Privacy Policy
Kadans helps coaches keep their lessons and payments straight, and lets students see what’s next and what they owe. This policy explains what we collect, why we collect it, who we share it with, and the choices you have. It covers the Kadans mobile app and the usekadans.com website.
In plain terms: we collect what we need to run the app, we don’t sell your data, and we don’t use advertising trackers. The rules for using Kadans itself are in the terms of use.
Coaches and students
Two kinds of people use Kadans. Coaches run their roster, schedule, and money. Students link to a coach and see their own schedule and balance.
For the records a coach keeps about their students (names, fees, lessons, notes), the coach decides what to record and is responsible for it — we hold and process that information on the coach’s behalf. For your account and how the app is used, Kadans decides the purpose and is responsible.
What we collect
Account and sign-in
You can sign in with Apple or Google, or start anonymously. When you use Apple or Google, the provider gives us a stable identifier so we can recognise you on your next visit, and your name if you choose to share it. We never see your password.
We store your account identifier(s), your role (coach or student), your display name and sport (coaches), and your currency preference.
If the provider passes on an email address, we store it as your contact address, so we can reach you about your subscription, a security or service incident, and occasional news about the app — you can tell us to stop sending the last of these at any time. Apple may give us a private relay address instead of your real one; either way it stays contact information only. Your account is found and linked by the provider’s identifier, never by your email address.
Your subscription
Kadans is a paid app, but the purchase happens in the App Store or Google Play — we never see your card details and we take no payment ourselves. What we do store is what the store tells us about the subscription: which plan you bought, its status (trialing, active, expired, refunded), when the paid period ends, whether it was a sandbox or a real purchase, and the store’s own identifiers for the purchase (Apple’s original transaction id, Google’s purchase token). We keep the raw notifications the stores send us for a short while so a billing problem can be traced and replayed.
We need this to know whether your subscription is live — that, and nothing else, is what it’s used for.
What coaches record
If you coach, you can record:
- Students on your roster and the fee you set for each.
- Groups, their members, and the group fee.
- Lessons — date, time, venue, fee, court rent, and the outcome (done, paid, owed, postponed, or cancelled).
- Notes on a lesson, which you can keep private or share with the student.
- Venues where you coach and their rates.
- Prepaid lesson packages and their prices.
- A phone number for a student, when one came in through your booking link and left it.
This is your business record. As a coach, you’re responsible for the accuracy of what you enter and for having the right to record it.
Invites and connections
To connect a student to a coach we use a short invite code and store the confirmed coach–student link. Unclaimed invites expire on their own (see How long we keep it).
Asking a coach for a lesson
A coach can share a public booking link. You don’t need an account to use one: you pick an open slot and give a name, and a phone number if you want the coach to be able to reach you. That goes to the coach as a request — nothing is booked until they accept it, and if they do, the name and phone you left become their record of you.
We also keep a one-way hashed signature of the network you submitted from, so a flood of fake requests can be blocked without storing a bare IP address against a named person. Requests are deleted automatically (see How long we keep it).
Your camera
Scanning an invite QR code uses your camera, with your permission. The image is read on your device to get the code out of it — no photo or video is sent to us or stored anywhere.
How the app is used
To understand what’s working and improve the app, we record in-app events — for example which screens are viewed or that a lesson was recorded — along with the action name, whether you’re signed in, timestamps, and basic device context (operating system, app version, and language). These events are designed to carry no sensitive details: we keep names, contacts, and amounts out of analytics. We don’t use third-party advertising trackers.
Opening an invite link
When you open an invite or download link on the web, we record a privacy-preserving footprint so we can take a fresh install to the right coach. We don’t store your raw IP address — only a one-way hashed signature of network and device signals — together with the referral or campaign tags and approximate device info (platform, OS version, language, timezone). It’s deleted automatically.
Feedback you send us
If you use “Send feedback” in the app, we keep what you wrote, along with your account id, whether you’re a coach or a student, and the app version and platform you were on, so we can act on it. Unlike analytics, this is free text: whatever you type is what we store, so please leave out details about other people that we don’t need. Only our team reads it, we don’t reply through it, and it’s deleted automatically (see How long we keep it).
Keeping you signed in
We keep hashed session tokens so you stay signed in and can sign out securely, and we log requests for reliability and abuse prevention.
How we use it
- Run the app — your account, a coach’s records, a student’s schedule and balance, and the invites that connect you.
- Keep it working and safe — sign-in, preventing abuse, and fixing problems.
- Manage your subscription — checking with Apple or Google whether it’s live, and reaching you about it.
- Improve it — understanding usage in aggregate, without identifying you.
We do not use your information for advertising, and we do not sell it.
Legal bases
Where the EU/UK GDPR or Türkiye’s KVKK applies, we rely on: performing the contract (providing the app you signed up for); our legitimate interests (security, preventing abuse, and improving the product), weighed against your rights; and your consent where it’s required. You can object to or withdraw consent where that basis applies.
Who we share it with
We don’t sell your data or share it for advertising. We rely on a small set of service providers to run Kadans, who process data only on our instructions and under their own security terms:
- Apple and Google — sign-in, when you choose to use them, and the App Store and Google Play as the sellers and payment processors for a subscription. They handle the payment under their own privacy policies, and tell us only what the subscription’s status is.
- MongoDB Atlas — the database that stores your data.
- Vercel — hosting and delivery of the app’s backend and this website.
We may also disclose information if the law requires it, or to protect the rights and safety of our users and the public.
Where data is processed
Our providers may process data in other countries. Where a transfer is subject to the GDPR or KVKK, we rely on appropriate safeguards, such as standard contractual clauses or the provider’s own approved transfer mechanism.
How long we keep it
- Your account and a coach’s records (roster, lessons, packages, links): kept while your account is active, and removed when you delete your account or ask us to.
- Unclaimed invites: deleted automatically after 30 days.
- Booking requests sent through a coach’s public link: deleted automatically after 45 days. If a coach accepts one, the roster record it created is theirs and follows the line above.
- Subscription records: kept while your account is active, so we can tell whether it’s live. The raw billing notifications behind them are deleted automatically after 90 days.
- Usage analytics and web-install footprints: deleted automatically after about 18 months — sooner once a footprint is matched to an install (within 30 days).
- Feedback you send us: deleted automatically after about 18 months.
- Session tokens: kept for the life of the session and the revocation list, then removed.
Your rights and choices
Depending on where you live (for example under the GDPR or KVKK), you can ask to access, correct, export, or delete your personal data, and object to or restrict certain uses.
- Export. A coach can download their whole account — roster, lessons, venues, packages, groups — as a plain JSON file from the app, without asking us for it.
- Delete. You can delete your account from inside the app — More → Account for coaches, Profile for students. It removes your account and the records tied to it, and it can’t be undone. If a coach recorded you on their roster, deleting your account detaches you from it but leaves their own record of the lessons, which is theirs to keep or remove.
- For anything else, email us at info@deepnodestudios.com.
- If a coach has recorded you on their roster, that coach controls those records — contact your coach, or reach us and we’ll help route the request.
- You can unlink a coach–student connection in the app.
We respond within the time the applicable law allows.
Children
Signing up for yourself requires meeting the minimum age of your Apple or Google account and of our service; we don’t knowingly create accounts for children under 13 (or the minimum age in your country). A coach may record students who are minors as part of their roster — the coach is responsible for recording only what’s necessary and for obtaining any consent a parent or guardian must give. If you believe a child’s data is in Kadans without the right consent, contact us and we’ll remove it.
How we protect it
We use encryption in transit, hashed tokens, access controls, and data minimisation — for example hashing IP addresses and keeping sensitive details out of analytics. No system is perfectly secure, but we work to protect your information and to respond quickly when something goes wrong.
Changes to this policy
We may update this policy as the app changes. We’ll update the “Last updated” date above, and for significant changes we’ll give a more visible notice.
Contact
Kadans is operated by DEEP NODE STUDİOS YAZILIM VE TEKNOLOJİ LİMİTED ŞİRKETİ, based in Istanbul, Türkiye — the data controller for your account and how the app is used.
Questions, or an access or deletion request? Email info@deepnodestudios.com.