This Privacy Policy explains how [ORGANIZATION/COMPANY NAME] (“we,” “us,” “our”) collects, uses, shares, and protects information through [PRODUCT NAME] (the “Service”), including our website at [WEBSITE URL], our administrative tools, and our companion mobile applications (collectively, the “Platform”). The Platform is used by sports organizations to manage leagues, divisions, teams, rosters, events, and related communications for administrators, coaches, players, and guardians.
By using the Platform, you agree to the collection and use of information as described in this policy. If you are a parent or guardian, this policy explains how we handle information about your child.
1. Information We Collect
Account information. When an administrator, coach, or guardian creates an account, we collect information such as name, email address, and login credentials.
Player and roster information. Organizations may enter information about players (who may be minors), including name, date of birth, team and division assignments, guardian relationships, and contact details, in order to manage rosters, seasons, and events.
Guardian relationships. We store the relationship between a guardian account and the players they are associated with, so that guardians can view relevant schedules, events, and communications.
Photos. Organizations, coaches, or guardians may upload photos of players or team members (for example, roster or team photos). We store these photos as part of the organization's records.
Communications. If the Platform includes messaging or conversation features, we store the content of those messages and metadata (such as sender, recipient, and timestamp) to deliver and display them.
Event and attendance data. We collect information about scheduled events, RSVPs, and attendance so that organizations can plan and track participation.
Usage and device information. We may automatically collect technical information such as IP address, device type, app version, and log data to operate, secure, and improve the Platform.
We do not knowingly collect information directly from children; information about minor players is provided and managed by their parent, legal guardian, or an authorized organization administrator or coach, not by the minor.
2. Children's Privacy
We are aware that the Platform stores information about minors that is provided by their parents, legal guardians, or organization administrators/coaches acting on behalf of the organization, rather than collected directly from the child. Where applicable law (such as the U.S. Children's Online Privacy Protection Act, “COPPA”) requires verifiable parental consent for the collection of a child's personal information, organizations using the Platform are responsible for obtaining that consent (for example, through registration forms) before entering a minor's information, and we act as a service provider processing that data on the organization's behalf.
Parents and guardians may review, correct, or request deletion of information about their child by contacting their organization administrator or us directly at [SUPPORT EMAIL]. We will not knowingly permit a minor to create or control their own account.
3. How We Use Information
We use the information described above to:
- Provide, operate, and maintain the Platform, including rosters, schedules, events, and communications;
- Authenticate users and enforce role-based access so that administrators, coaches, guardians, and players see only the information appropriate to their role and scope (for example, a division administrator's access is limited to their division);
- Send administrative communications, such as schedule changes, event reminders, or account notices;
- Maintain the security and integrity of the Platform, including detecting and preventing unauthorized access;
- Comply with legal obligations and enforce our Terms of Service;
- Improve and troubleshoot the Platform.
We do not sell personal information, and we do not use player or guardian information for third-party advertising.
4. How We Share Information
We may share information:
- Within the organization, with coaches and administrators who have an appropriate role-based scope to view it (for example, a league administrator may see data for teams within that league);
- With guardians, so they can view information relevant to the players associated with their account;
- With service providers who help us operate the Platform (such as hosting or infrastructure providers), under obligations to protect the information and use it only to provide services to us;
- For legal reasons, if required by law, subpoena, or legal process, or to protect the rights, safety, or property of our users or the public;
- In connection with a business transfer, such as a merger, acquisition, or sale of assets, subject to this policy or a materially similar one.
We do not share player, guardian, or roster information with unrelated third parties for their own marketing purposes.
5. Data Security
We use administrative, technical, and organizational safeguards designed to protect information stored on the Platform, including access controls that limit each administrator's visibility to the scope of their role (organization, league, or division) and industry-standard practices for authentication and data storage. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
6. Data Retention
We retain information for as long as an organization's account is active or as needed to provide the Service, and thereafter for as long as necessary to comply with legal obligations, resolve disputes, and enforce our agreements. Organizations may request deletion of records they control, subject to any legal retention requirements.
7. Your Choices and Rights
Depending on your location and role, you may have rights to access, correct, or request deletion of your personal information, or the information of a minor player you are the guardian of. To exercise these rights, contact your organization administrator or us at [SUPPORT EMAIL]. We will respond in accordance with applicable law.
If you are a resident of a jurisdiction with a comprehensive privacy law (such as certain U.S. states, the EU/UK, or other regions), you may have additional rights, including the right to know what personal data we hold about you, to request its deletion, or to object to certain processing. [ADD JURISDICTION-SPECIFIC RIGHTS SECTION AS NEEDED, E.G., CCPA/GDPR].
8. Cookies and Tracking Technologies
If accessed via a website, the Platform may use cookies or similar technologies to keep you logged in, remember preferences, and understand usage patterns. You can control cookies through your browser settings, though disabling them may affect functionality. [ADD DETAIL OR A COOKIE TABLE IF YOU USE ANALYTICS/ADVERTISING COOKIES].
9. International Data Transfers
If you access the Platform from outside the country where our servers are located, your information may be transferred to and processed in a country with different data protection laws than your own. [ADD DETAIL IF YOU OPERATE OR STORE DATA INTERNATIONALLY].
10. Changes to This Policy
We may update this Privacy Policy from time to time. If we make material changes, we will update the effective date above and, where appropriate, provide additional notice to administrators. Continued use of the Platform after changes take effect constitutes acceptance of the revised policy.
11. Contact Us
If you have questions about this Privacy Policy or how we handle your information or your child's information, please contact us at:
[ORGANIZATION/COMPANY NAME]
[MAILING ADDRESS]
[SUPPORT EMAIL]
This is a general-purpose template and does not constitute legal advice. Because this Platform collects information about minors and involves role-based access to personal data across organizations, leagues, and divisions, we strongly recommend having this policy reviewed by an attorney familiar with COPPA, applicable state privacy laws (e.g., CCPA and similar), and any regulations specific to youth sports organizations in your jurisdiction before publishing it.