Last updated: 15 September 2026
This privacy policy explains how Coach Calli handles personal information when you use coachcalli.co.uk, contact us, subscribe to updates, use the Ask Coach Calli assistant or choose a linked service.
Who we are
Coach Calli provides personal padel and squash coaching and is the data controller for the personal information described in this notice. For privacy questions, email info@coachcalli.co.uk or contact Coach Calli on WhatsApp at +44 7871 785250.
Information we collect
- Details you send in an enquiry, such as your name, contact details, preferred sport, venue, availability and coaching requirements.
- Questions, answers and redacted transcripts created through the Ask Coach Calli assistant, together with a pseudonymous conversation identifier, conversation type, page context, session duration, AI model used, token or connected-time usage, outcome information and an estimated cost.
- Your email address, subscription status and limited delivery or engagement information when you subscribe to website or newsletter updates.
- Booking, payment and service information if you choose to use a linked booking or payment service.
- Messages and related account information when you contact Calli through WhatsApp or email.
- Technical, security and website-use information, such as IP address, device and browser details, pages visited, referring page, timestamps, cookie identifiers and approximate country, region or city where analytics is enabled.
How and why we use information
- Enquiries and coaching: to respond, recommend a suitable service and arrange or deliver coaching. The lawful basis is taking steps at your request and performing a contract.
- Website, security and service improvement: to operate the site, prevent abuse, understand performance and improve services. The lawful basis is our legitimate interests in running and protecting Coach Calli, balanced against your rights.
- Optional analytics and newsletters: where consent is required, we rely on your consent. You can change your cookie choice or unsubscribe from emails at any time.
- Legal and safeguarding requirements: to meet applicable accounting, tax, insurance, legal or safeguarding obligations.
You are not required to use the AI assistant, accept optional analytics or subscribe to updates. If you do not provide the contact and coaching information needed for an enquiry, we may be unable to respond or arrange a session.
Ask Coach Calli and artificial intelligence
When you use Ask Coach Calli, the text you submit and the assistant’s reply are sent to OpenAI through its API to generate an answer. If you deliberately select Talk to Buddy and grant microphone permission, your audio is transmitted to OpenAI and processed in real time so the service can understand you and return a spoken response. Microphone access does not start automatically. You can mute, end the conversation or switch to text at any time.
Coach Calli does not store raw microphone recordings. A redacted text transcript and limited session information may be retained for answer checking, security, cost control and service improvement. This can include connected time, visitor and assistant speech duration where available, the page that started the conversation, broad sport or venue context, whether a fallback or error occurred, and estimated usage cost. OpenAI may process prompts, audio, replies and limited technical information to provide and protect the service. OpenAI states that API data is not used to train its models by default unless the account holder has explicitly opted in.
Authorised Coach Calli website administrators can review chat records to check answers, understand usage and improve the assistant. The local chat log stores the conversation, a pseudonymous conversation identifier, model and token usage, and an estimated cost. It does not store a readable IP address or precise location. Local Buddy chat and redacted live-voice transcript records are automatically deleted in line with the website’s configured retention period, currently 180 days. OpenAI may retain API prompts and responses in abuse-monitoring logs for up to 30 days unless a different approved data-control setting or a legal requirement applies.
The assistant provides general information only. It may be incomplete or incorrect and does not confirm prices, qualifications, appointment times or availability. It does not make decisions that have legal or similarly significant effects. Using live voice is optional: text chat remains available, and you can contact Calli directly through WhatsApp when human confirmation is needed. Do not speak or type health, safeguarding, financial, confidential or other sensitive personal information into the assistant.
Analytics and location information
Google Analytics and Jetpack Stats help us understand how the website is used. Depending on your consent choice and the service configuration, this can include a cookie or pseudonymous identifier, device and browser information, pages viewed, referral information, timestamps and an approximate geographic area.
Google Analytics uses an IP address at collection time to derive coarse location information such as country, region and city, then states that the raw IP address is discarded before it is logged or stored. Jetpack Stats may receive an IP address, user agent, visiting and referring URLs, timestamp, browser language and country code; Coach Calli sees aggregated reporting rather than an identifiable visitor record. Automattic states that Jetpack Stats logs containing visitor IP addresses are retained for 28 days.
The Coach Calli website does not request your device’s GPS position, record precise live location or track your location in the background. A town, venue or preferred coaching location that you type into an enquiry is treated as information you have chosen to provide.
Junior players and safeguarding
If an enquiry concerns a junior player, a parent or guardian should normally contact Coach Calli and provide only the information needed to arrange coaching safely. Children should not use the AI assistant to share personal, health or safeguarding information. Any necessary sensitive information should be shared directly with Calli through an agreed private channel.
Services we use and information sharing
We use service providers only where needed to operate Coach Calli. These may include the website host and WordPress security services; Automattic for WordPress.com, Jetpack Stats and newsletter delivery; Google for Analytics and Site Kit; OpenAI for the AI assistant; and Meta when you choose WhatsApp. If you choose a linked booking or payment service, that provider processes the information you submit under its own privacy terms.
We do not sell personal information. We may disclose information where required by law, to protect people or the service, or to professional advisers where reasonably necessary and subject to confidentiality.
International transfers
Some service providers may process information outside the UK. Where UK personal information is transferred internationally, we rely on an applicable UK adequacy regulation, the UK International Data Transfer Agreement, the UK Addendum to approved standard contractual clauses, or another lawful safeguard. You can contact us for more information about the safeguard relevant to your information.
Cookies and similar technologies
Strictly necessary technologies may be used for security, site operation, rate limiting and remembering privacy choices. Optional analytics cookies are not required to use the website and are activated only after consent through the cookie controls. You can accept, reject or later change your non-essential cookie choice.
Opening WhatsApp or another linked service takes you to that provider, which may use its own cookies and process information under its own privacy notice.
How long we keep information
- Local Ask Coach Calli text chats and redacted live-voice transcripts and session analytics: the configured retention period, currently 180 days.
- OpenAI API abuse-monitoring logs: up to 30 days unless a different approved control or legal requirement applies.
- Jetpack Stats logs containing identifiable visitor information: Automattic states 28 days; aggregated statistics may remain available for longer.
- Newsletter subscriptions: until you unsubscribe, followed by the minimum record needed to honour the opt-out.
- Enquiry and coaching records: only as long as reasonably needed to provide the service, manage the relationship and deal with queries or claims.
- Financial, legal, safeguarding and insurance records: for the period required by the applicable obligation.
- Security, server and rate-limit logs: for the limited period set by the host or security provider, or longer where needed to investigate an incident.
Security
We use reasonable technical and organisational measures to protect personal information, including restricted administrative access, secure connections and security monitoring. No internet service is completely secure, so please use an appropriate private contact method for sensitive matters.
Your rights
Depending on the circumstances, you may ask for access to your personal information, correction, deletion, restriction or portability, or object to its use. Where processing relies on consent, you may withdraw that consent at any time without affecting earlier lawful processing. You also have the right to complain to the UK Information Commissioner’s Office.
Contact and complaints
For privacy questions or requests, email info@coachcalli.co.uk or contact Coach Calli on WhatsApp at +44 7871 785250. We may need to verify your identity before completing a request.
If you are unhappy with how your information is handled, please contact Coach Calli first. You can also complain to the UK Information Commissioner’s Office at ico.org.uk/make-a-complaint.
Changes to this notice
We review this notice when the website, AI assistant, analytics, newsletter, booking arrangements or privacy practices change. Material changes will be shown on this page with an updated date.