Privacy Policy

Interpretation and Definitions

The words of which the initial letter is capitalized have meanings defined under the following conditions. The following definitions shall have the same meaning regardless of whether they appear in singular or in plural.

• Account: A unique account created for You to access our Service or parts of our Service.
• Affiliate: An entity that controls, is controlled by or is under common control with a party, where "control" means ownership of 50% or more of the shares, equity interest or other securities entitled to vote for election of directors or other managing authority.
• Application: TryoutScout, the software program provided by the Company.
• Business (CCPA/CPRA): The Company as the legal entity that collects Consumers' personal information and determines the purposes and means of its processing, doing business in the State of California.
• CCPA/CPRA: The California Consumer Privacy Act as amended by the California Privacy Rights Act of 2020.
• Company: TryoutScout LLC, Arizona, United States. For GDPR purposes, the Company is the Data Controller for account and usage data, and a Data Processor for Club Data submitted by organizations using the platform.
• Club Data: Athlete registration records, evaluation scores, coach notes, IDP content, self-reflection entries, match notes, attendance records, calendar events, roster decisions, and any other data submitted to the platform by a sports organization or club.
• Cookies: Small files placed on Your device containing browsing details and session information.
• Country: Arizona, United States.
• GDPR: EU General Data Protection Regulation.
• Personal Data: Any information that relates to an identified or identifiable individual. Under GDPR this includes name, identification number, location data, or online identifier. Under CCPA/CPRA, it includes information that identifies, relates to, describes, or is reasonably linked with a particular Consumer.
• Service: The TryoutScout application and website at tryoutscout.com.
• Service Provider: Third-party companies or individuals that process data on behalf of the Company to facilitate the Service (Data Processors under GDPR).
• Usage Data: Data collected automatically from use of the Service, such as IP address, browser type, pages visited, and time spent.
• You: The individual, organization, or legal entity accessing or using the Service.

Types of Data Collected

Personal Data (Account Holders)

When creating an account, We collect: email address, first and last name, phone number, and organization/program name.

Club Data (Submitted by Organizations)

When clubs use the platform to manage their programs, the following data is submitted by club directors and coaches:

• Athlete registration data: athlete name, date of birth, age, gender, primary position, graduation year, contact sport history, and emergency contact details submitted by parents or guardians.
• Parent/guardian data: parent name, email address, phone number collected during registration.
• Evaluation and performance data: coach-assigned skill ratings, evaluation scores, session performance notes, and comparisons across seasons.
• Individual Development Plan (IDP) data: development goals, coach-written plans, and season progress notes tied to individual athletes.
• Self-reflection content: athlete-authored "What Went Well" and "Even Better If" reflection entries.
• Match and session notes: coach-authored notes about sessions, games, and individual athlete performance.
• Attendance records: event-level presence and absence records for athletes.
• Calendar and event data: scheduled practices, games, tryout sessions, and team events.
• Roster decisions: accept, decline, and waitlist status assigned by club staff to athlete prospects.

TryoutScout acts as a data processor for Club Data. The club (organization) is the data controller and is responsible for the accuracy, lawfulness, and consent basis for all Club Data it submits.

Usage Data

Collected automatically: IP address, browser type and version, pages visited, time and date of visit, time spent on pages, device identifiers, and diagnostic data. On mobile, this may include mobile device type, OS, and mobile browser type.

Tracking Technologies and Cookies

We use cookies and similar tracking technologies (beacons, tags, scripts) to improve and analyze the Service:

• Necessary/Session Cookies: authenticate users and prevent unauthorized access. Required for Service functionality.
• Functionality Cookies (Persistent): remember your login state and preferences to avoid re-entry.
• Analytics Cookies: aggregate usage data to improve platform performance (via Vercel Analytics, anonymized).

You can instruct Your browser to refuse all cookies; however, some Service features may not function correctly without them.

Use of Your Personal Data

The Company uses Personal Data and Club Data for the following purposes:

• To provide and maintain the Service, including monitoring usage and ensuring platform integrity.
• To manage Your Account and provide access to role-based features (director, coach, athlete, parent).
• To deliver Club features: storing evaluations, IDPs, reflections, rosters, attendance, and calendar data for authorized club users.
• To send transactional communications: coach invites, portal access links, evaluation notifications, and account confirmations via Resend email service.
• To process payments and manage subscriptions via Stripe.
• To provide AI-assisted features (Develop plan): evaluation data may be processed by AI models to generate development suggestions. All AI output is advisory only.
• To improve the Service through anonymized usage analysis. We do not sell or use Club Data for product improvement without consent.
• For business transfers: Personal Data may be included in assets transferred during a merger, acquisition, or sale of company assets.
• To comply with legal obligations and respond to lawful governmental or court requests.
• To detect and prevent fraud, security incidents, and misuse of the platform.

Sharing of Your Personal Data

We may share Your personal information in the following limited situations:

• With Service Providers: third-party vendors that process data on our behalf to operate the Service (Firebase/Google, Stripe, Resend, Vercel). Each is bound by data processing agreements.
• Within the same organization: Club Data is accessible only to directors and coaches within the same club organization. No other organization can access another organization's data.
• With parents/athletes (Develop plan): evaluation summaries, IDPs, and reports are shared with authorized parent and athlete portal accounts within the same club, as directed by the club.
• For business transfers: in connection with a merger, acquisition, or asset sale, Personal Data may be transferred with prior notice to affected users.
• With Your consent: for any other purpose, with Your explicit consent.
• For legal requirements: when required by law, court order, or to protect rights, property, or safety of the Company, users, or the public.

We do not sell personal information.

TryoutScout LLC does not sell, rent, or trade personal information — including Club Data, athlete data, or parent data — to any third party for monetary or other valuable consideration. We do not share personal information with third parties for their own direct marketing purposes.

Retention of Your Personal Data

We retain personal information only as long as necessary for the purposes described in this Policy:

• Account data: retained for the life of the account plus 90 days after account closure.
• Club Data (evaluations, IDPs, reflections, attendance): retained for the life of the club's subscription plus 90 days. Clubs may export their data at any time during that window.
• Usage/diagnostic data: retained for up to 12 months for security and performance analysis.
• Billing records: retained for 7 years as required for financial and tax compliance.

Transfer of Your Personal Data

Your information may be processed on servers located outside Your state or country where data protection laws may differ. Your use of the Service and submission of information constitutes consent to this transfer. The Company takes commercially reasonable steps to ensure data is treated securely and in accordance with this Policy, including use of service providers with appropriate data protection certifications (Firebase/Google Cloud, Vercel).

Deleting Your Personal Data

You have the right to request deletion of Personal Data we hold about you. You may contact us at privacy@tryoutscout.com to request access, correction, or deletion of your personal information. Club directors may also request deletion of their organization's Club Data. We will respond within 30 days. We may retain certain data where we have a legal obligation to do so (e.g., billing records).

Parents may request deletion of their child's data by contacting us at privacy@tryoutscout.com. We will coordinate with the relevant club and remove the data within 30 days unless a legal basis requires retention.

Disclosure of Personal Data

We may disclose Personal Data in the following circumstances:

• Business Transactions: if involved in a merger, acquisition, or asset sale, Personal Data may be transferred. We will provide advance notice before data becomes subject to a different privacy policy.
• Law Enforcement: if required by law or valid legal process (court order, government request).
• Legal Rights: to comply with a legal obligation; protect the rights or property of TryoutScout LLC; prevent or investigate wrongdoing; protect the personal safety of users or the public; or protect against legal liability.

Security of Your Personal Data

The security of Your Personal Data is important to Us. We use commercially reasonable measures including encrypted data storage (Firebase/Firestore), HTTPS for all data transmission, role-based access controls, and authentication via Firebase Authentication. However, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security and are not responsible for unauthorized access resulting from factors outside our reasonable control.

Service Providers and Third-Party Processing

The following third-party service providers process data on our behalf:

• Firebase (Google LLC): authentication and Firestore database. All data stored in the United States. Governed by Google's Cloud Data Processing Addendum.
• Stripe, Inc.: subscription billing and payment processing. Stripe does not receive athlete or Club Data. We do not store card numbers. Stripe adheres to PCI-DSS standards. Stripe Privacy Policy.
• Resend: transactional email delivery. Receives recipient email addresses and email content for delivery purposes only.
• Vercel, Inc.: application hosting and edge delivery. Receives request metadata (IP address, user-agent). Web Analytics data is anonymized and aggregated. Vercel Privacy Policy.

GDPR Privacy (EU Users)

Legal Basis for Processing

• Consent: where You have given consent for specific processing purposes.
• Performance of a contract: processing necessary to deliver the Service You subscribed to.
• Legal obligations: processing required to comply with applicable law.
• Legitimate interests: processing for security, fraud prevention, and platform improvement where our interests do not override your fundamental rights.

Your Rights under GDPR

If You are located in the EU/EEA, You have the right to:

• Request access to Personal Data We hold about You.
• Request correction of inaccurate or incomplete data.
• Request erasure of Personal Data where there is no lawful basis to continue processing.
• Object to processing where We rely on legitimate interests as the legal basis.
• Request restriction of processing in certain circumstances.
• Request portability of Your data in a structured, machine-readable format.
• Withdraw consent at any time where processing is based on consent.

To exercise GDPR rights, contact privacy@tryoutscout.com. You also have the right to lodge a complaint with your local Data Protection Authority.

CCPA/CPRA Privacy Notice (California Residents)

This section supplements Our Privacy Policy and applies to California residents under the California Consumer Privacy Act (CCPA) as amended by the California Privacy Rights Act (CPRA).

Categories of Personal Information Collected

Within the preceding 12 months, We have collected the following categories:

• Category A – Identifiers: name, email address, IP address, account name. Collected: Yes.
• Category B – California Customer Records (Cal. Civ. Code §1798.80(e)): name, telephone number, address. Collected: Yes.
• Category C – Protected Classification Characteristics: (e.g. race, religion, sex). Collected: No.
• Category D – Commercial Information: subscription plan, billing records. Collected: Yes.
• Category E – Biometric Information. Collected: No.
• Category F – Internet/Network Activity: pages visited, features used. Collected: Yes.
• Category G – Geolocation Data: approximate location derived from IP address. Collected: Yes.
• Category H – Sensory Data. Collected: No.
• Category I – Professional/Employment Information. Collected: No.
• Category J – Non-Public Education Information (FERPA). Collected: No.
• Category K – Inferences: AI-assisted evaluation suggestions (Develop plan only, advisory). Collected: Yes (Develop plan users only).
• Category L – Sensitive Personal Information: account login credentials, geolocation. Collected: Yes.

Sources of Personal Information

• Directly from You (account registration, forms completed in the Service).
• From club directors and coaches (Club Data submitted about athletes and families).
• Automatically through cookies and usage tracking as You navigate the Service.
• From Service Providers (e.g., Stripe for payment confirmation).

Sale and Sharing of Personal Information

We do not sell personal information. TryoutScout LLC does not sell, share for cross-context behavioral advertising, rent, or otherwise transfer personal information to third parties for monetary or other valuable consideration, including personal information of consumers under 16 years of age.

Your CCPA/CPRA Rights

California residents have the right to:

• Know/Access: the categories and specific pieces of personal information collected about You, the sources, the business purposes, and the categories of third parties with whom it is shared.
• Delete: personal information collected about You, subject to certain exceptions (legal obligations, security, contract performance).
• Correct: inaccurate personal information.
• Opt-Out of Sale/Sharing: although We do not sell personal information, You may contact Us to confirm.
• Limit Use of Sensitive Personal Information: to only what is necessary to provide the Service.
• Non-Discrimination: We will not discriminate against You for exercising any CCPA/CPRA right.

To exercise California rights, contact Us at privacy@tryoutscout.com or visit tryoutscout.com. We will respond within 45 days of a verifiable request. Only You or an authorized representative may make a verifiable request on your behalf.

Do Not Track (CalOPPA)

Our Service does not respond to Do Not Track signals. Vercel Analytics collects anonymized, aggregated usage data only. Some third-party websites may track browsing activity; You may set browser preferences to limit tracking on those sites.

California Shine the Light (Civil Code §1798)

California residents with an established business relationship with Us may request, once a year, information about sharing Personal Data with third parties for direct marketing purposes. Because We do not share personal information for third-party direct marketing, no such disclosure applies. Contact Us at privacy@tryoutscout.com with any questions.

California Minor Users (Business & Professions Code §22581)

California residents under 18 who are registered users may request removal of content or information they have publicly posted. To submit such a request, contact privacy@tryoutscout.com with the email address associated with Your account. Note that TryoutScout does not operate public posting features; athlete and evaluation data is private and role-restricted.

Children's Privacy (COPPA)

TryoutScout does not knowingly collect personal information directly from children under 13. All platform features accessible to minor athletes are managed through a parent or guardian account — no direct child account is created.

When a parent or guardian completes a registration form for a child under 13, the parental consent checkbox constitutes verifiable parental consent for that child's data to be stored and processed for tryout and development purposes by the club. Clubs are responsible for ensuring this consent mechanism is properly presented.

If You are a parent or guardian and believe Your child under 13 has had data submitted to the platform without Your consent, contact Us immediately at privacy@tryoutscout.com. We will investigate and remove the data within 30 days if consent cannot be confirmed.

Links to Other Websites

Our Service may contain links to third-party websites. We have no control over and assume no responsibility for the content, privacy policies, or practices of any third-party sites. We strongly advise reviewing the Privacy Policy of every site You visit.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify You of material changes by posting the updated Policy on this page and updating the "Effective" date above. For significant changes, We will send email notice to account holders at least 14 days before the change takes effect. Continued use of the Service after the effective date constitutes acceptance of the updated Policy.

Contact Us

Questions about this Privacy Policy or requests to exercise your rights:

• Email: privacy@tryoutscout.com
• Website: https://tryoutscout.com
• Company: TryoutScout LLC · Arizona, United States