Privacy Policy

Account Information: When you create an account, we collect your name, email address, and password. If you sign in with Google, we receive your name, email, and profile picture from Google.

Team & Organization Data: Information you provide when creating and managing teams, including team names, rosters, member roles, sport types, and season details.

Player Information: Names, jersey numbers, positions, and other roster details entered by coaches, parents, or team administrators.

Event & Scheduling Data: Event details, attendance records, RSVP responses, and calendar information.

Feedback & Development Data: Coaching feedback, player evaluations, recognition badges, team pulse survey responses, and related development notes.

Communication Data: Messages, announcements, and chat content sent through the platform.

Payment Information: Payment transactions are processed by Stripe. We do not store credit card numbers. We may store transaction records, payment status, and Stripe customer identifiers.

Media: Photos and videos you upload to team galleries.

Documents: Files uploaded for document management (medical forms, waivers, etc.).

Device & Usage Data: Device tokens for push notifications, device type, operating system, browser type, IP address, pages visited, and usage patterns.

Cookies: We use strictly necessary cookies for authentication and session management. Analytics cookies (Google Analytics) are only used with your explicit consent. See our Cookie Policy section below for details.

We use your information to:

• Provide, operate, and maintain the Service
• Create and manage your account
• Process team invitations and membership
• Send notifications (push notifications, email) about team events, messages, and updates
• Process payments through Stripe
• Facilitate player development feedback and coaching tools
• Generate aggregated, anonymized analytics about team performance and engagement
• Respond to your inquiries and support requests
• Send transactional emails (account verification, password resets, invitations)
• Detect, prevent, and address technical issues and security threats
• Comply with legal obligations

We do not sell your personal information. We do not use your data for advertising or targeted marketing by third parties.

PlayerBulletin is designed for use by coaches, parents, guardians, and team administrators to manage sports teams. We do not knowingly collect personal information directly from children under the age of 13. Account creation requires users to be at least 18 years of age.

Parental Consent for Minor Players: When a coach adds a player under 18 to a team, the invitation is sent to the player's parent or guardian — not the player. The parent must create an account, confirm their guardianship, and approve their child's participation before the player is added to the team. This provides verifiable parental consent as required by COPPA.

External Parental Consent: Organizations that collect parental consent through their own registration process (school enrollment, club registration forms, etc.) may enable an organization-level setting to indicate that parental consent has been obtained externally. In this case, the in-app parent consent flow may be bypassed, but the organization attests that appropriate consent has been collected.

Managed Player Profiles: Players under 13 do not receive their own login credentials. Their profiles are managed entirely by their parent or guardian through the parent's account. Players aged 13-17 may optionally receive their own login with explicit parental approval.

Player data (such as names, jersey numbers, and positions) is entered and managed by authorized adults — coaches, parents, guardians, or team administrators. Feedback and evaluation data about players is created by coaches and is shared only with authorized team members as designated by the team administrator.

If you believe we have inadvertently collected personal information from a child under 13 without proper parental consent, please contact us immediately at the address below, and we will promptly delete such information.

Parents and guardians may at any time review, request deletion of, or refuse further collection of their child's information by contacting us or by removing the player from the team roster.

We use the following third-party services to operate the platform:

• Supabase (authentication and database hosting, servers located in the United States)
• Stripe (payment processing — subject to Stripe's Privacy Policy)
• Google (OAuth sign-in and Google Analytics — subject to Google's Privacy Policy)
• Microsoft Clarity (anonymized session replay and heatmaps, loaded only with analytics consent — subject to Microsoft's Privacy Statement)
• ZeptoMail / Zoho (transactional email delivery)
• Cloudflare (CDN, DNS, and security services)
• Amazon Web Services / Cloudflare R2 (file and media storage)
• Firebase Cloud Messaging (FCM) (push notifications for mobile devices)
• Anthropic (Claude) (AI-powered feedback assistance — subject to Anthropic's Privacy Policy). Used only when a coach opts in to AI features. See Section 13 below for details.
• PostHog (product analytics, loaded only with analytics consent — subject to PostHog's Privacy Policy)
• CookieYes (cookie consent management)
• Vercel (web application hosting)

Each third-party service processes data according to their own privacy policy. We only share the minimum data necessary for each service to function.

Strictly Necessary Cookies: We use cookies essential for authentication and session management. These cannot be disabled as the Service requires them to function.

Analytics Cookies: We use Google Analytics (GA4) to understand how visitors interact with our website. These cookies are only placed after you provide explicit consent via our cookie consent banner. Analytics data is anonymized (IP anonymization is enabled). You may withdraw consent at any time through the cookie preferences link in our footer.

Session Replay & Heatmaps (Microsoft Clarity): We use Microsoft Clarity to record anonymized session replays and aggregate heatmaps that help us understand how people use the app and diagnose bugs. Clarity is only loaded after you provide analytics consent and automatically masks input fields, personal text, and other sensitive content in its recordings. When you're signed in, we associate your internal account ID (an opaque UUID, never your email or name) with your session so we can locate a specific user's replay if you report a problem. You can withdraw consent at any time through the cookie preferences link in our footer; doing so stops all Clarity recording going forward.

No Advertising Cookies: We do not use advertising, marketing, or tracking cookies from any third party.

Our cookie consent is managed by CookieYes. You can change your preferences at any time by clicking "Cookie Preferences" in the website footer.

We may share your information only in the following circumstances:

• Within your teams: Information you share within a team (messages, events, feedback) is visible to other members of that team based on their role and permissions.
• Service providers: With third-party services listed above, solely to operate the platform.
• Legal requirements: If required by law, subpoena, court order, or government request.
• Safety: To protect the safety, rights, or property of PlayerBulletin, our users, or the public.
• Business transfers: In connection with a merger, acquisition, or sale of assets, with notice to affected users.

We do not sell, rent, or trade your personal information to any third party for their marketing purposes.

We retain your personal information for as long as your account is active or as needed to provide the Service.

• Account data: Retained while your account is active. Deleted within 30 days of an account deletion request.
• Team data: Retained while the team exists. When a team is deleted by its administrator, associated data is removed.
• Messages: Coach-to-player messages are retained for up to 3 years for safeguarding and compliance purposes, then automatically deleted.
• Audit logs: Retained for up to 1 year for security and compliance purposes.
• Payment records: Retained as required by applicable tax and financial regulations.
• Backup data: May persist in encrypted backups for up to 30 days after deletion.

Depending on your jurisdiction, you may have the following rights:

• Access: Request a copy of the personal information we hold about you.
• Correction: Request correction of inaccurate or incomplete information.
• Deletion: Request deletion of your personal information, subject to legal retention requirements.
• Data Portability: Request your data in a structured, commonly used format.
• Opt-Out of Communications: Unsubscribe from non-essential emails at any time. Manage push notification preferences in your account settings.
• Withdraw Consent: Withdraw consent for analytics cookies at any time via the cookie preferences link.

To exercise any of these rights, contact us at the address below. We will respond to your request within 30 days.

We implement appropriate technical and organizational measures to protect your information, including:

• Encryption in transit (TLS/HTTPS for all connections)
• Encryption at rest (database encryption via Supabase/PostgreSQL)
• Access controls and authentication requirements
• Audit logging of data access and modifications
• Regular security reviews

However, no method of electronic storage or transmission is 100% secure. While we strive to protect your information, we cannot guarantee its absolute security. You are responsible for maintaining the security of your account credentials.

Our Service is hosted in the United States. If you access the Service from outside the United States, your information will be transferred to and processed in the United States. By using the Service, you consent to this transfer. We take steps to ensure appropriate safeguards are in place for international data transfers.

PlayerBulletin offers optional AI-powered features to help coaches write constructive feedback for players. These features are provided by Anthropic (Claude), a third-party AI service.

What data is sent: When you use AI features, the text you type or speak (feedback content) is sent to Anthropic for processing. We do not send player names, ages, team names, or other identifying metadata — only the feedback text itself.

Consent: AI features are opt-in only. You must explicitly enable the AI assistant before any data is sent. You can disable AI features at any time, and no further data will be sent.

Data retention by AI vendor: Anthropic processes your data to generate a response and does not use it to train their models. Refer to Anthropic's privacy policy for their complete data handling practices.

Sensitive information: We strongly recommend that coaches do not include sensitive medical, behavioral, psychological, or personal information about players when using AI features. AI-processed feedback is clearly marked in the system.

Session Library Content: The practice plans, coaching tips, drill descriptions, and SVG diagrams in the Session Library are proprietary content owned by PlayerBulletin. This content is licensed for your personal, non-commercial use within the platform only.

You may not:

• Copy, reproduce, or redistribute Session Library content outside the platform
• Use automated tools to scrape, download, or bulk-extract coaching content
• Use Session Library content to build a competing product or service
• Remove or alter any copyright notices or attributions

User-Created Content: Practice plans, feedback, and other content you create within the platform remain your intellectual property. You grant PlayerBulletin a license to store and display this content as necessary to provide the Service, as described in our Terms of Service.

We may update this Privacy Policy from time to time. We will notify you of material changes by email (sent to the email associated with your account) or by posting a prominent notice on the Service. Your continued use of the Service after such changes constitutes acceptance of the updated policy.

If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:

• General inquiries: hello@playerbulletin.com
• Security reports: security@playerbulletin.com
• Contact form: playerbulletin.com/contact

We will respond to all privacy-related inquiries within 30 days.