Privacy Policy

Who ProgramHQ is for

ProgramHQ is a professional network for athletic coaches and school athletic staff. You must be at least 18 years old to create an account. ProgramHQ is not directed to children, and we do not knowingly collect information from anyone under 13.

Information we collect

• Account information: your name and email address, handled through our authentication provider, Clerk.
• Profile information you provide: profile photo, bio, credentials, coaching roles and history, region and state, account type, coaching-tree relationships, and contact preferences.
• Content you create: posts, comments, play diagrams (Chalk Talk), direct messages, job postings, and job applications.
• Usage information: privacy-friendly analytics about how the site is used, via Vercel Analytics.
• Technical logs: error and performance data via Sentry, used to keep the app working.

How we use your information

• To operate the platform and show your profile and content to other coaches according to your visibility settings.
• To deliver in-app and email notifications you have not opted out of.
• To review job postings and moderate content.
• To keep the service secure, troubleshoot problems, and improve it.

How your information is shared

We do not sell your personal information.

• Other users see the parts of your profile and content you choose to make visible. Your visibility settings control your contact information and your “open to opportunities” signal.
• Service providers that operate the platform for us: Clerk (accounts and login), Railway (database hosting), Resend (email delivery), UploadThing (image storage), Vercel (hosting and analytics), and Sentry (error monitoring). They may process your data only to provide their service to us.
• Legal reasons: when required by law, or to protect the safety, rights, or property of our users or the platform.

Cookies

ProgramHQ uses cookies that are necessary to keep you signed in (via Clerk) and privacy-friendly analytics cookies (via Vercel). We do not use advertising cookies.

Email

We send transactional messages such as posting approvals and new-message alerts. Every notification email includes a one-click unsubscribe link, and you can manage email preferences in Settings at any time.

Data retention and deletion

• You can edit or delete your own content at any time.
• When you delete your account, it enters a 30-day recovery window during which it can be restored. After that, it is removed from the live application.
• Deleting your account anonymizes your record — your name and contact information are removed — while some underlying structure (such as coaching-tree placements and posts) may remain, shown as “Deleted User,” so the network stays intact for others.
• Residual copies may persist in encrypted backups for up to 90 days before rolling off.

Your choices and rights

• Edit your profile and visibility settings, or delete your content, at any time.
• Unsubscribe from emails using the link in any email or the toggle in Settings.
• Request access to, correction of, or deletion of your personal data by emailing admin@theprogramhq.com.
• Texas residents: the Texas Data Privacy and Security Act may give you rights to access, correct, delete, or obtain a copy of your personal data, and to appeal a decision. To exercise these rights, email admin@theprogramhq.com.

Security

We use reputable providers and reasonable safeguards to protect your information. No online service can be guaranteed perfectly secure, but we work to keep your data safe.

Business transfers

If ProgramHQ is reorganized, merged, acquired, or its assets are transferred, your information may be transferred to the successor, which will remain bound by this policy for the information it receives.

Changes to this policy

We may update this policy from time to time. We will post the new version here and revise the “last updated” date above.