HeyVoca
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Effective date: July 13, 2026
HeyVoca ("HeyVoca," "we," "us," or "our") provides a coaching concierge service for coaches and academies. This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices available to you when you use heyvoca.app and our related services, including our WhatsApp-based coaching workflow (together, the "Service").
This policy applies to coaches, academies, and administrators who use HeyVoca directly (our "Customers"), as well as to players and students whose information Customers submit through the Service (each a "Player").
If you are a Customer, you are responsible for having a lawful basis to share Player information with us, and for informing Players about how their information is used, consistent with this policy.
Information we collect
1.1 Information you provide directly
Account information: name, email address, phone number, coaching business or academy name, and password or login credentials.
WhatsApp voice notes: audio recordings coaches send after coaching sessions, which may describe session content, player performance, and coaching notes.
Player information: names, contact details, session history, skill assessments, and any other information a coach includes in a voice note or enters into the Service about a Player.
Payment information: if you subscribe to a paid plan, billing details are collected and processed by our payment processor (see Section 4). We do not store full card numbers ourselves.
Communications: messages you send us for support, feedback, or inquiries.
1.2 Information collected automatically
Usage data: pages visited, features used, timestamps, and interactions with the Service.
Device and log data: IP address, browser type, device identifiers, and operating system.
Cookies and similar technologies: used on our website for analytics and to remember basic preferences. See Section 7.
1.3 Information generated by the Service
Transcripts: text generated from voice notes using automated transcription.
Structured session data: information extracted from transcripts, such as drills covered, performance notes, and progress indicators.
AI-generated plans and reports: next-session plans for coaches and progress reports for Players, generated based on the above.
How we use information
We use the information we collect to:
Provide, operate, and maintain the Service, including transcribing voice notes and generating session plans and progress reports, Create and manage Customer accounts, Send Players progress reports on behalf of Customers, Improve and develop the Service, including how well our transcription and plan generation work Communicate with Customers about their account, updates, or support requests, Monitor for misuse, fraud, or security issues, Comply with legal obligations
We do not sell Player or Customer personal information.
We use voice notes and transcripts to generate the specific outputs requested (session plans, progress reports). We may use de-identified or aggregated data to improve our models and Service; where any identifiable data is used for this purpose beyond providing the Service, we will describe that use and any opt-out here as it is enabled.
Legal basis for processing (for users in regions where this applies, e.g. UK/EU)
Where applicable law requires a legal basis, we rely on:
Performance of a contract — to provide the Service to Customers Legitimate interests — to maintain, secure, and improve the Service Consent — where required, such as certain uses of cookies, or where a Customer or Player provides explicit consent Legal obligation — where we must retain or disclose information to comply with the law
How we share information
We share information with:
Service providers, including:
WhatsApp / Meta Platforms, to send and receive messages AI and transcription providers, to convert voice notes into text and generate plans and reports Cloud hosting and database providers, to store and process data Payment processors, to handle billing Analytics providers, to understand usage of our website and Service
Within a Customer's organization — a Player's information may be visible to coaches and staff at the academy that submitted it Legal and safety purposes — if required by law, legal process, or to protect the rights, property, or safety of HeyVoca, our users, or others Business transfers — if HeyVoca is involved in a merger, acquisition, or asset sale, information may be transferred as part of that transaction, subject to this policy or a policy at least as protective
We require our service providers to protect information consistent with this policy and only use it to perform services for us.
Data retention
We retain voice notes, transcripts, and derived data for as long as needed to provide the Service to the relevant Customer, and afterward for a limited period to allow for account recovery, support, and legal compliance.
Coaches and academies can request deletion of Player information at any time (see Section 8). Raw voice notes are retained only as long as necessary to produce transcripts and outputs, after which we may delete the original audio while retaining the derived text data, unless a shorter or longer period is requested or required.
Voice notes are deleted after 90 days; transcripts and session data are retained for the life of the account plus 12 months.
International data transfers
HeyVoca and our service providers may process and store information in countries other than the one in which you or your Players are located. Where required, we use appropriate safeguards (such as standard contractual clauses) for transfers of personal information across borders.
Cookies and analytics
Our website uses cookies and similar technologies to:
Remember basic preferences
Understand aggregate usage of the site (e.g. via Google Analytics or similar tools)
Measure the effectiveness of marketing campaigns, including ads run through Meta
You can control cookies through your browser settings. Disabling cookies may affect some website functionality.
Your rights and choices
Depending on your location, you may have the right to:
Access the personal information we hold about you
Correct inaccurate information
Request deletion of your information
Object to or restrict certain processing
Request a copy of your information in a portable format
Withdraw consent, where processing is based on consent
Customers (coaches/academies) can exercise these rights for their own account information directly, and can request deletion or export of Player information they've submitted by contacting us.
Players who wish to exercise these rights should contact the coach or academy that submitted their information, or contact us directly at the email below and we will coordinate with the relevant Customer.
To make a request, contact us at [INSERT PRIVACY CONTACT EMAIL].
Children's and minors' information
HeyVoca is intended for use by coaches and academies, not directly by children. Some Players whose information is submitted by coaches may be minors. Coaches and academies are responsible for ensuring they have appropriate parental or guardian consent, and any other legal authorization required, before submitting a minor's information through the Service.
We do not knowingly permit minors to create HeyVoca accounts or interact with the Service directly. If you believe a minor has provided us with personal information directly (outside of a coach submitting it on their behalf), please contact us so we can address it.
Security
We use reasonable technical and organizational measures designed to protect information from unauthorized access, use, alteration, or disclosure. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
Changes to this policy
We may update this Privacy Policy from time to time. If we make material changes, we will notify Customers by email or through the Service, and update the "Last updated" date above.
Contact us
If you have questions about this Privacy Policy or how we handle information, contact us at:
Email: hello@heyvoca.com