Terms of Service

Last updated: May 2, 2026

1. Acceptance of Terms

By accessing or using Planner.coach ("the Service"), operated by HJ Digital, a company registered in Wales, United Kingdom ("we", "us", "our"), you agree to be bound by these Terms of Service ("Terms"). If you do not agree to these Terms, you may not use the Service. We reserve the right to update these Terms at any time. We will notify registered users of material changes via email at least 30 days before they take effect. Continued use of the Service after the effective date constitutes acceptance of the revised Terms.

2. Description of Service

Planner.coach is a web-based coaching platform that enables sports coaches to plan training sessions, design visual activities and drills, manage athlete information, and access AI-powered coaching assistance. Coaches may also optionally create a public profile page to share their coaching content, templates, and credentials publicly. The Service may include free and paid subscription tiers.

3. Account Registration

To use the Service, you must be at least 16 years of age and create an account by providing a valid email address and password. You are responsible for maintaining the confidentiality of your account credentials and for all activity that occurs under your account. You agree to notify us immediately of any unauthorized use of your account.

4. Acceptable Use

You agree not to:

Use the Service for any unlawful purpose or in violation of any applicable laws or regulations.
Upload or transmit content that is harmful, threatening, abusive, defamatory, or otherwise objectionable.
Attempt to gain unauthorized access to the Service, other user accounts, or any related systems or networks.
Interfere with or disrupt the Service or its infrastructure.
Use automated scripts, bots, or other means to access the Service without prior written consent.
Resell, redistribute, or sublicense access to the Service without authorization.
Register a username that impersonates, misleads others into believing you are associated with, or misappropriates the identity of any person, organization, or brand.
Use your public profile to make false, misleading, or deceptive statements about your coaching credentials or qualifications.
Submit, upload, or attest to any safeguarding, background-check, or coaching credential (including but not limited to DBS, WWCC, SafeSport, federation licences, or first-aid certificates) that is forged, expired, suspended, revoked, or otherwise misrepresented. You warrant that every credential you record is genuine, current as of the recorded dates, and lawfully held by you, and you will update or delete any record that ceases to be accurate.

5. Subscriptions and Billing

Certain features of the Service require a paid subscription. All prices are displayed in USD unless otherwise stated. Payments are processed securely through Stripe. By subscribing, you authorize us to charge your payment method on a recurring basis (monthly or annually, depending on your selected plan) until you cancel.

You may cancel your subscription at any time through your account settings. Cancellation takes effect at the end of the current billing period. We do not provide refunds for partial billing periods, except as required by applicable law — including your right to cancel within 14 days of purchase under the Consumer Contracts Regulations 2013 if you have not yet used the Service during that period.

We reserve the right to change subscription prices with at least 30 days' notice. Price changes will take effect at the start of your next billing cycle following the notice.

Credit packs are one-time purchases and are non-refundable once used. Purchased credits remain available for the lifetime of your account unless otherwise stated at the time of purchase. Promotional or complimentary credits may have an expiry date, which will be clearly communicated when they are granted.

If a payment fails, we will notify you and may restrict access to paid features after a 7-day grace period. Your data will not be deleted due to payment failure.

6. Intellectual Property

Your Content: You retain full ownership of all content you create using the Service, including training sessions, activities, drills, diagrams, and notes. We do not claim any ownership rights to your content.

Our Service: The Service itself, including its design, code, features, and branding, is owned by HJ Digital and protected by intellectual property laws. You may not copy, modify, or create derivative works of the Service.

License to Us: By uploading content to the Service, you grant us a limited license to store, display, and process that content solely for the purpose of providing the Service to you.

Community Content: When you share content via the community template library, you grant other users of the Service a non-exclusive, royalty-free license to use, copy, and adapt that content for their own coaching purposes within the Service. You may remove your shared templates at any time, but copies already made by other users will remain. You must only share content that you have the right to share.

Shared Sessions: When you create a public share link for a session, anyone with the link can view the session plan. Share links can be revoked at any time. Recipients may not redistribute shared content without your permission.

Public Coach Profile: When you enable the Public Coach Profile feature, you grant us a license to display your profile information (including your name, photo, bio, club, and sport), render it into shareable image assets (Open Graph images), and make all of the above publicly accessible on the internet and indexable by search engines. This license is active for the duration that your public profile is enabled. Disabling your public profile revokes this license prospectively, but cached copies of your profile data held by third parties (search engines, social networks, CDN systems) may persist for a period of time outside our control.

7. Athlete Data

The Service allows you to store information about athletes you coach, including names, contact details, date of birth, physical metrics, and performance data. You are the data controller for any athlete personal data you enter into the Service. You are responsible for:

Obtaining appropriate consent from athletes before entering their personal information, and — where the athlete is below the jurisdictional age of digital consent (e.g. under 13 in the UK / US, under 16 in Ireland / Germany) — from a parent or legal guardian, using the Service's built-in parental-consent mechanism described below.
Informing athletes about how their data is stored and processed, including that it is hosted on servers in the United States.
Responding to athletes' data access, correction, or deletion requests.
Complying with all applicable data protection laws, including the UK GDPR, COPPA (US), and GDPR-K (EU), when handling athlete personal data.

Parental Consent for Minors

When you enter a date of birth indicating an athlete is below the jurisdictional age of digital consent, the Service will require a parental-consent record before saving the athlete. You may choose one of two paths:

Email path — an email is sent to a guardian address you supply, with a signed link that allows the guardian to grant consent themselves. You represent that the email address is genuinely that of the child's parent or legal guardian and that you have a lawful reason to contact them. Consent is only valid once the guardian completes the email flow in person — you must not grant consent on their behalf by accessing the email link yourself.
Offline path — where you have already collected a signed paper form, in-person signature, or equivalent written consent outside the Service, you may attest to this by recording the method, date obtained, guardian identity, and (encouraged but not required) an uploaded scan of the signed form. You represent that the underlying document genuinely covers digital-platform data processing for this athlete, and that you have obtained the guardian's consent in fact. Recording an offline consent that you did not actually collect, or that the underlying document does not cover, is a material breach of these Terms.

If a guardian revokes consent (directly via their email link, or via you on their behalf — in which case you must supply a reason that is written to the audit log), you are responsible, as the data controller, for erasing the athlete's personal data both on Planner.coach and across any copies you hold outside Planner.coach (paper rosters, shared spreadsheets, messaging apps, etc.). On Planner.coach you can do this in one action via the Delete athlete button on the athlete profile, which captures a reason category, wipes the personal-data fields in a single transaction, cascades to related records, and writes a compliance audit row. You acknowledge that revocation is irreversible from the Service's point of view and must not attempt to re-enter the athlete's data under a different athlete record or a different account to circumvent the revocation.

We operate two automated safety nets that complement (but do not replace) your controller-side erasure obligation: an ICO-Age- Appropriate-Design-Code fallback sweep that nudges you 30 days after a revoke if no hard-delete is recorded, and a COPPA carve-out that auto-deletes US-resident under-13 athlete records inline on guardian revoke. Both are detailed in Section 7 of our Privacy Policy.

Consent records are retained in minimised form for up to 7 years after revocation as proof of the lawful basis for any processing that took place while consent was in force. This retention is described in Section 7 of our Privacy Policy.

Controller / Processor relationship and the DPA

For athlete personal data you enter into the Service, you are the data controller and Planner.coach is your data processor. The Article 28 (UK GDPR) contract that governs that relationship is our Data Processing Agreement ("DPA"), which is incorporated into these Terms by reference and forms part of the agreement between us. The DPA covers the categories of data we process on your behalf, our sub-processors, our security measures, breach notification, assistance with data-subject requests, and return / deletion of data on termination.

If you are a team owner on a paid tier, please review and accept the DPA from your Team Settings page. The acceptance prompt is surfaced inline on first visit and is captured against your account so we can demonstrate it later. Coaches and admins on someone else's team operate under that team owner's DPA — they do not sign their own.

Retention and Auto-Purge

To support our and your data-minimisation obligations, the Service automatically removes athlete records that have been inactive for an extended period. The current default inactivity threshold is six (6) years, and we may adjust this default from time to time. Full details — including how inactivity is measured, the warning and reminder schedule, and the hashed compliance audit log — are set out in Section 7 of our Privacy Policy.

Before any record is hard-deleted, the Service sends two email notifications to the coach who controls that record: a first warning (currently 14 days before the scheduled purge date) and a final reminder (currently 3 days before). You acknowledge and agree that:

You are responsible for monitoring these notifications and for taking action — by interacting with the record, exporting the data, or otherwise — before the scheduled purge date if you wish to retain the record. We are not liable for data loss that results from a coach failing to act on a warning or reminder notification that was sent to the email address on file.
Deletion is immediate and irreversible. When you erase an athlete record (or it is purged at the end of the retention process) the row and its related personal data are removed in the same transaction; we do not hold a recoverable copy. Use the Mark as Inactive archive toggle if you only want to take an athlete off the active roster without erasing their history.
You must not attempt to circumvent retention by re-creating, duplicating, or re-importing an athlete record that you were notified would be purged for compliance reasons. The retention process exists to give effect to data-protection obligations, and re-creating a record specifically to defeat that process is a material breach of these Terms — in the same way that re-entering a record to defeat a guardian's consent revocation is a material breach (see "Parental Consent for Minors" above).

Coach credential records (e.g. DBS, WWCC, SafeSport, federation licences, first-aid) follow a separate retention schedule described in Section 7 of the Privacy Policy; uploaded document scans are auto-purged twelve (12) months after the credential's expiry date.

8. AI Coach

The Service includes an AI-powered coaching assistant. When you use the AI coach:

Your messages and conversation history are sent to a third-party AI provider for processing. Contextual data such as your sessions, activities, and training programs may also be sent when relevant to your query.
If you mention athlete names, performance data, or other personal information in chat messages, that information will be processed by our AI provider. Avoid sharing sensitive athlete information in AI conversations where possible.
AI-generated content is for informational and planning purposes only. It should not be considered professional medical, physiotherapy, legal, or safety advice.
You are solely responsible for reviewing and approving any actions or training plans suggested by the AI coach before implementing them.

9. Teams and Collaboration

Coaches on eligible subscription plans may create teams and invite other users to collaborate. By creating or joining a team, you agree to the following:

Team Data Ownership

Content created within a team context (sessions, activities, athletes, training programs) belongs to the team and is accessible to all team members at their assigned role level. If you leave a team, content you created in the team context remains with the team. Your personal content (created outside of a team context) is never shared with a team unless you explicitly choose to share it.

Roles and Access

Teams operate with a role hierarchy: Owner, Admin, Coach, Assistant, Viewer, and Safeguarding Officer. Each role has different levels of access to team data. The team owner is responsible for assigning appropriate roles and managing team membership. The Safeguarding Officer role is read-only on team content but may additionally view the safeguarding credentials (e.g. DBS, WWCC) recorded by other team members for compliance-monitoring purposes; cross-user views of credential documents are recorded in the team audit log. Full details of role permissions are available in the product documentation.

Athlete Data in Teams

When athlete data is shared with a team, all team members with appropriate access may view that data, including names, contact information, metrics, and assessment results. As the data controller, you (the team owner or admin who shares athlete data) represent and warrant that you have obtained all necessary consents from athletes, and — where the athlete is a minor below the jurisdictional age of digital consent — from a parent or guardian using the Service's parental-consent mechanism (see Section 7), before sharing their personal data with team members. You are responsible for informing athletes (or their guardians) that the athlete's data is visible to other members of the team, and that the parental-consent email they receive will reference the team's name as the requesting party.

Team Invitations

Team admins may send email invitations to other users. By sending an invitation, you confirm that you have a legitimate reason to invite the recipient and that you are not using the invitation feature to send unsolicited communications. We reserve the right to restrict invitation privileges if they are misused.

Team Credits and Billing

AI credits used by team members are consumed from the team owner's credit pool. The team owner is responsible for managing credit usage and may set per-member credit caps. If the team owner's subscription is downgraded below the required tier, the team will become read-only and members will lose the ability to create or modify team content until the subscription is restored.

Leaving or Dissolution

Any team member (except the owner) may leave a team at any time. Upon leaving, you lose access to all team data. The team owner may remove members or archive the team. Archived teams retain their data but are not accessible to members.

10. Sports and Safety Disclaimer

Planner.coach is a planning and organizational tool. It is not a substitute for qualified coaching certification, sports science expertise, or medical advice. You acknowledge that:

Physical training activities carry inherent risks of injury. You are responsible for assessing the suitability and safety of any drills or exercises for your athletes.
The Service does not assess the fitness, health status, or ability level of individual athletes. You should always consider individual athlete capabilities and any medical conditions before implementing training plans.
We are not liable for any injuries, harm, or losses arising from the implementation of training sessions, drills, or activities planned using the Service.

Verified Coach Status: The "Verified Coach" badge displayed on public profiles indicates that the account has been reviewed and verified by Planner.coach staff. Verification confirms account identity and platform standing; it does not constitute an endorsement of the coach's professional qualifications, certifications, or fitness to coach. We reserve the right to grant or revoke verified status at our discretion.

Credential Tracking is Informational. The coach-credentials feature (Section 1 of the Privacy Policy) records self-reported information and is provided to assist your club's own safeguarding processes. The Service does not verify, vet, or endorse any credential and does not block product access on the basis of compliance status. The club, league, or governing body remains solely responsible for verifying credentials with the issuing authority and for enforcing its own safeguarding policy. Compliance status indicators in the Service (such as “current”, “lapsing”, “expired”) reflect what the coach has recorded — they are not a regulatory determination, and HJ Digital is not liable for any decision taken in reliance on credential data shown in the Service.

11. Termination

We may suspend or terminate your account at any time if you violate these Terms or engage in conduct that we determine, in our sole discretion, to be harmful to the Service or other users. You may delete your account at any time through your account settings.

Upon termination, your right to access the Service ceases immediately. You may export your data before deleting your account. We may retain certain data as required by law or for legitimate business purposes, as described in our Privacy Policy.

Usernames: Your username is reserved for your account while it is active. If you disable your public profile, your username remains reserved and will not be reassigned. Upon account deletion, usernames may be permanently retired to prevent link hijacking, or may be released at our discretion after a cooling-off period of not less than 90 days.

12. Content Takedown

If you believe that content shared via the community template library infringes your intellectual property rights, please contact us at support@planner.coach with details of the content and proof of your ownership. We will investigate and remove infringing content promptly.

Username Disputes: If you believe a username on the Service infringes your trademark rights or is being used to impersonate you or your organization, contact us at support@planner.coach with supporting documentation. We will investigate and may reassign or disable the username at our discretion.

13. Indemnification

You agree to indemnify, defend, and hold harmless HJ Digital, its owners, directors, employees, and affiliates from and against any and all claims, demands, actions, damages, losses, costs, and expenses (including reasonable legal fees) arising out of or in connection with:

your use of or access to the Service;
your violation of these Terms;
your violation of the rights of any other person or entity;
your content, including any session, activity, drill, or template you create, upload, or share through the Service;
your collection, use, sharing, or retention of athlete personal data through the Service; or
any claim, complaint, or action brought against HJ Digital by an athlete, parent, guardian, club, league, governing body, or other third party arising from your use of the Service, regardless of whether the Service was operating as intended at the relevant time.

This obligation survives termination of your account and these Terms.

14. Disclaimers

The Service is provided "as is" and "as available" without warranties of any kind, either express or implied, including but not limited to implied warranties of merchantability, fitness for a particular purpose, satisfactory quality, accuracy, and non-infringement. We do not warrant that the Service will be uninterrupted, error-free, secure, or free from harmful components, nor that any defects will be corrected.

Third-party services. The Service relies on third-party providers, including but not limited to Stripe (payments), Supabase (database and authentication), Anthropic (AI processing), Resend (email delivery), and Netlify (hosting). HJ Digital is not responsible for any failure, downtime, security incident, data loss, latency, or other issue caused by or originating with these providers, except to the extent that liability cannot be excluded or limited under applicable law. The privacy policies and terms of these third parties govern any data they receive in the course of operating the Service.

15. Limitation of Liability

Savings clause. Nothing in these Terms excludes or limits HJ Digital's liability for: (a) death or personal injury caused by negligence; (b) fraud or fraudulent misrepresentation; or (c) any other liability that cannot be excluded or limited under applicable law (including, where you are a consumer, your mandatory statutory rights). The provisions below apply only to liability that can lawfully be limited or excluded.

Excluded losses. Subject to the savings clause above, HJ Digital and its owners, directors, employees, and affiliates shall not be liable, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, for any:

indirect, incidental, special, consequential, exemplary, or punitive damages;
loss of profits, revenue, business, contracts, or anticipated savings;
loss of goodwill, reputation, or opportunity;
loss, corruption, deletion, or unavailability of data, including athlete records, session plans, or any other content stored in the Service;
loss of use of the Service or the cost of any substitute service; or
any claim, demand, or action brought against you by an athlete, parent, guardian, club, league, governing body, or other third party arising from your use of the Service,

even if HJ Digital has been advised of the possibility of such loss and even if any limited remedy fails of its essential purpose.

Data loss and automated retention. Without limiting the foregoing, you acknowledge that the Service operates an automated retention and auto-purge process for athlete records (described in Section 7 of these Terms and Section 7 of our Privacy Policy). HJ Digital is not liable for any loss of athlete data resulting from: (a) your failure to monitor or act on retention warning or reminder notifications; (b) the bouncing, filtering, mis-routing, or non-receipt of those notifications by your email provider or inbox; (c) the retention process operating substantially as described; or (d) any other circumstance in which you had a reasonable opportunity to retain the data and did not do so.

Aggregate liability cap. Subject to the savings clause, HJ Digital's total aggregate liability arising out of or in connection with these Terms or the Service, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, in any rolling twelve (12) month period shall not exceed the greater of: (i) the total fees you paid to HJ Digital in the twelve (12) months immediately preceding the event giving rise to the claim; or (ii) one hundred pounds sterling (£100). This cap applies in aggregate across all claims and is not a per-claim cap.

Time-bar on claims. Subject to the savings clause and any longer limitation period that applies as a non-excludable statutory right, you must commence any claim arising out of or in connection with the Service or these Terms within twelve (12) months of the date on which you became aware, or reasonably ought to have become aware, of the facts giving rise to the claim. Claims brought after this period are permanently barred.

Basis of the bargain. You acknowledge that the pricing of the Service reflects the allocation of risk set out in these Terms, and that the limitations and exclusions in this Section 15 are an essential basis of the bargain between you and HJ Digital. Without them, HJ Digital would not be able to offer the Service at its current price.

16. Dispute Resolution

If you have a dispute regarding the Service, the following steps must be followed, in order, before either party commences court proceedings.

Step 1 — Direct contact. Contact us at support@planner.coach with a written description of the dispute and the resolution you are seeking. We will respond within fifteen (15) business days and attempt to resolve the matter informally.

Step 2 — Mediation. If the dispute is not resolved within thirty (30) days of your initial written notice, both parties agree to attempt resolution through structured mediation, conducted in writing or by video conference, before commencing any court proceedings. Mediation may be facilitated through a recognised low-cost provider such as the Centre for Effective Dispute Resolution (CEDR) or an equivalent body. Each party bears its own mediation costs.

Step 3 — Court proceedings. If the dispute remains unresolved after mediation has been attempted in good faith, it shall be subject to the exclusive jurisdiction of the courts of England and Wales. Nothing in this Section 16 prevents either party from seeking urgent injunctive or equitable relief from a court at any time, or from exercising any non-waivable statutory consumer right.

17. Governing Law

These Terms shall be governed by and construed in accordance with the laws of England and Wales. If you are a consumer in the UK, you will also benefit from any mandatory provisions of your local consumer protection laws.

18. Force Majeure

We shall not be liable for any failure or delay in performing our obligations under these Terms due to circumstances beyond our reasonable control, including but not limited to natural disasters, acts of government, power failures, internet outages, or third-party service disruptions.

19. General Provisions

Severability: If any provision of these Terms is found to be unenforceable, the remaining provisions shall remain in full force and effect.

Entire Agreement: These Terms, together with our Privacy Policy, constitute the entire agreement between you and HJ Digital regarding the Service.

Assignment: You may not assign or transfer your rights or obligations under these Terms without our prior written consent. We may assign our rights and obligations to a successor entity in connection with a merger, acquisition, or sale of assets.

Waiver: Our failure to enforce any provision of these Terms shall not constitute a waiver of that provision.

20. Contact

If you have any questions about these Terms, please contact us at support@planner.coach.

HJ Digital
Wales, United Kingdom