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.
• Athlete Account: An Account that belongs to an athlete personally. Athlete Accounts are available only to athletes who are at least 14 years old and in the U15 age group or older, and only after a parent or guardian approves the account. See "Children's Privacy and Athlete Accounts" below.
• Browser Storage: Information the Service saves in Your web browser (such as IndexedDB and localStorage) to keep You signed in and to load pages quickly.
• 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, registration documents, evaluation scores, coach notes, IDP content, self-reflection entries, match notes, attendance records, calendar events, team chat messages and attachments, roster decisions, and any other data submitted to the platform by a sports organization or club, or by its coaches, parents, guardians and athletes.
• 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, and organization/program name. You may later add a phone number to Your profile; it is used for text-message notifications only if You turn them on. For an Athlete Account, We collect the email address that the approving parent or guardian enters for the athlete. If You turn on browser notifications, We store a push-notification address for Your device. We also store Your notification and chat settings (for example quiet hours, the daily chat summary email, and chats You have muted) and which chat messages You have read.

Club Data (Submitted by Organizations)

When clubs use the platform to manage their programs, the following data is submitted by club directors and coaches, and by parents, guardians and athletes through the club's registration forms and portals:

• Athlete registration data: athlete name, date of birth, gender, primary position, state, and emergency contact details, submitted by parents or guardians or entered by club staff (including by spreadsheet import). Club staff may also record details such as age group and jersey number.
• Parent/guardian data: the name, relationship to the athlete, email address and phone number of each parent or guardian (up to two) collected during registration.
• Registration documents (only if the club asks for them): a player photo, birth certificate, insurance card, and medical or waiver form, uploaded by a parent, guardian or club staff member.
• Consent records: which registration consents and waivers were accepted, and when.
• Interest-form submissions (only if the club uses its interest form): the player's name, date of birth, position, current club, current coach and school; any medical or special-needs notes the parent chooses to enter; the parent's name, email address and phone number; and acceptance of the form's terms.
• 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.
• Team chat content: messages, polls, poll votes and attachments posted in a team's Team chat or Parents & Guardians chat, in a family's chat with the team's coaches, or in a club group; the earlier text of messages that were edited or removed; and reports of messages sent to the club's directors.
• Survey responses and event replies: answers to club surveys, and RSVPs and check-ins for events.
• Attendance records: event-level presence and absence records for athletes.
• Coverage requests: when a coach asks another coach of the same club to cover a practice or game, the request, its note, the coach who accepts, and any attendance that coach records.
• 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.
• Athlete Account records: whether an athlete has an Athlete Account, which parent or guardian approved it and when, and whether it is active or turned off.
• Athlete identity record: at registration We create or look up a record holding the athlete's name and date of birth and a one-way code calculated from the parent's email address and the athlete's name and date of birth, so that the same athlete can be recognized if they register with another club. No club can read this record.

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.

Our error-monitoring provider (Sentry) receives error reports (the error message and technical trace, the page or server address involved, and browser and device details) and performance timings for pages and requests. We configure Sentry not to receive personal information by default, and We do not record browsing sessions.

We also record which features of the Service are used (for example "club data exported"), together with the signed-in account's ID and role, in Our own database.

Browser Storage and Cookies

The Service does not set cookies of its own. It stores information in Your browser's local storage instead:

• Sign-in: Firebase Authentication keeps You signed in by storing Your sign-in tokens in the browser.
• Offline copy: to make pages load quickly, the browser keeps a copy of the club data You have opened, which can include information about athletes. Signing out does not by itself clear this copy; You can clear it in Your browser's settings. On a shared device, consider clearing site data after use.
• Analytics: Vercel Web Analytics measures page views in aggregate and does not use cookies.

If You block browser storage, You may not be able to sign in.

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, team manager, athlete, parent).
• To apply the Athlete Account rule: We use an athlete's date of birth to decide whether the athlete may have an Athlete Account and be contacted directly.
• To deliver Club features: storing evaluations, IDPs, reflections, rosters, attendance, documents, and calendar data for authorized club users.
• To send transactional communications: coach invites, portal access links, evaluation notifications, account confirmations, event reminders and chat notifications. These are sent by email (via Resend), by text message (via Telnyx) only if You turn text messages on, and by browser push notification only if You allow notifications on Your device. Notices about an athlete go to the athlete directly only if the athlete has an active Athlete Account; otherwise they go to the parents or guardians.
• To run team chat: to deliver messages to the members of each chat. Once You allow notifications on Your device, chat push notifications are on by default and show the sender's name and the start of the message. Email for each chat message and the daily chat summary email are off unless You turn them on. Text messages are sent only for posts a coach marks as an Alert, and only to people who turned text messages on. You can mute a chat, and a coach can set quiet hours.
• To process payments and manage subscriptions via Stripe.
• To provide AI-assisted features. Some features send data to an AI model to produce text. All AI output is advisory only; the AI does not make decisions about athletes.
  • AI assistant and development-plan suggestions (coaches and directors, Coach plan and above): when a coach or director asks the assistant a question or asks for suggested development-plan wording, the relevant Club Data is sent with the request, for example positions and roster tiers, evaluation status, tryout decisions, the text of coach notes and post-game notes, upcoming events and their locations, or one athlete's development-plan ratings. Athlete names are replaced with codes (such as "Player 7") before being sent, and names are restored only on Our servers; the AI provider does not receive athlete names.
  • Reflection summaries (parents and athletes): when a parent or an athlete with an Athlete Account views the athlete's development profile, the athlete's written self-reflection answers are sent to produce a short summary. Only answers written on or after the date the athlete became eligible for an Athlete Account (age 14 and U15 or older) are sent, so nothing written by a younger child is sent. The athlete's name is not sent.
  The AI model is provided by Anthropic, PBC, and requests reach it through Vercel's AI Gateway (see Service Providers below).
• To improve the Service through usage analysis: aggregate page-view statistics and Our own record of which features are used (see Usage Data). We do not sell Club Data, and We do not 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 (Google/Firebase, Vercel, Anthropic, Stripe, Resend, Telnyx, Sentry, and browser push services; see Service Providers below). Each receives only the data it needs for its function.
• Within the same organization: Club Data is accessible to the club's directors and coaches, and to its team managers (who can see the club's athlete records and their own team's Team chat and Parents & Guardians chat). In addition:
  • When a director shares an interest-form submission with a coach, that coach sees the player's name, birth year, age group, position, current club and school, and the parents' names, email addresses and phone numbers, but not medical notes or the full date of birth.
  • A coach who agrees to cover another team's practice or game sees, for that one event and until 12 hours after it ends, the players' first names and last initials, jersey numbers, positions, the lineup and attendance, but no development plans, evaluations, notes, medical information or family contact details.
  • Club directors can read every chat in their club, including each family's chat with the team's coaches and club groups they are not members of, together with the earlier text of edited or removed messages and any reports of messages.
  No other organization can access another organization's data.
• With parents, guardians and athletes: a parent or guardian linked to an athlete can see that athlete's information in the parent portal, including schedules, evaluation summaries and development plans the club shares, coach notes released to the athlete, the athlete's reflection answers, and the Team chat of the athlete's team. An athlete with an active Athlete Account can see their own information and post in their team's Team chat. Athletes cannot see the Parents & Guardians chat, a family's chat with the coaches, or club groups. An athlete's individual answers to a club survey are visible to club staff but not to parents or guardians.
• 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

The Service does not currently delete information automatically after a set period. Here is how each category is kept today:

• Account data (name, email, role, club affiliation) — collected to create and secure your login and to determine what you may access. Kept while the account exists. To ask for an account to be closed or deleted, contact privacy@tryoutscout.com.
• Athlete and Club Data (roster entries, evaluations, IDPs, reflections, attendance, event participation, team chat, registration documents) — collected so coaches can track player development and so clubs can run their season. Kept while the club's account is active, because development records are useful across multiple seasons.
• Usage and diagnostic data (log entries, error reports, device/browser information) — collected to detect abuse, diagnose faults and keep the Service available. Error reports and request logs are kept by Our service providers under their own retention settings; Our own record of which features are used is kept in Our database.
• Billing records (invoices, payment history, tax records) — collected to charge for the Service and meet tax obligations. Kept as financial and tax record-keeping rules require. This category is not deleted on request.

Archiving is not deletion. When a club archives a team at the end of a season, the team is hidden from active views and no longer billed, but the players' records are kept. This is deliberate: a season ending is not a reason to erase a young athlete's development history. A club may restore an archived team at any time.

Turning off an Athlete Account is not deletion. When an Athlete Account is turned off, the athlete can no longer sign in, but nothing the athlete wrote is deleted. It stays part of the athlete's club record, visible to the parent or guardian and to the club.

Chat messages are kept. When a chat message is edited or removed, its earlier text is kept in a history that only the club's directors can read. Chats and club groups are not deleted automatically.

Clubs can export their data at any time from Settings → Export Club Data. The export includes teams, players, tryout evaluations, tryout sessions, game lineups, team and club events, coach development notes, roster offers, season rankings, reflection assignments, announcements, surveys and coach pools, and comes with a list of what it contains and what it left out. It does not currently include attendance records, team chat, event RSVPs, coaches' field notes, program enrollments, development-plan evaluations, registrations, uploaded documents or interest-form submissions. To request those records, contact privacy@tryoutscout.com.

Retention of Children's Personal Information

Where an athlete is under 13 and their information was entered by a parent, guardian, or club administrator on the athlete's behalf:

• We use a child's personal information only to enable the athlete's club and coaches to run the team and track development, and to provide the features described in this Policy.
• A child's information is kept while the club's account is active, as described above. The Service does not currently delete it automatically after a set period.
• A parent or guardian may request deletion of their child's information at any time by contacting privacy@tryoutscout.com. We will coordinate with the club and respond as required by applicable law, including the Children's Online Privacy Protection Act (COPPA).

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.

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. The Service does not currently offer a self-service delete function for these requests; We handle them directly. We will respond as required by applicable law. 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 respond as required by applicable law.

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, the Firestore database, and Firebase Storage for uploaded files (registration documents and chat and announcement attachments). Governed by Google's Cloud Data Processing Addendum.
• Anthropic, PBC (through Vercel AI Gateway): AI model provider for the AI-assisted features described above. Receives the text of each AI request and returns the generated text. Athlete names are replaced with codes before requests are sent; coach notes and evaluation details are sent without names.
• 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 aggregated and does not use cookies. Vercel's AI Gateway relays AI requests to Anthropic. Vercel Privacy Policy.
• Telnyx LLC: text-message (SMS) delivery, only for users who turn text messages on. Receives the recipient's phone number and the message text (for example event reminder details, or the start of a chat post that a coach marked as an Alert).
• Functional Software, Inc. (Sentry): error monitoring and performance diagnostics. Receives error reports and performance traces (error message, technical trace, page or server address, browser and device details, timings). Session replay is off, and Sentry is configured not to collect personal information by default.
• Browser push services run by the maker of Your browser or device (for example Google, Apple or Mozilla): deliver browser notifications, only if You allow them. Receive Your device's push address and an encrypted notification. The notification is decrypted on Your device and can show a message preview, such as the sender's name and the start of a chat message, including on the lock screen.

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, device push-notification address. Collected: Yes.
• Category B – California Customer Records (Cal. Civ. Code §1798.80(e)): name, telephone number, state of residence, health insurance information (insurance card images, where a club asks for them), and medical information (medical or waiver forms where a club asks for them, and medical notes a parent enters on an interest form). Collected: Yes.
• Category C – Protected Classification Characteristics: athlete gender (sex) and date of birth (age). Collected: Yes.
• 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, error reports and performance timings. Collected: Yes.
• Category G – Geolocation Data: approximate location derived from IP address. Collected: Yes.
• Category H – Sensory Data: player photos, where a club asks for one. Collected: Yes.
• Category I – Professional/Employment Information. Collected: No.
• Category J – Non-Public Education Information (FERPA). Collected: No. (A player's school name may be entered on an interest form; no education records are collected.)
• Category K – Inferences: AI-generated development-plan suggestions, assistant answers and reflection summaries (advisory). Collected: Yes.
• Category L – Sensitive Personal Information: account login credentials, geolocation, and health information contained in medical or waiver forms or interest-form medical notes. 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).
• From parents and guardians (registration forms, interest forms, uploaded documents, and the parent portal).
• Automatically through browser storage, error monitoring and usage records 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 Web Analytics collects aggregated page-view data without cookies. Our own feature-use record is linked to the signed-in account (see Usage Data) and is not shared with third parties. Our error-monitoring provider (Sentry) collects the error reports and performance timings described under Usage Data, only to find and fix faults in the Service. 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 and Athlete Accounts (COPPA)

TryoutScout does not provide a separate child-directed account experience. Athletes under 14 do not have their own login: their information is entered and managed by a parent, guardian, or club administrator on the athlete's behalf, and is seen through the parent or guardian account.

Athlete Accounts. An athlete may have their own TryoutScout login only when all of the following are true. This rule is the same at every club, and a club cannot change it.

• The athlete has had their 14th birthday and is in the U15 age group or older for the current season. The age group is worked out from the athlete's date of birth, not from the team they play on. If no date of birth is on file, the athlete is treated as not eligible.
• A parent or guardian linked to the athlete has approved the account and entered the email address the athlete will use. No Athlete Account is created automatically.

A parent or guardian can turn off (pause) an Athlete Account at any time from their own account. An account is also paused if the athlete does not meet the rule, for example after a date of birth is corrected. A paused athlete cannot sign in, and their information is kept. After an Athlete Account is set up, the parent or guardian keeps access through their own account. An athlete with an active Athlete Account can post in their team's Team chat, which the team's coaches, team manager, the club's directors, and the parents and guardians of the team's athletes can read. We send notices directly to an athlete only if the athlete has an active Athlete Account.

Parental consent for children under 13. The club registration form includes a parental consent checkbox for players under 13, which the parent or guardian must tick to submit the form. Clubs are responsible for obtaining parental consent before entering a minor's information in other ways (for example when club staff add an athlete directly), and for ensuring that only authorized adults enter or update minor athlete data.

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 respond as required by applicable law.

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 "Last updated" 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