This Notice explains how artificial intelligence (“AI”) is used within the AI Coach Platform, including:

• What data the AI processes
• What outputs it generates
• Limitations
• Safeguards
• Your rights under UK GDPR

The AI system:

• Analyses participant methodology notes
• Processes session plans
• Uses player IDPs and development goals
• Identifies gaps or inconsistencies
• Suggests coaching ideas or planning responses
• Helps structure training methodology

The AI does not:

• Make coaching decisions
• Produce fixed or deterministic outcomes
• Score or rank coaches or players
• Profile individuals for automated decisions

All outputs are advisory.

The AI may process:

• Coaching methodology content
• Session plans
• Player information (name, age group, position, IDP, session attendance)
• Performance notes
• Tactical frameworks
  
• Chat interaction history

The AI does not require or process:

• Sensitive data (health, ethnicity, religion) unless optionally provided
• Behavioural profiling for decisions
• Biometrics

Processing is based on:

• 4.1 Contractual necessity – required to deliver the Platform.
• 4.2 Legitimate interests – improving the quality and relevance of prompts.
  
• 4.3 Consent – required for minors’ data or optional features.

The system uses:

• Natural language processing
• Pattern recognition
  
• Structured prompt engineering

The AI:

• May occasionally produce inaccurate or incomplete suggestions
• Is not a substitute for professional coaching judgment
• Cannot account for real-time player conditions
• May rely on user-entered data that is inaccurate or incomplete

Users must verify all outputs.

Every AI output must be interpreted and validated by the coach. The Platform is designed to assist, not replace, human expertise.

We apply:

• Input filtering to prevent upload of excessive or sensitive data
• Child data protection rules
  
• Anonymisation options
• Secure processing and encryption
• Staff access controls

AI-generated outputs are retained:

• Only for the duration of your license to use the AI Coach platform unless extended
  
• Deleted or anonymised following licence expiry
  

Users can manually delete player data at any time.

You may request:

• Access to your data
• Correction of inaccurate data
  
• Deletion (“right to be forgotten”)
• Restriction of processing
• Explanation of how AI outputs were generated
  
• Human review if you believe any AI inference is incorrect
  

For concerns, contact hello@viaacademy.com

Updates will be shared via:

• Email
• Website update
  
• Platform notice