Privacy Policy for CoachFlow

Last updated: 6 April 2026

Australian Athletics respects your privacy and is committed to protecting your personal information.

This Privacy Policy explains how CoachFlow, operated by Australian Athletics, collects, uses, stores, and shares personal information when you use the CoachFlow mobile app and related services.

By creating an account or using CoachFlow, you agree to the collection, use, and disclosure of your information as described in this Privacy Policy.

1. Who we are

CoachFlow is operated by:

Australian Athletics
Level 2, 31 Aughtie Drive
Albert Park VIC 3206
Email: coachaccreditation@athletics.org.au

2. Who CoachFlow is for

CoachFlow is intended for accredited coaches and their linked athletes aged 16 years and over.

We do not knowingly allow children under 16 to create accounts. If we become aware that personal information has been collected from a child under 16 without appropriate authority, we will take reasonable steps to delete it.

Where coaches create or manage athlete profiles, coaches are responsible for ensuring they have appropriate authority and consent to provide personal information relating to athletes.

3. What information we collect

Depending on how you use CoachFlow, we may collect and store the following information.

Account and profile information

We may collect:

  • your name

  • your email address

  • password authentication details managed through Supabase Authentication

  • your profile photo, where uploaded

  • your optional Australian Athletics National ID number

  • your optional World Athletics ID number

Coaching and athlete information

We may collect and store:

  • athlete profile information

  • session plans

  • coach notes

  • readiness check in data

  • training load information

  • RPE data

  • session completion status

  • athlete performance data

  • training availability information

  • health related information that a user chooses to provide, including soreness or injury information

  • wellness and physiological information that a user chooses to provide or connect, including sleep, HRV, and heart rate data

Images and media

We may collect images uploaded to the Technique Hub for biomechanical analysis.

If users choose to use sharing features in CoachFlow, uploaded images and related digital card content may also be shared with other users of the app. This may include a user’s name, accreditation level, best performances, and user entered motto.

Linked service data

If you choose to connect third party services, CoachFlow may receive data from:

  • Garmin Connect

  • Strava

This may include training and activity data, including location related activity data where it is made available through those services.

AI generated content

If you choose to use AI generated features in CoachFlow, we may process user provided inputs submitted through those features in order to generate training programs or related coaching content.

This may include structured inputs such as event group and training experience, as well as any additional information a user chooses to include in an AI prompt.

CoachFlow uses OpenAI to support these AI generated features. Users should avoid entering personal, sensitive, or unnecessary identifying information into AI prompts unless it is essential to the feature they are using.

Notifications

If you enable notifications, CoachFlow may use Firebase Cloud Messaging to send push notifications.

4. Information we do not currently collect directly

CoachFlow does not currently collect device identifiers or directly collect your live device location through the app itself.

Any location related information is only received where it forms part of activity data provided through linked third party services such as Strava or Garmin Connect.

5. How we collect information

We may collect information when you:

  • create a CoachFlow account

  • complete your profile

  • create or update athlete profiles

  • link with a coach or athlete in the app

  • build or complete session plans

  • upload images to the Technique Hub

  • connect Garmin Connect or Strava

  • enable push notifications

  • contact us for support or with a privacy enquiry

6. How we use information

We use personal information to:

  • create and manage your account

  • provide CoachFlow features and services

  • allow coaches and athletes to link profiles and interact in the app

  • display readiness, training load, RPE, and completion information to linked coaches

  • support session planning and athlete monitoring

  • support biomechanical analysis through uploaded images in the Technique Hub

  • sync data from Garmin Connect and Strava where you choose to connect them

  • support AI generated training program features based on user provided inputs

  • send push notifications you have enabled

  • maintain security, prevent misuse, and improve the operation of the app

  • support training availability, readiness, wellness, and athlete monitoring features, including any soreness, injury, sleep, HRV, or heart rate information a user chooses to provide

  • respond to enquiries, support requests, and privacy requests

  • comply with legal obligations

7. How information is shared

We do not sell personal information.

We may share information in the following circumstances.

With linked coaches and athletes

Where accounts are linked in CoachFlow, coaches may see relevant athlete information required for coaching purposes, including:

  • readiness check ins

  • training load

  • RPE

  • session completion status

  • training availability information

  • health, wellness, and physiological information that an athlete chooses to provide through the app, including soreness, injury information, sleep, HRV, and heart rate data

Athletes and coaches may also see profile and training information that is necessary for the connected use of the app.

With service providers

We may share information with trusted third party service providers that support the operation of CoachFlow, including:

  • Supabase for authentication and data storage

  • Firebase Cloud Messaging for push notifications

  • MapTiler for generating running route plans

  • Cloudflare for uploading, displaying, and hosting images and videos

  • Garmin Connect and Strava where you choose to connect those services

  • OpenAI for AI generated training program features

Where you choose to connect services such as Garmin Connect or Strava, CoachFlow may receive training, activity, and related data made available through those services.

Where you choose to use AI generated features in CoachFlow, user provided inputs submitted through those features may be processed by OpenAI in order to generate training programs or related coaching content. This may include structured inputs such as event group and training experience, as well as any additional information a user chooses to include in an AI prompt. Users should avoid entering personal, sensitive, or unnecessary identifying information into AI prompts unless it is essential to the feature they are using.

These providers may process information on our behalf in order to deliver app functionality.

With other users of the app

CoachFlow may allow users to share a digital card with other users of the app. Where a user chooses to use this feature, the shared card may include uploaded images and related profile content, such as the user’s name, accreditation level, best performances, and user entered motto.

When required by law or for safety

We may disclose information where required or authorised by law, or where reasonably necessary to protect the safety, rights, or property of users, Australian Athletics, or others.

8. Permissions and device access

CoachFlow may request access to the following features on your device in order to support app functionality.

Camera

To allow users to capture images for upload to the Technique Hub for biomechanical analysis.

Photos and videos

To allow users to select and upload specific images to the Technique Hub using the device’s system photo picker.

Notifications

To allow CoachFlow to send push notifications through Firebase Cloud Messaging.

Location

CoachFlow does not currently collect your live device location directly through the app. Any location related information available in the app is only received through connected third party services such as Strava or Garmin Connect, where you choose to connect them.

You can manage many device permissions through your device settings. If you choose not to grant certain permissions, some features of CoachFlow may not work as intended.

9. Data storage and security

We take reasonable steps to protect personal information from misuse, interference, loss, unauthorised access, modification, and disclosure.

This includes:

  • encryption of data in transit

  • password handling through Supabase Authentication rather than direct password storage by Australian Athletics

  • restricting access to authorised personnel and service providers where reasonably necessary

No system can be guaranteed to be completely secure, but we take reasonable measures to protect the information we hold.

10. Data retention

We retain personal information for as long as reasonably necessary to provide CoachFlow and related services.

For active accounts, information is generally retained while the account remains active and the data is required for app functionality.

If you delete your account, we aim to delete or de identify your personal information from our live systems within 30 days. Limited information may remain in secure backups for up to 30 additional days, or for longer where required for legal obligations, security, fraud prevention, dispute resolution, or enforcement of our agreements.

11. Account deletion and data deletion

Users can delete their CoachFlow account and associated data from within the app or through our public deletion page at:

www.athscoach.app/delete-account

Alternatively, you can request for your account to be deleted through the form at:

https://coachathletics.com.au/coachflow-delete-account

When an account deletion request is processed, we aim to delete the account profile and associated personal data from our live systems within 30 days, subject to any limited retention required for legal, security, fraud prevention, or backup recovery purposes.

12. Access and correction

You may request access to the personal information we hold about you and ask us to correct inaccurate or out of date information.

To make a request, contact:

coachaccreditation@athletics.org.au

We may need to verify your identity before processing your request.

13. Third party services and links

CoachFlow may connect with, receive data from, or rely on third party services and providers in order to operate app features and related services. These may include:

  • Supabase for authentication and data storage

  • Firebase Cloud Messaging for push notifications

  • Garmin Connect and Strava where you choose to connect those services

  • MapTiler for generating running route plans

  • Cloudflare for uploading, displaying, and hosting images and videos

  • OpenAI for AI generated training program features

Where you choose to connect linked services such as Garmin Connect or Strava, CoachFlow may receive training, activity, and related data made available through those services.

Where you choose to use AI generated features in CoachFlow, user provided inputs submitted through those features may be processed by OpenAI in order to generate training programs or related coaching content. This may include structured inputs such as event group and training experience, as well as any additional information a user chooses to include in an AI prompt. Users should avoid entering personal, sensitive, or unnecessary identifying information into AI prompts unless it is essential to the feature they are using.

These third party services and providers may have their own privacy policies and terms. We encourage you to review them before using those services or features.

14. International data handling

Some third party service providers used in connection with CoachFlow may store or process data outside Australia. Where this occurs, we take reasonable steps to ensure that personal information is handled with appropriate safeguards.

15. Changes to this Privacy Policy

We may update this Privacy Policy from time to time.

When we do, we will update the “Last updated” date at the top of this page. Continued use of CoachFlow after an update means you accept the updated Privacy Policy.

16. Contact us

If you have questions, concerns, or privacy related requests, please contact:

Australian Athletics
Level 2, 31 Aughtie Drive
Albert Park VIC 3206
Email: coachaccreditation@athletics.org.au