1. Who we are
The Drills App is operated by SPORTS LIBRARIES LTD. The company is responsible for deciding how account information is used to provide the service. This is known as being the data controller.
- Operator
- SPORTS LIBRARIES LTD
- Privacy contact
- admin@thedrillsapp.com
- Company number
- 17506553
- Registered office address
- 8d Clay Flatts Industrial Estate, Workington, United Kingdom, CA14 3YE
This policy covers coaches using the library, account settings, session builder and calendar, and administrators managing the service.
2. Information we collect
- Account details: your name, email address, registration date and login details. Passwords are stored as salted hashes, not readable passwords. You can optionally add a club name and profile photo, and choose your preferred interface language.
- Your coaching work: favourite drills, team or group names, saved sessions, drill order, durations and notes. Calendar entries can include dates, times, locations, opponents, venues, weekly focus and training intensity.
- PDF exports: your account and saved session references, the session revision, a request identifier, the export month and time. We use these records to apply your monthly export allowance and prevent a retry of the same request from using another export. The app generates PDFs for download without retaining the generated files.
- Membership and payment information: your plan, billing option, status, dates, cancellation preference, Stripe customer and subscription references, checkout attempts, payment confirmation records, invoice references and upgrade quotes. The app uses these records to apply paid access, show billing history and manage renewal. Full card numbers and security codes are entered on Stripe pages, not stored in the app database. Sandbox payment records are kept separate from live payment records.
- Account agreement: for a new account you register yourself, the Terms version and draft status you accepted, its document fingerprint, your account reference and the recorded acceptance time. We also record your acknowledgement of the Privacy Policy, its link and the acknowledgement time from the same signup checkbox. Existing accounts keep their original evidence; missing Terms agreement or Privacy acknowledgement records are not added retrospectively.
- Plan confirmation: when you confirm a subscription plan or upgrade for payment, the Terms version provided with the plan, its document fingerprint, the confirmation time and the related account and payment references. Checkout does not ask you to repeat the account agreement checkbox. This record identifies a plan confirmation, not a new checkbox agreement.
- Purchase confirmations: a copy of the purchase confirmation and attachments, including the purchased plan, amount, payment option, renewal details, the Terms provided with the purchase and cancellation information, along with the recipient email address and sending status. These records document the agreement and help us handle purchase, cancellation and refund enquiries.
- Earlier requests to start services: where an earlier checkout recorded a separate request to start services immediately, its original wording and version, the time recorded and the related account and payment references are retained. The current checkout does not collect a separate request to start services. Account agreement and plan confirmation are not recorded as such a request, and we do not invent a request where none was made.
- Limited member activity: an event reference, your account reference, action type, date and time in UTC, a snapshot of your plan and whether the action used a paid feature. A related record or request reference may identify the action without copying its contents. We record successful account creation and login, app opening, drill opening, saving or changing sessions and groups, Calendar changes and successful PDF generation. This starts when activity recording is deployed; earlier activity is not reconstructed. These activity records do not contain IP addresses, device details, passwords, contents of coaching notes or screenshots.
- Support requests: the name and contact email you provide, topic, subject, message, request reference, submission time and open or resolved status. A request submitted while signed in also carries your account reference. A guest request is not linked to an account just because the email matches.
- Drill content: administrators can upload videos, images, filenames and coaching information. Media may include identifiable people where the uploader includes them.
- Security information: login sessions, password reset records, email verification status and time, connection IP addresses used to limit repeated attempts, and records of administrative or account changes. Verification links are stored as hashes and tied to the account email. Security records can contain an account reference and time of an action.
- Regional prices: we use your connection IP address to suggest an approximate country and check eligibility for regional prices. The country lookup runs on our server without sending your IP address to a geolocation provider. Your confirmed pricing country, currency and prices are kept with your subscription records. We check the billing country provided through Stripe against the country selected for your price.
You provide most of this information directly. An administrator can also create or update customer and membership records or invite another administrator. Account details are required to sign in and save work; a profile photo and club name are optional.
We also count drill openings to support Most viewed sorting. These aggregate totals are associated with drills and are separate from the limited activity records described above. Those records are linked to an account and can include drill openings. Separate security controls use connection IP addresses to limit repeated view requests; those addresses are not copied into member activity records.
3. How we use your information
We use information to provide the features you choose, keep your account secure and manage the service. The following describes the proposed legal bases for the service under UK data protection law, subject to the company confirming its operating arrangements.
- Providing the service, contract
- Creating and managing your account, keeping your coaching work, generating the session PDFs you request and applying your export allowance, processing the subscription or upgrade you choose, providing your purchase confirmation, managing its renewal, applying membership access and helping you sign in. These uses support the service you request from us.
- Protecting and supporting the service, legitimate interests
- Preventing repeated login attempts and abuse of the support form, investigating faults, answering general enquiries and keeping an audit of changes. Authorised administrators use limited member activity records for support, security and manual review of goodwill refund requests for accidental renewals. Our interests are in operating a secure, reliable coaching service, responding to requests for help and fairly checking whether paid features were used after a renewal. These records do not automatically decide refund eligibility or issue refunds.
- Meeting legal responsibilities, legal obligation
- Providing and recording required consumer contract information, handling applicable data rights requests and retaining information needed for accounting, tax and other legal requirements that apply to the company. The retention schedule still needs to identify the applicable periods.
Optional Meta advertising measurement on our homepage and pricing page runs only after you accept marketing cookies. Reading this policy or creating an account does not give that consent. We do not use this integration to send account details, coaching notes or payment card information.
6. Keeping and deleting data
Account details, membership and payment references, account agreement, Privacy acknowledgement, plan confirmation and any earlier recorded requests to start services, purchase confirmations, saved coaching work and administrative history remain stored until they are removed under the applicable process. A general retention and backup deletion schedule has not yet been set. Specific periods, including payment and accounting records, must be agreed before public launch. Cancelling a subscription does not erase its transaction history.
Limited member activity has an operational retention period of 90 days in the active database. Records older than 90 days are removed at service startup, during hourly cleanup and when an administrator requests activity history. Deleting the associated coach account also removes its member activity records. This period is separate from the general retention and backup arrangements that still require review; it does not promise that backup copies are erased within 90 days.
Login credentials in cookies expire as shown above. Password reset links expire after 30 minutes. Email verification links expire after 24 hours, and confirming an email invalidates its outstanding verification links. Changing the account email removes its verification status and outstanding links. Expiry stops these credentials working; it does not mean every associated security record is immediately erased. Expired security records are cleaned up during later related activity.
You can remove your profile photo, favourites and saved sessions using the available controls. Removing calendar events through the app requires Pro access; otherwise you can make a request to the company. Calendar events keep their own copy of session details, so deleting a saved session does not also delete notes copied into an event. Unpublishing an administrator's drill does not delete its original files or revision history.
PDF export records remain when a saved session is deleted and are not automatically removed when the monthly allowance resets. Their retention period still needs to be agreed. Downloaded PDFs can contain team names and coaching notes; copies saved or shared outside the app are not removed when information is deleted from the app.
Cancelling membership does not delete your account or saved work. If your account has no connected payment records, you can delete your coach account in My Account after confirming your password and the permanent deletion. This removes your account details, profile photo, login, reset and email verification records, favourites, saved sessions and notes, PDF export records, member activity records, groups, calendar events and weekly plans, local membership record, account Terms and Privacy acknowledgement record, and support requests submitted while signed in to that account. All login sessions for the account stop working.
For an account linked to Stripe, including a pending checkout or retained payment history, you cannot delete the account yourself so a payment or renewal is not left running without its account. Contact admin@thedrillsapp.com to request deletion and review cancellation and any records that must be retained. Use Subscription & billing to stop renewal. Deleting information does not itself cancel a Stripe subscription or issue a refund. For an eligible account with only a local membership, you must also confirm that membership access ends immediately when the account is deleted.
Shared drills and uploaded library media, separate administrator accounts and published Terms documents remain. Support requests sent as a guest are not automatically removed by matching an email address because that address has not been verified. Audit history retains action names, internal references and times; temporary hashed security counters expire through their normal cleanup. For help with retained information or a guest request, use Contact & Support.
Deletion removes records from the app's active database. It does not erase copies in exports, backups or external services. Backup handling and the retention of remaining records still need to be defined before public launch. These limits do not replace the company's responsibility to consider a personal data request.
Marking a support request as resolved does not delete its message or contact details. Linked requests are removed when the associated coach account is deleted; other support retention periods and deletion procedures still need to be defined. Do not include passwords, payment card details or unnecessary information about players in a support message.
7. Information about players
The Drills App is designed for football coaches and does not currently provide individual player profiles. Team names, notes and uploaded videos can still identify players, including children.
Only include information you are entitled to use for your coaching purpose. Avoid unnecessary names, contact details or health information in notes and Smart search. If an uploaded video or note identifies you and you have a privacy concern, you can raise it with the company.
8. Your rights and requests
Where UK data protection law applies, your rights can include access to your information, correcting inaccuracies, asking for deletion, restricting or objecting to certain uses, and receiving a portable copy in relevant circumstances. These rights depend on the situation and legal basis. If a use relies on consent, you can withdraw that consent.
Your right to object: where we rely on legitimate interests, you can object to our use of your personal information for reasons relating to your particular situation. Contact admin@thedrillsapp.com to explain your objection.
You can update your name, club and photo in My Account. For a request about other information, contact SPORTS LIBRARIES LTD at admin@thedrillsapp.com or through Contact & Support, which is also available without signing in. No special wording is required to make a request.
We may need enough information to verify your identity and understand the request. Do not send your password. Requests will be considered under the applicable legal requirements; deleting information from one screen may not remove a separate record that must be retained for a lawful reason.
Learn more about data protection rights from the ICO (opens in a new tab).
9. Privacy concerns
You can raise concerns with SPORTS LIBRARIES LTD at admin@thedrillsapp.com or through Contact & Support. If UK data protection law applies, you can also raise a complaint with the Information Commissioner's Office (opens in a new tab). Other applicable jurisdictions may provide a right to complain to your local data protection authority.
10. Changes to this policy
This policy will need to be updated when the app's services or data handling change, including before enabling new production providers. The date at the top identifies the latest revision. The draft label will remain until the missing business and operating details have been completed and reviewed.