Privacy
Privacy & children’s data
Draft notice for review by the club’s board and legal advisor before launch.
What we collect
Parent/guardian contact details; each participant’s name, grade, optional school, an emergency contact, and optional emergency information you choose to share with coaches; waiver acceptances; payment records (but never card numbers — card payments are processed by our payment provider); attendance and pickup records; and messages you send us.
Children
Children do not need their own account. A parent or guardian creates and controls each child’s profile. A guardian may enable a limited player login for older players (grade 8 and above by default); it shows only that player’s squad, schedule, attendance, skills and announcements.
Who can see it
- Group leaders and coaches see only the players in their assigned squads/programs, and only what is needed on court.
- Emergency information is encrypted and visible only to the child’s guardians and assigned coaches.
- Finance staff see payment records; complaints and sensitive messages are restricted to senior administrators.
Check-in QR codes
QR codes contain a random code only — no names or personal details. Codes can be regenerated at any time if shared or lost.
We send receipts, confirmations and safety notices. You can opt out of announcements and reminders at any time.
Retention & deletion
Financial and consent records are retained as required for accounting and legal purposes. Other personal data can be deleted on request after a program ends. Contact us to request access, correction or deletion.