Privacy Policy

APEX Coach AI, Inc.
Version 1.0
Last Updated: February 2026

1. Introduction

APEX Coach AI, Inc. ("APEX," "we," "our," or "us") provides a performance analytics and training support platform for athletic programs. We offer our website, mobile applications, and related services (collectively, the "Services").

This Privacy Policy describes how we collect, use, process, and protect information in connection with the Services.

APEX primarily provides services to schools, colleges, and athletic organizations ("Customers"). When providing services to an educational institution, APEX acts as a service provider to that institution.

Key points:

  • We build software for athletic programs and educational institutions.
  • When we serve a school or college, the institution controls student data in the Services.
  • We do not sell personal information or use student data for advertising.

2. Our Role When Serving Schools

When APEX provides services to a school or college:

  • The institution controls the student data processed within the Services.
  • APEX acts as a "School Official" under the Family Educational Rights and Privacy Act (FERPA), where applicable.
  • We process student data solely to provide the Services as authorized by the institution.
  • Parents and eligible students should direct education-record access requests to their educational institution.

3. Information We Collect

We collect the following categories of information in order to operate the platform.

A. Account & Identity Information

For coaches and athletes:

  • Name (first and last)
  • Email address
  • Role (coach or athlete)
  • Team and school affiliation
  • Unique platform identifiers (user ID, profile ID, team ID)

Authentication credentials (email and password) are processed via Supabase Auth. Passwords are stored as secure hashes and are not accessible to APEX in plaintext.

B. Athlete Profile & Demographic Information

Athletic programs may enter or upload:

  • Date of birth
  • Sex at birth
  • Graduation year
  • Position or position group
  • Height
  • Weight
  • Bodyweight goals
  • Activity level
  • Sport

This information is used to support performance-related calculations and program planning.

C. Training & Performance Data

The platform may collect:

  • Strength max values
  • Speed and testing metrics
  • Workout set logs (weight, repetitions, timestamps)
  • Attendance records
  • Station assignments
  • Coach-authored notes about athletes
  • Schedule and event data

This data is used solely for performance tracking and program management within the Services.

D. Self-Reported Performance Indicators

Athletes may enter:

  • Feeling score (1-5)
  • Sleep quality score (1-5)
  • Soreness score
  • Bedtime and wake time
  • Nap duration
  • Optional free-text notes (e.g., soreness notes)

These entries are self-reported performance indicators and are used to support training decisions.

The platform does not provide medical advice, diagnosis, or treatment.

E. Nutrition & Meal Data

Athletes may submit:

  • Meal descriptions (text)
  • Meal photos
  • Macronutrient logs
  • Favorite foods
  • Unit preferences
  • Meal plan preferences
  • Optional free-text notes

Meal photos and descriptions may be processed to generate structured nutrition logs and meal plans.

F. AI-Generated Outputs & Telemetry

APEX uses artificial intelligence tools to generate structured outputs such as:

  • Meal breakdowns
  • Nutrition plans
  • Training program content
  • Drafted insights

To support system reliability and debugging, we may store:

  • AI request metadata (e.g., model used, token counts, latency)
  • Structured AI request and response payloads
  • Error logs associated with AI features

These records are used solely for service functionality, monitoring, and improvement.

G. Communications

We may process:

  • Athlete invite emails
  • Account setup communications
  • Temporary credential communications
  • Support messages
  • Feedback submissions

We use third-party email providers to send account-related communications.

H. Technical & Device Information

We may collect limited technical information such as:

  • IP address
  • User agent
  • Browser type
  • Device metadata
  • Timezone and locale
  • Page paths and referrer URLs
  • Platform usage analytics

This information supports security, auditing, troubleshooting, and service reliability.

4. How We Use Information

We use collected information to:

  • Provide and maintain the Services
  • Generate performance-related insights
  • Support nutrition and program planning features
  • Authenticate users
  • Maintain platform security
  • Troubleshoot and debug issues
  • Improve functionality and reliability

We do not:

  • Sell personal information.
  • Use student data for advertising.

5. AI Service Providers

APEX integrates with third-party AI providers, including:

  • OpenAI
  • Anthropic (Claude)

Information submitted through AI features may be transmitted to these providers to generate structured outputs within the platform.

We configure these providers to support the Services:

  • APEX does not permit AI providers to use submitted student data for advertising or public model training.
  • OpenAI API data sharing features are disabled in our configuration.
  • Anthropic retains API inputs and outputs for up to 30 days for abuse monitoring and security purposes under its commercial API terms.

6. Data Used for Service Improvement

We may use limited platform data to:

  • Diagnose system errors
  • Monitor AI feature performance
  • Improve reliability
  • Detect misuse or abuse
  • Analyze aggregated usage trends

This may include AI request metadata, structured logs, and debugging information.

We do not use student data for marketing profiling or cross-platform tracking.

7. Data Sharing

We may share information with trusted service providers who support our operations, including:

  • Supabase (database and authentication)
  • Vercel (hosting and performance monitoring)
  • OpenAI (AI processing)
  • Anthropic (AI processing)
  • Email service providers (account communications)

These providers process information only to support the Services.

We do not sell or rent personal information.

8. FERPA & Educational Records

For institutions subject to FERPA:

  • APEX acts as a School Official.
  • Student data is processed only at the direction of the institution.
  • The institution is responsible for obtaining any required parental consents.

Requests for access, correction, or deletion of education records should be directed to the educational institution.

9. Children Under 13

The Services are intended for use by athletes who are at least 13 years old.

Educational institutions may authorize student access in accordance with applicable law.

10. Data Retention

We retain data only as long as necessary to:

  • Provide the Services
  • Comply with contractual obligations
  • Meet legal requirements

Upon termination of a Customer agreement and written request, student data will be deleted within thirty (30) days unless retention is legally required.

11. Data Security

We implement commercially reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, disclosure, or misuse.

12. Changes to This Policy

We may update this Privacy Policy periodically.

If material changes are made, we will update the version number and "Last Updated" date.

13. Contact Information

APEX Coach AI, Inc.
2930 B Street
San Diego, CA 92102

Email: hello@apexcoachai.com