Privacy statement

Who this applies to

This Statement applies to visitors to our marketing site, authenticated users (for example coaches and staff), and information processed on behalf of organizations (for example universities or clubs) that subscribe to or pilot the Service. Where your school or employer has a separate agreement with Rhynai, that agreement may add or supersede certain terms; this Statement still describes our baseline data practices.

Information we process

Depending on how you use the Service, we process categories such as:

• Account and identity data — name, email, organization affiliation, authentication identifiers, role signals, and session data needed to sign in and enforce access.
• Program and performance data — roster-related inputs, performance marks, training or plan content, files or imports your staff upload, and operational metadata (for example who changed what and when) required to run collaboration and reporting features.
• Technical and security data — IP address, device and browser signals, timestamps, diagnostic logs, and abuse-prevention signals needed to operate, secure, and improve reliability of the Service.
• Billing data — if you purchase paid offerings, payment-related information processed by our payment processor; Rhynai does not store full payment card numbers on our own servers.
• Optional AI-assisted features — where enabled, prompts or plan text you submit may be sent to an AI provider strictly to generate or refine outputs you request; we do not use that content to train public models, and we configure processing consistent with our agreements and this Statement.

How we use information

We use the information above to:

• Provide, maintain, and improve the Service, including features your role is allowed to access.
• Authenticate users, enforce organization boundaries, and protect against fraud and misuse.
• Provide customer support and service communications (for example billing, security, or product notices).
• Comply with law, respond to lawful requests, and protect the rights and safety of users and Rhynai.
• Analyze aggregated or de-identified usage in a way that does not identify individuals, to guide product decisions.

We do not sell personal information and we do not use student or athlete data for third-party marketing.

Legal basis (where applicable)

Depending on jurisdiction, we rely on processing that is necessary to perform our contract with you or your organization, that is in our legitimate interests (for example securing the Service), and/or that is required by law. Where consent is required, we will request it in context (for example before enabling an optional integration).

Sharing and subprocessors

We share information with vendors that process data on our behalf to host the application, deliver email, process payments, provide analytics and error monitoring, run backups, and—when enabled—invoke AI inference providers. We impose contractual obligations consistent with this Statement. We may also disclose information if required by law, to respond to lawful process, or to protect Rhynai, our users, or the public from harm.

Schools, minors, and institutional records

Rhynai is a coaching and performance tool; it is not a district or university system of record. Your institution remains responsible for compliance with applicable education privacy laws (for example FERPA) and for deciding what data is appropriate to enter. Organizations should obtain appropriate consents and authorizations under their policies. If we learn we have collected information from a child under 13 in a manner that violates applicable law, we will take steps to delete it where required.

Security

We implement administrative, technical, and organizational measures appropriate to the risk, including encryption in transit, access controls aligned to organization membership, and operational monitoring. No online service can guarantee absolute security; you should use strong credentials and protect organizational access paths.

Retention

We retain information for as long as needed to provide the Service, meet legal and accounting obligations, resolve disputes, and enforce agreements. Retention periods may differ by data type and by contract. Backup copies may persist for a limited period after deletion requests consistent with our technical and legal requirements.

Your choices and requests

You may request access, correction, or deletion of personal information we hold, subject to law and your organization's legitimate interests (for example coaches may need to work through an admin for roster-related data). You may export certain data where the product provides export features. To exercise rights or ask questions, contact us using the email addresses below.

International transfers

Our infrastructure and subprocessors may be located in the United States or other countries. Where we transfer personal data across borders, we use safeguards appropriate to the jurisdictions involved (for example contractual clauses where required).

Changes

We may update this Statement from time to time. We will post the revised version on this page and update the effective date. Material changes may also be communicated through the Service or by email where appropriate.

How to contact Rhynai

Privacy questions: support@rhynai.com. Commercial or procurement questions: sales@rhynai.com.