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 [email protected] 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 do not have 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, we send your text and the assistant’s reply to OpenAI through its API. OpenAI uses them to generate an answer. If you deliberately select Talk to Buddy and grant microphone permission, we transmit your audio to OpenAI. OpenAI processes it in real time to 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. We may retain a redacted text transcript and limited session information to check answers, protect the service, control costs and improve it. 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 it does not use API data to train its models by default. The account holder must explicitly opt in to allow this.
Chat records and retention
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. The website automatically deletes local Buddy chats and redacted live-voice transcripts after its 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 people use the website. 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 it discards the raw IP address before logging or storing it. 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 it retains Jetpack Stats logs containing visitor IP addresses 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. We treat a town, venue or preferred coaching location that you type into an enquiry as information you choose 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. Please share any necessary sensitive information 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. When we transfer UK personal information 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
We may use strictly necessary technologies for security, site operation, rate limiting and remembering privacy choices. You do not need optional analytics cookies to use the website. We activate them only after you 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 [email protected] 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 we handle your information, 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. We will show material changes on this page with an updated date.