Privacy Policy

This Privacy Policy explains what information Team Sync ("Team Sync", "we", "us") collects, why we collect it, and what choices you have. It applies to our websites, mobile applications, and the Team Sync platform (together, the "Service").

The short version. We collect what we need to run your club's roster, schedule, messages, payments, and video — nothing more. We do not sell personal information. We do not show advertising. Athletes' data belongs to their club and their family, and we delete it when asked.

1. Who controls your information

Team Sync plays two different roles, and which one applies changes who you should contact.

For club data, the club is in control. When a club, school, or league uses Team Sync to manage its rosters, schedules, communications, statistics, and video, that organization decides what information is collected and who inside it can see what. Team Sync processes that information on the organization's behalf and under its instructions. If you are an athlete or a parent, direct requests about your information to your club first; we will help the club respond.

For account and website data, we are in control. When you create an account, contact our support team, subscribe to a plan, or browse our marketing website, Team Sync decides how that information is used, and this policy governs it directly.

2. Information we collect

Information you give us

Account information — name, email address, phone number, password or single sign-on identifier, and your role in a club.
Club and roster information — team names, seasons, venues, athlete names, jersey numbers, positions, dates of birth or age groups, emergency contacts, and the relationships between athletes, parents, and coaches.
Communications — messages, announcements, and comments sent through the Service, and anything you send to our support team.
Payment information — billing contact, billing address, and the last four digits and expiry of a card. Full card numbers are collected and stored by our payment processor, not by Team Sync.
Media — photographs, game video, and live streams uploaded or broadcast by a club, including footage in which athletes appear.
Statistics — game and season performance data entered by club staff, and any academic information a club or family adds to an athlete profile.

Information we collect automatically

Device and usage data — IP address, device and browser type, operating system, pages and screens viewed, actions taken, and timestamps.
Diagnostics — crash reports, error logs, and performance measurements used to find and fix problems.
Approximate location — derived from IP address, for security and fraud prevention. We do not collect precise device location.
Cookies and similar technologies — see Section 9.

Information from other sources

Single sign-on providers — if you sign in with a third-party identity provider, we receive your name, email address, and a stable identifier from it. We never receive your password.
Your club — an administrator or coach may add you to a club, along with contact details and role, before you have created an account.
Payment processor — transaction status, payout details, and chargeback notices.

3. Children's information

Team Sync is built for youth sports, and much of the information in the Service concerns people under 18. This is the section that matters most to us and we would rather over-explain it.

We do not offer accounts directly to children. An athlete under 13 may appear on the Service only through a profile created by their club or by their own parent or guardian. Where a club creates such a profile, the club is responsible for obtaining verifiable parental consent before doing so, and confirms to us that it has. Where a login is issued to a minor, it is issued to the parent or guardian who authorized it.

What we collect about a minor is limited to what a team actually needs: name, age group or date of birth, jersey number and position, contact details for their parent or guardian, emergency contact information, participation and payment records, statistics, and video of games in which they play.

What we never do with a minor's information: we do not use it for advertising or marketing, we do not build advertising profiles, we do not sell or share it for cross-context behavioural advertising, and we do not make it public.

Parental rights. A parent or guardian may review the information we hold about their child, ask for it to be corrected, ask for it to be deleted, and withdraw consent to further collection — including consent to being filmed. Contact your club, or write to us at the address at the end of this page and we will work with the club to honour the request. Withdrawing consent may mean the athlete can no longer participate in the parts of the Service that require it.

If we learn we have collected information from a child under 13 without the consent this section requires, we delete it promptly.

Where a club is a school or district and student records are involved, additional laws may apply — including the Family Educational Rights and Privacy Act and state student-privacy statutes. We act as a school official with a legitimate educational interest under those laws where they apply, and we use student data only for the purposes the school directs.

4. Video, streams, and images

Live streams and recordings are private to the club that created them and to the people that club approves. We do not make a club's video public, index it for search engines, or use it to promote Team Sync without separate written permission.

Clubs are responsible for obtaining parental consent before filming a minor, and for honouring a withdrawal of that consent. If you appear in a recording, or you are the parent or guardian of a minor who does, you may ask us to remove it — write to us at the address at the end of this page and we will remove it without requiring the club's agreement.

We do not perform facial recognition on video or photographs, and we do not use biometric identifiers.

Recordings are retained for the period described in Section 8 unless a club or an individual asks us to delete them sooner.

5. How we use information

We use information to:

provide the Service — run rosters, schedules, messaging, statistics, streaming, and payments;
authenticate you and keep accounts secure;
send operational messages such as schedule changes, cancellations, game alerts, and payment reminders;
process subscriptions and the payments a club collects from its families;
provide support and respond to what you ask us;
monitor, debug, and improve the Service, including measuring which features are used;
detect, investigate, and prevent fraud, abuse, and security incidents; and
comply with law and enforce our Terms.

We send marketing email only to adult account holders and prospective customers who asked to hear from us, and every marketing message has an unsubscribe link. Operational messages about your club are not marketing and continue while you hold an account.

We do not sell personal information, and we do not share it for cross-context behavioural advertising.

Where the GDPR applies, our legal bases are: performance of a contract (providing the Service); legitimate interests (security, debugging, improving the Service, and business communications with adult customers); consent (marketing email, non-essential cookies, and filming a minor); and legal obligation (tax, accounting, and lawful requests).

6. When we share information

We share personal information only in these circumstances:

Within your club. The point of the Service is that a club's members can see the information their role permits. Administrators can see the most; parents and athletes see their own club, teams, and records.
With service providers who process data on our behalf under contract, only for the purposes we specify, and who may not use it for their own purposes. These currently include:
- [CLOUD HOSTING PROVIDER] — hosting and storage
- [PAYMENT PROCESSOR] — payment processing and payouts
- [EMAIL / SMS PROVIDER] — transactional email and text messages
- [VIDEO / STREAMING PROVIDER] — live stream delivery and video storage
- [ANALYTICS / ERROR MONITORING PROVIDER] — diagnostics and product analytics
- [CRM PROVIDER] — marketing website forms and customer communication
For legal reasons — when required by law, subpoena, or court order, or where disclosure is reasonably necessary to protect the rights, property, or safety of Team Sync, our users, or the public. We give particular weight to the safety of minors.
In a business transfer — if Team Sync is involved in a merger, acquisition, or sale of assets, information may transfer as part of it. We will give notice before your information becomes subject to a materially different privacy policy.
With your direction — for example, when an athlete or their parent shares a scholarship package. Anyone with such a link may be able to view its contents.

7. Security

We protect information with encryption in transit and at rest, role-based access controls that limit what each club member can see, restricted and logged administrative access, regular patching, and monitoring for unusual activity. Payment card data is handled by our payment processor and does not touch our systems.

No system is perfectly secure. If a breach affects your personal information, we will notify you and the relevant authorities as required by law and without undue delay.

You can help by using a strong, unique password, enabling any additional authentication we offer, and telling us promptly if you suspect unauthorized access.

8. How long we keep information

Active club data — for as long as the club's subscription is active.
After a subscription ends — [RETENTION PERIOD, e.g. 90] days, so the club can export or reactivate, and then deleted.
Video and streams — [VIDEO RETENTION PERIOD] from the date of recording, unless deleted sooner on request.
Account records — until you delete your account, plus a short period in backups.
Payment and tax records — as long as tax and accounting law requires, typically [FINANCIAL RETENTION PERIOD, e.g. 7 years].
Support correspondence — [SUPPORT RETENTION PERIOD, e.g. 3 years].
Diagnostic logs — [LOG RETENTION PERIOD, e.g. 90 days].

Deleted information is removed from backups within [BACKUP CYCLE, e.g. 35] days as backups age out. We may keep anonymized, aggregated statistics that cannot identify anyone.

9. Cookies and tracking

We use strictly necessary cookies to keep you signed in, remember your active club, and protect against fraud. These cannot be turned off without breaking the Service.

We use a small number of analytics cookies to understand which features are used and where the Service is failing. On our marketing website we use [CRM PROVIDER] cookies to attribute enquiries and remember form submissions.

We do not use advertising cookies, and we do not permit third-party advertising trackers in the Service.

You can control cookies through your browser settings, and where required by law we ask for consent before setting non-essential cookies. Because tracking preferences vary between browsers, we honour the Global Privacy Control ("GPC") signal where your browser sends one.

10. Your rights and choices

Depending on where you live, you may have the right to:

know what personal information we hold about you and get a copy of it;
correct information that is inaccurate or incomplete;
delete your personal information;
take your information to another service in a portable format;
object to or restrict certain processing, and withdraw consent you have given;
opt out of the sale or sharing of personal information — although as stated above, we do not sell or share it; and
not be discriminated against for exercising any of these rights.

California residents. Under the CCPA as amended by the CPRA you have the rights listed above, including the right to know the categories of information collected, the purposes, and the categories of third parties it is disclosed to — all set out in Sections 2, 5, and 6. We do not sell personal information or share it for cross-context behavioural advertising, and we do not knowingly do so for anyone under 16. You may use an authorized agent to make a request.

EU, UK, and EEA residents. Where the GDPR applies you have the rights listed above and the right to lodge a complaint with your local supervisory authority. Information is processed in the United States; where we transfer personal data out of the EEA or UK we rely on Standard Contractual Clauses and the UK Addendum.

How to exercise a right. If your information is part of a club's records, contact the club first — they control it and can often act immediately. Otherwise write to us at the address at the end of this page. We will verify your identity before acting, and will respond within the time the applicable law allows — generally 45 days under the CCPA and one month under the GDPR, each extendable where the law permits.

11. International users

Team Sync is operated from the United States and information is stored and processed there. If you use the Service from another country, you understand that your information will be transferred to the United States, where privacy law may differ from your own.

12. Changes to this policy

We may update this policy as the Service changes. If a change is material, we will give notice before it takes effect — by email to your account address, by a notice in the Service, or both. The "last updated" date at the top of this page always reflects the current version, and we keep the previous version available on request.

We will not materially reduce the protections that apply to information we already hold without your consent.

Contact us

Questions about this document? Write to us and we will respond.

Team Sync
support@team-sync.io