Pacific Rim Athletics — Privacy Policy

Last Updated: August 10, 2026

Pacific Rim Athletics ("PRA," "we," "us," or "our") provides in-person and online athletic training, coaching, and community services for athletes of all ages, including through our website, member dashboard, and chat application (the "Services"). This Privacy Policy explains what information we collect, how we use it, who we share it with, and the choices you and your family have.

By creating an account or using the Services, you agree to the practices described in this policy.

1. Information We Collect

Account Information

When an account is created, we collect the athlete's first and last name, gender, and a parent/guardian's email address, phone number, and a password (which we store as a one-way cryptographic hash — we never store or have access to your plaintext password).

Profile & Media

An athlete may have a profile photo. Coaches and students exchange photos and videos through the chat feature (e.g., training footage, form checks, body/move scans). This media is stored in our Google Drive.

Communications

We store the messages, photos, videos, and appointment requests sent through chat between an athlete, their coach, or their training group, so that conversation history is available to participants.

Fitness & Assessment Data

If the Body Scan / Move Scan tool is used, a photo may be submitted along with optional height, weight, age, activity level, and goal information. We use this to generate an AI-assisted visual assessment and, if requested, a calorie/macro suggestion. This is a general wellness tool, not medical advice, and the assessment is not reviewed by a medical professional unless a coach separately does so.

If the training-personality quiz is completed, we store the results (e.g., Myers-Briggs type, "16 Personalities" type, and derived training archetype).

We also track skill-level progress (e.g., strength, handstand, freerun categories) associated with the athlete's name, in coordination with our coaching staff.

Scheduling

If a session is booked with a coach, we create a corresponding event on that coach's Google Calendar and may email or text the parent/guardian a confirmation and reminders.

Technical Information

We use session cookies/tokens to keep an account logged in. If notifications are enabled, we store a push-notification subscription tied to the browser used.

2. AI-Assisted Features

Some features use third-party AI to process photos that are uploaded:

• When a photo/video is uploaded in chat, we may use an AI vision service to generate a short descriptive label for the file (e.g., "handstand hold"), used only to keep our records organized.

• The Body Scan / Move Scan tool uses an AI vision service to generate a visual assessment.

Photos submitted for these purposes are sent to our AI provider (currently OpenAI) for processing under their own data-handling terms. We do not use these photos to train third-party AI models beyond what's necessary to generate the requested result.

3. How We Use Information

We use the information above to:

• Create and manage accounts

• Deliver coaching, chat, and scheduling features

• Send appointment confirmations and reminders (email, SMS, and/or in-app)

• Send push notifications that have been opted into

• Maintain the security and integrity of the Services

• Communicate with the parent/guardian about the account or our programs

We do not sell personal information, and we do not use children's information for advertising or marketing to them.

4. How We Share Information

We share information only as needed to operate the Services:

• Coaches/Staff — see messages, media, appointment info, and progress data as necessary to train the athlete.

• Google Workspace (Drive, Calendar, Sheets) — hosts uploaded media, calendar events, and certain tracking records.

• AI processing providers (currently OpenAI) — process photos as described in Section 2.

• Close CRM — we use Close to manage our sales/coaching pipeline and to send SMS reminders on our behalf.

• Giphy — if a GIF is searched for in chat, the search term is sent to Giphy to return results.

• Legal requirements — we may disclose information if required by law, subpoena, or to protect the rights, safety, or property of PRA or others.

A coach may also save a copy of a specific chat photo/video to their own Google Drive (e.g., to build a highlight reel of a student's progress); this is an internal record-keeping feature and doesn't change who else can see the original.

We do not sell or rent personal information to third parties for their own marketing purposes.

5. Data Retention

We retain account and associated data for as long as the account is active, or as needed to provide the Services. A parent/guardian may ask us to delete an account at any time; we will delete or anonymize the associated personal information, except where we're required to retain it (e.g., financial/legal record-keeping) or where it's embedded in another user's conversation history.

6. Parent & Guardian Choices

• Access/Correction — A parent/guardian can review and update the account's profile information at any time, or by contacting us.

• Notifications — Push notifications can be disabled in browser settings. SMS reminders can be stopped by replying STOP; email reminders can be unsubscribed from via the link in the email.

• Review & Deletion — A parent/guardian can contact us at any time to review what information we have about their athlete, request corrections, or request deletion of the account and associated data.

7. Children's Privacy

Pacific Rim Athletics welcomes young athletes, and this policy is written with that in mind.

For any athlete under 13, a parent or guardian must create and manage the account, and provide consent to this Privacy Policy, before the athlete participates in the Services. We collect only the information described in Section 1 — the information necessary to provide coaching, track progress, and communicate about the account — and we do not knowingly collect more than that from a child, or use a child's information for advertising.

A parent or guardian may, at any time:

• Review the personal information we have on file for their athlete

• Request that we correct or delete that information

• Refuse to allow further collection of their athlete's information (which may mean the athlete can no longer use certain features)

To make any of these requests, contact us using the information in Section 11.

[Operational note, not policy text: this section describes our intended practice, but true COPPA compliance requires the signup flow itself to obtain and record verifiable parental consent before a child's account is created — right now the app's signup form doesn't have a distinct "parent creates account for a minor" path or a consent-capture step. That's a product change, not just a policy change, and I'd treat it as a prerequisite before this section is accurate for real under-13 users.]

8. Security

We use industry-standard measures to protect information, including password hashing and access controls limiting staff visibility to what's necessary for their role. No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

9. Your State/Regional Privacy Rights

Depending on where you live, you may have additional rights regarding personal information (for example, under the California Consumer Privacy Act or similar state laws), including the right to know what personal information we've collected, request deletion, and opt out of certain sharing. To exercise these rights, contact us using the information below.

If you are located outside the United States, please note that information will be processed in the United States, which may have different data protection laws than your home country.

10. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we'll update the "Last Updated" date above and, where appropriate, notify affected account holders directly.

11. Contact Us

If you have questions about this Privacy Policy, or want to exercise any of the parent/guardian choices above, contact us at:

Pacific Rim Athletics
Email: lee@pacificrimathletics.com
3427 Penland Parkway A2
Anchorage, Alaska 99508