Privacy Policy | RecTrack

1. Scope and roles

This Privacy Policy explains how RecTrack collects, uses, discloses, retains, and protects personal information when you use our websites, mobile applications, dashboards, APIs, registration links, scorekeeping tools, messaging features, payment flows, and related services collectively, the "Services".

RecTrack provides software for recreational sports organizations, leagues, tournaments, organizers, staff, players, captains, guardians, spectators, and invited participants. When an organization uses RecTrack to run its league, that organization may independently decide what participant information to collect, which registrations to accept, which messages to send, and how to run its events. In those situations, RecTrack acts as a service provider or processor for that organization where applicable, and the organization remains responsible for its own notices, waivers, eligibility rules, refund rules, and use of exported data.

2. Information we collect

Account and profile information: name, email address, phone number, username, password/authentication identifiers, date of birth, gender, profile photo, preferred name, jersey preferences, apparel sizes, onboarding status, account status, and account deletion status.
Organization and competition information: organization names, logos, descriptions, staff roles, audit logs, competition names, sports, divisions, schedules, locations, rosters, teams, seeds, brackets, standings, scores, stats, game events, substitutions, infractions, waivers, waitlists, announcements, registration forms, registration snapshots, and post-registration instructions.
Registration and participation information: captain and player identities, team names, invite status, participant roles, eligibility information, guardian status, acceptance/withdrawal history, approval or rejection reasons, manual player display names, and contact details when an organizer requires them.
Guardian and minor information: guardian name, guardian email address, relationship, verification status, electronic-signature consent, authority attestations, guardian action tokens, and records needed to document participation approval for minors. RecTrack is not intended for children under 13.
Payment and billing information: subscription plan, checkout status, invoices, payment obligations, payment and refund records, dispute records, Stripe customer and connected-account identifiers, saved-card metadata such as brand, last four digits, and expiration date, and Stripe onboarding/status information. RecTrack does not store full card numbers, CVV codes, or bank login credentials.
Messages, social, safety, and support content: direct messages, team and competition conversations, reactions, friend or profile relationship status, blocks, safety reports, report categories, descriptions, attachments or context you provide, and support requests.
Media and user content: avatars, organization logos, competition banners, QR codes, YouTube links, game-film timestamps, scoring anchors, and other content you upload, link, submit, or make available through the Services.
Location and venue information: competition addresses, Google place identifiers and place snapshots, latitude/longitude for venues and your device location when you choose to use nearby-discovery or map-centering features.
Device, usage, and security information: IP address, user agent, browser, operating system, app version, device identifiers, push notification tokens, cookie values, session data, authentication events, audit-log metadata, error details, feature usage, and similar operational diagnostics.
Assistant and voice-scoring inputs: chat messages you send to the in-app assistant, spoken scorekeeping phrases or transcripts, roster and game context needed to interpret those phrases, model output, and usage metadata such as token counts or request status.

3. Sources of information

You, when you create an account, complete a profile, register, pay, message, upload content, scan a QR code, use voice scoring, ask the assistant a question, or contact us.
Organizations, organizers, captains, teammates, guardians, and other users who invite you, add you to a roster, register a team, submit scores, send messages, or manage league operations.
Service providers and integrated platforms such as Supabase, Stripe, Mapbox, Expo, Resend or other email providers, OpenAI or other AI providers, Google, Apple, and YouTube, depending on the features you use.
Your device and browser through cookies, local storage, mobile permissions, logs, and security telemetry.

4. How we use information

Provide, operate, secure, troubleshoot, and improve the Services.
Create accounts, authenticate users, complete onboarding, enforce profile and age requirements, and support account recovery.
Help organizations create and manage competitions, registrations, payments, schedules, brackets, rosters, stats, live scores, announcements, messages, and player experiences.
Process subscriptions, registration fees, saved payment methods, refunds, disputes, tax or accounting records, and Stripe Connect onboarding/status updates.
Support guardian verification, electronic consent, minor participation controls, and records of consent or withdrawal.
Send transactional messages, registration emails, guardian emails, push notifications, in-app notifications, security alerts, product notices, and support responses.
Enable location-based discovery, maps, venue lookup, and distance filtering when you choose to use those features.
Power assistant and voice-scoring features, including interpreting spoken phrases into structured game events and answering RecTrack product questions.
Monitor usage limits, prevent fraud, detect abuse, enforce terms and league permissions, investigate safety reports, and protect users, organizations, RecTrack, and the public.
Comply with law, respond to legal process, preserve records, exercise rights, and resolve disputes.

5. Legal bases where required

Where laws such as the GDPR require a legal basis, we process personal information as necessary to perform a contract with you or your organization, based on your consent, to comply with legal obligations, and for legitimate interests such as securing the Services, preventing fraud, supporting league operations, improving products, and enforcing rights. You may withdraw consent where processing is based on consent, but withdrawal may limit features that depend on that information.

6. How we disclose information

With organizations and league staff: organizers, admins, managers, scorers, and captains may see information needed to run competitions, including registration details, contact details when required, payment status, rosters, waivers, scores, stats, messages, and safety or moderation context.
With other users and the public: depending on feature settings and competition visibility, names, usernames, avatars, teams, rosters, schedules, game results, standings, brackets, stats, and public organization or competition details may be visible to other users or public visitors.
With guardians and invite recipients: we disclose information needed to verify guardian authority, complete minor participation flows, deliver invites, and show invitation context.
With service providers: we use infrastructure, database, authentication, storage, payment, email, push notification, mapping, AI, analytics, logging, and support providers that process information for us under appropriate contractual limits.
With payment partners: Stripe and related payment services receive information needed to process payments, manage saved payment methods, onboard connected accounts, handle payouts, prevent fraud, resolve disputes, and comply with financial laws.
For legal, safety, and business reasons: we may disclose information to comply with law, enforce agreements, investigate abuse, protect rights and safety, complete a merger, financing, acquisition, restructuring, or sale of assets, or with your direction or consent.

7. Sales, sharing, and targeted advertising

RecTrack does not sell personal information for money and does not share personal information for cross-context behavioral advertising as those terms are commonly used under U.S. state privacy laws. We do not use sensitive personal information to infer characteristics for advertising. If our practices change, we will update this Policy and provide any required opt-out mechanism.

8. Cookies, local storage, and mobile permissions

We use cookies and similar technologies to keep you signed in, remember theme and app preferences, protect sessions, route authentication redirects, measure product health, and operate the Services. You can control cookies through your browser, but disabling them may break account, security, or dashboard features.

Mobile features may ask for permission to use camera access for QR scanning, microphone access for hands-free voice scoring, photos for profile images, location for nearby discovery and maps, and push notifications for league updates. You can change these permissions in your device settings.

9. Retention and deletion

We keep personal information for as long as needed to provide the Services, maintain accounts, operate organizations and competitions, comply with legal and financial obligations, resolve disputes, enforce agreements, preserve security, and maintain historical league records. Retention periods vary by data type and context.

If you request account deletion, RecTrack schedules deletion with a 14-day grace period. During that period, your account is pending deletion and certain changes may be blocked. When deletion is finalized, RecTrack deletes your authentication user and profile photo where applicable, removes saved Stripe customer mappings and saved-card access, purges notification data, deletes guardian records, and anonymizes profile fields such as name, email, phone number, date of birth, gender, apparel sizes, jersey preferences, and avatar URL. Historical competition records, payment records, audit logs, scores, standings, waiver records, and other operational records may remain where needed, but are retained in a minimized or anonymized form where appropriate.

10. Children and minors

RecTrack is not directed to children under 13, and children under 13 may not create accounts or use the Services. If we learn that we have collected personal information from a child under 13 without required parental consent, we will take appropriate steps to delete it.

Users ages 13 through 17 may use RecTrack only with appropriate parent or legal guardian involvement where required. RecTrack supports guardian verification and consent workflows for minor participation, but organizations are responsible for their own youth-sports, eligibility, safety, waiver, and supervision obligations.

11. Security

We use administrative, technical, and organizational safeguards designed to protect personal information, including access controls, authentication, encrypted transport, service-role separation, audit logging, and data minimization. No system is perfectly secure. You are responsible for using a strong password, keeping credentials private, limiting staff permissions, and promptly telling us about suspected unauthorized access.

12. International processing

RecTrack is operated from the United States. Your information may be processed in the United States and other countries where we or our providers operate. Those countries may have privacy laws different from the laws where you live. Where required, we use appropriate safeguards for cross-border transfers.

13. Your privacy rights

Depending on where you live, you may have rights to request access, correction, deletion, portability, restriction, objection, withdrawal of consent, appeal of a decision, or information about categories of personal information collected, used, disclosed, sold, or shared. You may also have the right not to be discriminated against for exercising privacy rights.

To exercise rights, use in-product account tools where available or email privacy@rectrack.app. We may need to verify your identity or authority before acting. If your information is controlled by an organization using RecTrack, we may direct your request to that organization or act on its instructions.

14. U.S. state privacy notices

In the last 12 months, RecTrack may have collected the categories listed above, including identifiers, customer records, protected-classification information such as age or gender where provided, commercial information, internet or electronic network activity, geolocation data, audio information when you use voice scoring, visual information when you upload images, inferences needed for preferences or safety, and sensitive information such as account credentials, precise location when enabled, payment-related data, and minor/guardian information. We use and disclose those categories for the purposes described in this Policy. We do not sell or share personal information for cross-context behavioral advertising.

15. Changes to this Policy

We may update this Policy as RecTrack changes. If changes are material, we will provide notice as required by law, such as by posting the updated Policy, changing the effective date, or sending an in-product or email notice.

16. Contact us

For privacy questions, requests, or concerns, contact RecTrack at privacy@rectrack.app. For general support, contact support@rectrack.app.