Privacy policy

Last updated: 25 September 2026

This policy explains how Plan&Care Sports Oy processes personal data on the CoachTools marketing website and through its contact, trial request, support and feedback forms. It covers the website and its forms. Processing of athlete and team data within the CoachTools application is outside the scope of this website policy.

1. Data controller

Plan&Care Sports Oy
Finnish Business ID: 2845110-2
Lahti, Finland

Privacy contact:
Ari-Pekka Piiparinen
dev@coachtools.net

2. Personal data we process

We process information you provide through a website form or when contacting us in another way. This may include:

  • your name and contact details, such as email address and phone number
  • your role and the name of your organisation, club or company
  • the content of your enquiry, trial request, support request or feedback
  • other information you choose to provide.

The website and forms may also process technical information such as an IP address and logs needed for security and operation. We ask for information relevant to the purpose of each form. Please avoid entering sensitive information into free-text fields unless it is necessary for us to handle your request.

3. Purposes of processing

We process personal data to:

  • respond to enquiries and arrange demonstrations
  • handle trial requests and steps requested before entering into a contract
  • handle support requests and feedback
  • manage customer and partner relationships
  • improve our services based on feedback
  • maintain the operation and security of the website, forms and related services
  • comply with legal obligations where applicable.

The legal basis depends on the purpose of processing:

  • Legitimate interests (Article 6(1)(f) GDPR): we respond to enquiries, manage customer and partner relationships, handle feedback and maintain the operation and security of the website and forms. We also assess the rights and interests of the individuals concerned.
  • Performance of a contract or steps before entering into one (Article 6(1)(b) GDPR): we process data where necessary to take steps you request before a contract or to perform a contract.
  • Legal obligation (Article 6(1)(c) GDPR): we process data where required by law.
  • Consent (Article 6(1)(a) GDPR): where processing relies on consent, we ask for it separately. You may withdraw consent at any time without affecting processing carried out lawfully before withdrawal.

5. Forms and Tally

We use Tally to provide forms on the website. Plan&Care Sports Oy is the controller of form responses, and Tally processes those responses on our behalf. Tally may use subprocessors to provide its service.

According to Tally, form data is stored in Europe and encrypted in transit and at rest. Tally’s Data Processing Agreement (DPA) applies to professional users under its terms. Its use of subprocessors may affect where data is processed; see section 7.

For more information, see Tally’s privacy notice and GDPR information.

6. Recipients

In addition to Plan&Care Sports Oy, service providers we use for the website, forms, communications and security may process personal data to the extent necessary to provide those services. We may disclose data to public authorities when required by law.

7. Transfers outside the EU or EEA

Where possible, we use providers that process data in the EU or EEA. However, the use of service providers and their subprocessors may involve processing or transfers outside these areas. In such cases, we ensure that an appropriate transfer mechanism and required safeguards under applicable data protection law are in place, such as European Commission standard contractual clauses where needed.

8. Retention

We keep personal data only for as long as necessary for the purpose for which it was collected, to handle the matter and any follow-up, or as required by law. We then delete or anonymise it unless there is another basis for keeping it, such as establishing, exercising or defending a legal claim.

9. Cookies and technical data

The website or connected services may use cookies or similar technologies necessary for operation and security. If we use non-essential cookies or similar technologies, we request consent where required by applicable rules. You can also manage cookies through your browser settings. Technical logs may be generated when you use the website and forms to support their operation and security.

10. Security

We use appropriate technical and organisational measures to protect personal data. Access is restricted to people and service providers who need the data to perform their duties.

11. Your rights

Subject to applicable law and the conditions for each right, you may:

  • request access to your personal data
  • request correction of inaccurate or incomplete data
  • request erasure or restriction of processing
  • object to processing based on legitimate interests
  • request portability of data you provided when the conditions for that right are met
  • withdraw consent at any time where processing is based on consent.

Send requests to dev@coachtools.net. We may ask for additional information to verify your identity. We handle requests within the time limits set by applicable data protection law.

12. Right to lodge a complaint

If you believe your personal data has been processed contrary to data protection law, you may lodge a complaint with a competent supervisory authority. In Finland, this is the Office of the Data Protection Ombudsman.

13. Personal data breaches

If a personal data breach occurs, we assess its impact and take the measures needed to address it. We notify the supervisory authority and affected individuals when required by the GDPR.

14. Changes to this policy

We may update this policy when our processing, service providers or applicable law changes. We publish the current version here with its update date.