Hey Coach sends and receives SMS text messages. Message frequency varies with how your Organization uses the service. Message and data rates may apply, and those charges are between you and your wireless carrier.

Reply STOP to any Hey Coach text to stop receiving them, and HELP for help. STOP applies to the handset, so it also stops messages to anyone else sharing that number — which is common in families.

An Organization's administrator can restore messaging to a number whose holder has replied STOP — for example, where a child opted a family handset out by mistake. A restoration is recorded in the audit trail with who performed it and when. If you did not ask for messages to resume, reply STOP again and tell your Organization.

Your Organization is responsible for having permission to text every number it puts into Hey Coach, including any permission required for minors. We are not responsible for a message sent to a number an Organization entered incorrectly or was not entitled to contact.

Hey Coach texts United States and Canadian (+1) numbers only. We do not guarantee that any message will be delivered, or delivered on time. Delivery depends on carriers, handsets, network coverage, and spam filtering, none of which we control.

8. Automated word screening is not moderation

Hey Coach automatically checks some outgoing messages against a list of words and refuses to send those that match. This is an automated filter, not moderation, and it is deliberately incomplete: it does not read for meaning, tone, threat, or context, and it will both miss things and occasionally stop something harmless.

Nothing about that filter is a promise to review, monitor, or approve what people say to each other. It is not a substitute for supervision by your Organization, and it does not make us responsible for what does get through.

We may remove content or suspend access where we believe it necessary — for example, where content is unlawful, or where we are required to act — but we are under no obligation to look for it.

9. Optional Bible and scripture content

Hey Coach includes an optional Bible & scripture feature: verse lookup, scripture reading, a daily verse, and the ability for coaching staff to attach a Bible passage to a journal prompt. It is off by default and invisible to an Organization's members unless that Organization's athletic director, or a Hey Coach platform administrator, turns it on.

The Organization that enables it — not Hey Coach — decides that religious content is appropriate for its community, and is responsible for any parental notice or consent its own policies or its families expect. Scripture text is supplied by a third-party content provider under that provider's license and is displayed with its required attribution. We do not use this feature to profile anyone's beliefs, and disabling it removes it from view without deleting an Organization's other records.

10. Do not rely on Hey Coach for emergencies

Hey Coach is not an emergency service and must not be relied on for urgent, time-critical, or emergency communication. In an emergency, contact emergency services directly and follow your Organization's own procedures.

Do not use Hey Coach as a medical record, and do not rely on it to deliver medical, safety, or child-protection information in time. If something must be received, confirm it another way.

11. Acceptable use

You agree not to use Hey Coach to: harass, bully, threaten, abuse, or discriminate against anyone; send unlawful, obscene, or sexually explicit material; contact a minor for any purpose outside your legitimate role in the Organization; groom, solicit, or attempt to arrange private contact with a minor; impersonate anyone; send unsolicited commercial messages; infringe anyone's rights; or share content you are not permitted to share.

You also agree not to attempt to reach information you have not been given access to, probe or test the security of the service, scrape or bulk-extract information other than through features provided for it, interfere with the service's operation, or use it to build a competing product.

We may suspend or end access for anyone who violates this section, we may tell their Organization why, and where we believe a child is at risk we may report the matter to the Organization and to the appropriate authorities.

12. Your Organization controls its information

Your Organization decides what information about its people is held in Hey Coach, who may see it, and when it is removed. It is responsible for the accuracy of its rosters and contact details.

Requests to see, correct, or delete information should go to your Organization first. We act on our customer's instructions, and we may be unable to act on a request that does not come through them.

You keep ownership of Your Content. You grant us the license we need in order to run the service — to store it, transmit it, display it to the people it is addressed to, and keep backups — and nothing more. We do not acquire any right to use Your Content for advertising, to sell it, or to train unrelated products or models.

13. The service is provided as it is

Hey Coach is provided "AS IS" and "AS AVAILABLE." To the fullest extent permitted by law, we disclaim all warranties, express or implied, including any implied warranties of merchantability, fitness for a particular purpose, non-infringement, and accuracy.

We do not warrant that the service will be uninterrupted, timely, secure, or error-free, that messages will be delivered, or that it will meet your requirements. We may change, suspend, or withdraw features, and may take the service down for maintenance.

14. Limitation of liability

To the fullest extent permitted by law, Hey Coach and its officers, employees, and suppliers will not be liable for any indirect, incidental, special, consequential, exemplary, or punitive damages, or for any loss of profits, revenue, data, goodwill, or anticipated savings, arising out of or relating to your use of the service — whether or not we were advised such loss was possible.

To the fullest extent permitted by law, our total aggregate liability arising out of or relating to the service will not exceed the greater of the amount paid to us for the service in the twelve months before the claim arose, or one hundred U.S. dollars ($100).

Nothing in these Terms excludes or limits liability that cannot lawfully be excluded or limited, including liability for death or personal injury caused by negligence, or for fraud. Some jurisdictions do not allow some of the exclusions above, so parts of this section may not apply to you.

15. Indemnity

You agree to indemnify and hold harmless Hey Coach and its officers, employees, and suppliers against any claim, demand, loss, liability, damage, cost, or expense (including reasonable attorneys' fees) arising out of or relating to Your Content, your use of the service, your breach of these Terms, or your failure to obtain a consent or permission you were responsible for obtaining.

Where the user is an Organization, this indemnity extends to claims brought by the athletes, families, and staff whose information that Organization put into Hey Coach.

16. Services we depend on

Hey Coach relies on third parties to operate — including hosting and database providers, an authentication provider, an email provider, file storage, wireless carriers, and, where an Organization enables the Bible feature, a Bible content provider. Their acts, omissions, outages, and delays are outside our control and we are not liable for them.

17. Ending access

Your Organization may end your access at any time. We may suspend or end access where these Terms are breached, where we are required to, or where an Organization's agreement with us ends.

When access ends you lose the ability to use the service. What happens to information already in Hey Coach is decided by your Organization and by its agreement with us.

18. Changes to these Terms

We may update these Terms. Each version carries a version number and an effective date, shown at the top of this page. Where a change is material we will give notice through the service. Continuing to use Hey Coach after a change takes effect means you accept the updated Terms.

19. Governing law

These Terms are governed by the laws of the State of [State], without regard to its conflict-of-laws rules, and the state and federal courts located in [County, State] have exclusive jurisdiction over any dispute, except where applicable law gives you the right to bring a claim elsewhere.

If any provision of these Terms is held unenforceable, the rest remains in force. Our failure to enforce a provision is not a waiver of it.

20. Contact

Questions about these Terms: support@heycoach.team.

1. Our role

Hey Coach is operated by [Legal entity name], [registered address]. This policy explains what information the service holds, why, and who can see it.

Almost everything in Hey Coach is put there by a school, district, or club (an "Organization") or by its people. The Organization decides what is held, who has access, and when it is removed; we hold and process it on that Organization's behalf and on its instructions. Where the Organization is a school, we act as a service provider to that school with respect to its student records, under the school's direction.

If you want to see, correct, or delete information about you or your child, contact your Organization first. They control it, and they can reach us.

2. What the service holds

People. Names, the roles someone holds, email addresses, mobile numbers, team membership, jersey number, position, graduation year, an age band (adult, 13 or older, under 13), the link between an athlete and their parents or guardians, and a short texting handle (for example, @coachdana), generated from the person's name, which is how people within the Organization address them by text.

Communication. Messages sent in the app and by text, announcements, delivery outcomes, whether someone has replied STOP, and journal entries athletes write together with the responses staff leave on them. Where an Organization has enabled the Bible & scripture feature, a journal prompt may have a Bible passage attached, and the answers athletes write are held like any other journal entry.

Team information. Teams, schedules, events, and resources and files an Organization shares.

Records of use. Sign-in events, and an audit trail of actions taken in the service — who did what and when. The audit trail deliberately records that something happened rather than what was said: message text and journal text are not copied into it.

3. What we deliberately do not collect

We do not ask for a date of birth — only the age band above, which is the least we need in order to treat a child under 13 differently. Where a roster spreadsheet supplies a date of birth, it is converted to an age band on import and the date itself is discarded. We do not track location. We do not require photographs. We do not use cookies or similar technology for advertising or cross-site tracking. There is no advertising in Hey Coach. Texting is limited to United States and Canadian (+1) numbers by design.

4. Where it comes from

From your Organization, including rosters it types in or imports from a spreadsheet. From you, when you send a message, write a journal entry, or update your details. From wireless carriers, which report whether a text was delivered. From our authentication provider, which verifies your email address when you sign in.

5. What it is used for — and what we never do

To run the service: to show rosters and schedules to the people entitled to see them, to route messages between them, to deliver and receive text messages, to keep an audit trail, and to provide support.

We do not sell or rent personal information. We do not use it for advertising, we do not build advertising or behavioral profiles, and we do not use messages or journal entries to train unrelated products or models. We do not disclose personal information to anyone outside the Organization except to the service providers listed below, or where the law requires it.

6. Children and minors

Hey Coach is used by athletes who are minors. Their accounts are created by their Organization, not by them, and use is subject to the Organization's permission and the guardian's agreement.

Children under 13. Hey Coach does not provide accounts to children under 13 and does not knowingly send text messages to them. Where an athlete is marked as under 13, the service withholds messages from the child and delivers them to a designated parent or guardian instead, refuses to store the child's own mobile number or email address, will not send that child a sign-in link, and does not act on an inbound text from a handset associated with them. We rely on the Organization to identify those athletes and not to provide a child's own contact details; an Organization that does so violates our Terms.

We do not knowingly collect personal information directly from a child outside an arrangement with their Organization. If you believe a child's information is in Hey Coach and should not be, contact your Organization or write to us at support@heycoach.team and we will work with the Organization to remove it.

Religious content. The Bible & scripture feature is optional and enabled per Organization. An athlete's answers to a scripture-linked journal prompt may reveal something about their beliefs. Those answers are visible to the coaching staff of that team like any journal entry, are not used for any other purpose, and are not disclosed outside the Organization. Some state privacy laws treat information revealing religious beliefs as sensitive; the Organization enabling this feature is responsible for any consent its families' law requires.

7. Who can see what

Access follows the person's role within their Organization, and is checked on every request — not only when a page is opened.

• Coaching staff see the people on the teams they coach, and those athletes' guardians.
• A parent or guardian sees their own athlete.
• Athletic directors see their own Organization.
• Organizations are separated: messaging, rosters, and records do not cross between them. One narrow exception: where two Organizations share a team, the people on that team can see each other's basic details, read-only.

Journals. When a coach sends a journal prompt, the answers an athlete writes are readable by the coaching staff of that team. An athlete can take an entry off their own page; the Organization keeps the record. Families should understand that a journal in Hey Coach is a team record, not a private diary.

One-to-one messages. A message between a staff member and an athlete is visible to the two of them, and to platform administrators as described below. It is not automatically shown to the athlete's guardian.

Hey Coach platform administrators can access information where it is needed to operate the service or to support an Organization. Where our staff read a conversation they are not part of, that access is recorded in the audit trail.

8. Text messages and carriers

To deliver a text we pass the recipient's mobile number and the message to a messaging provider and on to wireless carriers. We keep a record of what was sent, to whom, and what the carrier reported happened to it.

Replying STOP stops texts to that handset and is recorded, so that it continues to be honored. Because a handset is often shared in a family, STOP stops messages to everyone associated with that number. Carriers may keep their own records of messages they carry, subject to the carrier's own terms. An Organization administrator can restore messaging to an opted-out number; the restoration is recorded.

9. Service providers

We use third parties to host the application and its database, to authenticate sign-ins, to send email, to send and receive text messages, to store uploaded files, and, where an Organization enables the Bible feature, to retrieve scripture text from a Bible content provider. Requests to that provider carry only the passage reference and translation, never anyone's personal information. They act on our instructions and may use the information only to provide their service to us.

10. How long it is kept

Information is kept while your Organization's account is active and for as long as the Organization asks us to keep it. Ending someone's access does not by itself delete what they sent, because a message is also a record belonging to the people who received it.

We keep audit, consent, and delivery records for longer where we need them to show what happened — for example, to answer whether there was permission to text a number on a given date.

11. Security

Information is encrypted in transit. Access inside the service is limited by role and checked on every request. Uploaded files — which include documents such as permission slips — are held in private storage and are served only after a permission check, so a copied link grants nothing. Actions are recorded in an audit trail.

No service can promise perfect security, and we do not. If a breach affects your information we will notify the affected Organizations without undue delay and as required by law.

12. Your rights and how to exercise them

Parents, guardians, students, and staff may ask to see, correct, or delete information about them. Ask your Organization first: they control the record and can reach us, and where a school holds the relationship we are required to act through them.

To stop text messages, reply STOP to any message. This does not remove someone from Hey Coach; it stops texts to that handset. If texts resume that you did not ask for, reply STOP again and contact your Organization.

13. Reporting a concern

If you are worried about something said to a child through Hey Coach, tell the Organization immediately and follow its child-protection procedures. If a child is at immediate risk, contact emergency services or your state's child protective services agency — do not rely on a message in Hey Coach to raise it.

You can also write to us at support@heycoach.team. We can preserve records and assist the Organization and the authorities, but we are not a child-protection authority and we do not supervise an Organization's staff.

14. Changes to this policy

We may update this policy. Each version carries a version number and an effective date, shown at the top of this page, and material changes will be notified through the service.

15. Contact

Questions, or a request about your information: support@heycoach.team.