Privacy policy

Coaches' own account data (name, email, business details, billing): we decide how this is used, so we are responsible for it (the “controller”).

Players' and parents' data that a coach adds or that players enter when booking: the coach decides what to collect and how to use it, so the coach is responsible for it. We store and process it only to provide TopSpinCRM to that coach (we are the coach's “processor”). Players with questions about their data should contact their coach first; we will help the coach respond.

• Account details: name, email address, password (stored scrambled, never readable) or your Google sign-in, business name, country, currency and timezone.
• What coaches enter to run their business: players and parents (names, contact details, notes such as medical notes a coach chooses to add), lessons, venues, invoices, lesson packs, income and expenses.
• What players enter on a coach's booking page or player page: name, email or phone, booking details, and video testimonials they choose to record.
• Progress notes, photos and videos a coach uploads for their players.
• Payments: handled by Stripe. We see whether a payment succeeded, the amount and the last details Stripe shares with us; we never see or store full card numbers.
• Technical data: IP address, device and browser type, and basic logs, used for security, to stop abuse and to show the right country and currency.
• Messages you send us, such as feature requests and support emails.

• To provide TopSpinCRM: accounts, bookings, calendars, reminders, invoices, payments, reports and the coach's public pages.
• To send the emails and phone alerts the service needs, such as booking confirmations, reminders and receipts.
• To bill coaches for paid plans.
• To keep the service secure, fix problems and improve it.
• To reply when you contact us.

We use trusted providers to run TopSpinCRM. They only receive the data needed for their part:

• Cloudflare: hosting, storage and security for the app and its data.
• Stripe: payments for paid plans, and card payments from players to coaches.
• Resend: sending emails.
• Google: “Sign in with Google” (if you choose it) and venue photos and addresses (Google Maps).
• OpenRouter and the AI model it routes to: only when a coach uses “Import with AI”, to read the spreadsheet they upload.
• MET Norway and Open-Meteo: weather forecasts; they receive a venue's location, not personal details.

We don't sell personal data and we don't use it for advertising.

Data is stored and processed on Cloudflare's network and by the providers above, which can include countries outside your own, such as the United States, the European Union and Singapore. Where the law requires it, these transfers are covered by the providers' data protection terms (for example, standard contractual clauses).

We keep a coach's data while their account is open. When a coach asks us to delete their account (email hello@topspincrm.com), we delete their data, including their players' data, within 30 days, except records we must keep by law (such as billing records). Coaches can delete individual players at any time.

Depending on where you live (for example under Singapore's PDPA, the UK and EU GDPR, Australia's Privacy Act, Canada's PIPEDA or US state laws), you can ask to see, correct, export or delete your personal data, or object to how it's used. Email hello@topspincrm.com and we'll reply within 30 days.

If you're unhappy with our answer you can complain to your local data protection authority.

We use a small number of cookies and similar storage that the service needs: to keep you signed in, to remember settings such as your country, and for security. We don't use advertising cookies.

Data is encrypted in transit, passwords are stored scrambled, and each coach's data is kept separate from other coaches'. No system is perfectly secure, but we work to protect your data and will tell affected users about a serious breach as the law requires.

Coaches often teach juniors. A coach who adds a child's details is responsible for having the parent's or guardian's permission. TopSpinCRM accounts are for adults.

If we change this policy we'll update the date above, and tell coaches by email or in the app if the change is significant.