Privacy Policy

    Last updated: March 10, 2026

    1. Introduction

    HuddleBoard Sports ("we," "us," or "our") provides an athletic program management platform designed for K-12 schools, school districts, and colleges. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our marketing website and use our platform, including our web application and iOS mobile app.

    By accessing or using our services, you consent to the data practices described in this policy. If you do not agree, please discontinue use of our services.

    2. Information We Collect

    2.1 Information You Provide

    • Account registration: Name, email address, phone number, role (athletic director, coach, school administrator, parent/guardian), school or organization affiliation.
    • Athlete data: Student name, date of birth, grade, sport(s), eligibility status, medical form submissions, emergency contacts, and parent/guardian information.
    • Documents: Uploaded files including medical clearances, transcripts, permission forms, and other FERPA-protected educational records.
    • Communications: Messages sent through our in-platform messaging system between coaches, athletes, parents, and administrators.
    • Contact form submissions: Name, email, organization, and message content submitted through our marketing website.

    2.2 Information Collected Automatically

    • Device type, operating system, browser type, and version.
    • Hashed IP addresses (we never store raw IP addresses).
    • Usage data such as pages visited, features accessed, and session duration.
    • Mobile device identifiers when using our iOS app.

    3. How We Use Your Information

    We use the information collected to:

    • Provide and maintain the HuddleBoard Sports platform, including athlete registration, eligibility tracking, roster management, team calendars, equipment management, evaluations, and messaging.
    • Process medical form submissions and maintain document history.
    • Send notifications related to team activities, eligibility updates, and administrative actions.
    • Manage email templates and communications on behalf of schools and districts.
    • Respond to demo requests and support inquiries.
    • Improve our services and develop new features.
    • Comply with legal obligations, including FERPA, COPPA, and applicable state regulations.

    We do not sell your personal information to third parties.

    4. FERPA Compliance

    HuddleBoard Sports operates as a "school official" under the Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g. We process student educational records solely on behalf of and under the direct control of the educational institution.

    • Legitimate educational interest: We access student records only to fulfill the services contracted by the school or district.
    • No re-disclosure: We do not disclose personally identifiable information (PII) from education records to third parties without proper consent or a FERPA exception.
    • Data governance: Schools and districts retain ownership of all student educational records. We provide tools for authorized personnel to manage access, review audit logs, and fulfill parent/eligible student requests for record access.
    • Data deletion: Upon termination of a school's or district's account, all associated student records are permanently deleted within 90 days, unless a longer retention period is required by law.

    5. COPPA Compliance

    The Children's Online Privacy Protection Act (COPPA) applies to the online collection of personal information from children under 13. HuddleBoard Sports takes the following measures:

    • School consent: When a school or district uses our platform for students under 13, the school provides consent on behalf of parents pursuant to the COPPA "school official" exception. Schools are responsible for providing parental notice as required.
    • Minimal collection: We collect only the information necessary to provide the contracted athletic management services.
    • No behavioral advertising: We do not use children's personal information for targeted advertising or any commercial purpose unrelated to the educational services.
    • Parental rights: Parents may review their child's personal information, request corrections, or request deletion by contacting their school's administrator or by emailing privacy@huddleboardsports.com.
    • Security: We maintain reasonable security measures to protect the confidentiality, integrity, and availability of children's information.

    6. GDPR Compliance

    If you are located in the European Economic Area (EEA), you have rights under the General Data Protection Regulation (GDPR), including:

    • The right to access, rectify, erase, and restrict processing of your personal data.
    • The right to data portability.
    • The right to object to processing.
    • The right to withdraw consent at any time.

    Our lawful bases for processing include consent (contact forms), contractual necessity (platform services), and legitimate interest (security, service improvement). To exercise your rights, contact privacy@huddleboardsports.com.

    7. CCPA Compliance (California Residents)

    Under the California Consumer Privacy Act (CCPA), California residents have the right to:

    • Know what personal information we collect and how it is used.
    • Request deletion of personal information.
    • Opt out of the sale of personal information (we do not sell personal information).
    • Non-discrimination for exercising CCPA rights.

    To make a request, contact privacy@huddleboardsports.com. We will verify your identity before processing any request.

    8. Data Security

    We implement industry-standard security measures to protect your information, including:

    • Encryption of data in transit (TLS) and at rest.
    • Role-based access controls limiting data access to authorized personnel.
    • Audit logging of administrative actions and data access.
    • Regular security assessments and vulnerability testing.
    • IP address hashing for rate-limiting and fraud prevention.

    9. Data Retention & Deletion

    • Contact form submissions are retained for up to 24 months unless you request earlier deletion.
    • Platform data (athlete records, documents, messages) is retained for the duration of the school's or district's subscription, plus 90 days after termination for data export.
    • You may request deletion at any time by emailing privacy@huddleboardsports.com.

    10. Cookies

    This site uses essential cookies required for basic functionality (e.g., session management, cookie consent preferences). We do not use analytics or advertising cookies without your explicit consent.

    11. Third-Party Services

    We may share information with the following categories of service providers, solely to operate our platform:

    • Cloud hosting and infrastructure providers.
    • Email delivery services (for notifications and messaging).
    • Payment processors (PCI DSS compliant — we never store payment card data).

    All third-party service providers are contractually bound to protect your data and use it only for the purposes we specify.

    12. Changes to This Policy

    We may update this Privacy Policy from time to time. Material changes will be communicated via email to account holders and posted on this page with an updated effective date. Continued use of our services after changes constitutes acceptance of the revised policy.

    13. Contact

    For privacy questions or to exercise your rights, contact us at:

    Email: privacy@huddleboardsports.com

    You may also submit a request through our Contact page.