How Coachboard handles your data

Coachboard is shift scheduling for gyms and fitness studios. We keep only what’s needed to schedule your team, we don’t sell it or use it for ads, and you can ask us to delete it at any time.

Last updated October 26, 2026

Who we are

Coachboard (“we”, “us”) runs the service at coachboard.us. Each gym or studio that uses Coachboard (a “studio”) decides who is on its team. For the studio’s schedule data, the studio is in charge, and Coachboard processes that data for it. Questions about this policy go through our support page.

What we collect

From Google when you sign in

• Your name and email address. Signing in with a link we email you gives us only the email address your studio already entered.

From Slack, if your studio’s owner adds it

• The workspace’s ID and name, a token that lets Coachboard post to that workspace, the Coachboard bot’s ID, and the team channel the owner picks. We don’t read messages in your workspace.
• The Slack user ID of each team member Coachboard finds in that workspace by their email, so it can message them.

What your studio puts into Coachboard

• The studio’s name and shift rules (session length, breaks and similar).
• The team: names, emails and roles (owner, director or coach) that the owner or director enters.
• Schedules: shifts, ranked choices, who can make each shift, notes to the director, approvals, schedule changes and cover requests.
• Notifications Coachboard sends, kept so they show in each person’s Inbox.

Billing

• Payments are handled by Stripe. Your card details go straight to Stripe and never reach Coachboard.
• We keep the Stripe customer and subscription IDs, the plan, the subscription status and the renewal date.

Support requests

• What you write to us, plus your name, email, studio and the page you were on, so we can reply.

Cookies

Coachboard uses only the cookies it needs to work, and no advertising or analytics cookies:

• Sign-in session: keeps you signed in for up to 30 days, or until you sign out.
• Sign-in and install checks: short-lived values that protect the Google sign-in and the Slack install steps (up to 15 minutes).
• View as: for studio owners who look at the app as a team member (up to 12 hours).

When an owner opens the payment form, Stripe’s own script loads and may set its own cookies to prevent fraud. See Stripe’s privacy policy.

How we use it

• To run the schedule: collecting availability, drafting and approving the week, and handling changes and cover.
• To send the studio’s notifications by email to the people involved, or, if the studio added Slack, to its team channel and by direct message.
• To manage the free trial and the subscription.
• To answer support requests and keep Coachboard secure and working.

We don’t sell personal data, share it with advertisers, use it for ads, or use it to train AI models.

Who else sees it

Inside a studio, people see what their role needs. Coaches see the schedule and what involves them; owners and directors manage the team and settings. Studios never see each other’s data.

We use these service providers to run Coachboard, and they handle data only for that purpose:

• Google: signing in.
• Resend: sending Coachboard’s emails.
• Slack, if your studio adds it: delivering messages to your workspace.
• Stripe: payments and subscriptions.
• Vercel: hosting the app.
• Neon: the database the app’s data is stored in.

We may also disclose information if the law requires it.

How long we keep it

• We keep a studio’s data while the studio uses Coachboard.
• When someone is removed from a team, their past shifts stay in the schedule history, but they can no longer sign in.
• If a studio asks us to delete its account, we delete its data within 30 days, and it leaves our backups within a further 30 days.
• Stripe keeps payment records as the law requires.
• We keep support conversations for as long as needed to help you.

Your choices

• See or correct your data: most of it is on screen. Owners and directors can edit the team, names, emails and settings in Settings.
• Get a copy, or have it deleted: ask through the support page. If you’re on a studio’s team, we may pass the request to that studio, since it manages your place on the team.
• Disconnect Slack: owners can disconnect Slack in Settings. You can also remove Coachboard from your workspace in Slack.
• Cancel: owners can cancel the subscription at any time from Settings → Membership.

Security

• All traffic uses HTTPS.
• Slack tokens are stored encrypted (AES-256-GCM).
• Sessions are signed.
• Messages from Slack and Stripe are checked for their signatures before we act on them.
• Access to production data is limited to the people who run Coachboard.

Children

Coachboard is for businesses and their staff, and isn’t meant for anyone under 16.

Changes

If we change this policy, we’ll update the date at the top. If a change is significant, we’ll let studio owners know in the app or by email before it takes effect.

Contact

Questions or requests about your data: use the support page. We reply within two business days.