Privacy Policy

Last updated: May 6, 2026

KayAI LLC operates the KayAI platform. This policy explains how we collect, use, and protect your information. We are committed to protecting the privacy of all users, especially athletes under 18 years of age.

1. Data Controller

The data controller responsible for your personal data is:

2. Information We Collect

We collect only the data necessary to deliver coaching services to athletes and coaches:

• Account information: name, email address, role, and organization.
• Survey responses: wellness check-in data across mood, effort, belonging, and physical readiness domains.
• Usage data: content engagement, session history, and feature interactions.
• Communications: AI coaching chat transcripts (not shared with coaches without consent).
• Journal entries: athlete reflection logs (private by default).
• Parent/guardian information: for users under 18, parent email and consent status.

3. How We Use Your Data

• Generate personalized APEX Index scores and coaching content.
• Provide coaches and organizations with aggregated wellness insights.
• Improve our AI coaching models and platform features.
• Comply with legal obligations and safety protocols.
• Send notifications, reminders, and program updates.

4. Children's Privacy (COPPA Compliance)

KayAI is designed for athletes ages 13 and above.We take the privacy of minors seriously and comply with the Children's Online Privacy Protection Act (COPPA).

• Parental consent required: Users under 13 require verifiable parental consent before we collect any personal information.
• Users 13–17: We collect only data necessary to provide the service, and parental visibility is available through the parent dashboard.
• No targeted advertising: We never use data from minors for advertising purposes.
• Parental rights: Parents may review, correct, or request deletion of their child's data at any time by contacting privacy@coachkayteam.com.
• Data minimization: We collect only what is necessary to provide the coaching service.
• No sale of minor data: We never sell personal information belonging to users under 18.

5. Data Sharing & Disclosure

We do not sell personal data. Data is shared only with:

• Authorized coaches and administrators within your organization (aggregated wellness data only).
• Service providers that help us operate the platform (cloud hosting, email delivery).
• Legal authorities when required by applicable law.
• Parents/guardians of athletes under 18, through the parent dashboard.

6. Data Retention

We retain data for as long as your account is active or as needed to provide services. Upon account deletion, we delete or anonymize personal data within 90 days unless legal retention requirements apply. Organization administrators can configure custom retention periods via the Admin Settings.

7. Your Rights (GDPR)

If you are located in the European Economic Area (EEA) or United Kingdom, you have the following rights:

• Right of access: Download all your data via Settings > Privacy > Download My Data.
• Right to rectification: Correct inaccurate personal data in your profile.
• Right to erasure: Request deletion of your data by contacting privacy@coachkayteam.com.
• Right to portability: Export your data in JSON format from your privacy settings.
• Right to object: Object to processing of your data for specific purposes.
• Right to withdraw consent: Withdraw consent at any time without affecting prior processing.

To exercise these rights, contact us at privacy@coachkayteam.com. We will respond within 30 days.

8. Cookie Policy

We use the following types of cookies and similar technologies:

• Essential cookies: Required for authentication and security (cannot be disabled).
• Functional cookies: Remember your preferences and settings.
• Analytics cookies: Help us understand how the platform is used (anonymized). You may opt out in Settings.

We do not use advertising or tracking cookies. Cookie preferences can be managed in your browser settings.

9. International Data Transfers

KayAI is operated from the United States. If you are accessing the platform from outside the US, your data may be transferred to, stored, and processed in the United States. We ensure appropriate safeguards are in place for international transfers, including:

• Standard Contractual Clauses (SCCs) approved by the European Commission.
• Data processing agreements with all third-party service providers.
• Encryption in transit (TLS 1.2+) and at rest for all personal data.

10. Data Security

We implement industry-standard security measures including encryption in transit (HTTPS/TLS), encryption at rest, role-based access controls, and regular security reviews. No system is perfectly secure; please contact us immediately if you suspect unauthorized access.

11. Data Deletion Requests

To request deletion of your account and all associated data:

• Email privacy@coachkayteam.com with subject line "Data Deletion Request".
• Include your full name, account email, and organization.
• We will confirm deletion within 30 days and complete it within 90 days.

12. Contact Us

For privacy inquiries, contact us at: support@coachkay.ai
For data deletion or GDPR requests: privacy@coachkayteam.com