Privacy Policy

1. Introduction

SquadScan ("Company," "we," "us," or "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our website and platform (the "Service").

Please read this Privacy Policy carefully. By using the Service, you agree to the collection and use of information in accordance with this policy. If you do not agree with our policies and practices, please do not use our Service.

2. Information We Collect

2.1 Information You Provide to Us

We collect information that you voluntarily provide when using our Service, including:

• Account Information: Name, email address, username, and password when you create an account.
• School Information: School name, address, phone number, and other details about your educational institution.
• Athlete Data: Information about student athletes including names, photos, jersey numbers, positions, height, weight, and grade level.
• Coach Information: Names, titles, contact information, and photos of coaching staff.
• Schedule Information: Game dates, times, locations, and opponent information.
• Support Communications: Information you provide when contacting us for support.
• Waitlist Information: Contact details submitted when joining our waitlist.

2.2 Information Collected Automatically

When you access the Service, we may automatically collect certain information, including:

• Log Data: IP address, browser type, operating system, referring URLs, and pages visited.
• Device Information: Information about the device you use to access the Service.
• Session Information: Authentication tokens and session data necessary for the Service to function.

3. How We Use Your Information

We use the information we collect for the following purposes:

• Provide the Service: To create and manage your account, display rosters and schedules, and enable team management features.
• Communicate with You: To send transactional emails such as password resets, account notifications, and support responses.
• Improve the Service: To understand how users interact with our Service and make improvements.
• Ensure Security: To protect against unauthorized access, fraud, and other security threats.
• Comply with Legal Obligations: To comply with applicable laws, regulations, and legal processes.

4. Cookies and Tracking Technologies

We use essential cookies that are necessary for the Service to function properly. These include:

• Session Cookies: To maintain your login session and authenticate your requests.
• Security Cookies: To help protect your account and prevent unauthorized access.

We do not currently use analytics cookies or third-party tracking technologies for advertising purposes. If this changes in the future, we will update this Privacy Policy and provide appropriate notice.

5. How We Share Your Information

We do not sell your personal information. We may share your information only in the following circumstances:

5.1 Service Providers

We use trusted third-party service providers to help us operate the Service, including cloud hosting, database services, image storage, and email delivery services. These service providers are contractually obligated to protect your information and may only use it to provide services on our behalf.

5.2 Legal Requirements

We may disclose your information if required to do so by law or in response to valid requests by public authorities (e.g., a court or government agency).

5.3 Business Transfers

If we are involved in a merger, acquisition, or sale of assets, your information may be transferred as part of that transaction. We will provide notice before your information becomes subject to a different privacy policy.

6. Data Storage and Security

Your data is stored on secure servers located in the United States. We implement appropriate technical and organizational measures to protect your personal information, including:

• Encryption of data in transit using SSL/TLS
• Secure password hashing
• Access controls and authentication requirements
• Regular security assessments

While we strive to protect your information, no method of transmission over the Internet or electronic storage is 100% secure. We cannot guarantee absolute security.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide you with the Service. If you request deletion of your account, we will delete your personal information within 30 days, except where we are required to retain it for legal, regulatory, or legitimate business purposes.

Athlete Data and other content uploaded by schools will be retained for as long as the school maintains an active account, unless earlier deletion is requested.

8. Your Rights and Choices

Depending on your location, you may have certain rights regarding your personal information:

8.1 Access and Portability

You have the right to request a copy of the personal information we hold about you. Contact us at info@squadscan.com to request a data export.

8.2 Correction

You can update your account information at any time through the Service. If you need assistance correcting other information, please contact us.

8.3 Deletion

You have the right to request deletion of your personal information. To request account deletion, please contact us at info@squadscan.com. We will process your request within 30 days.

8.4 Opt-Out of Marketing

If we send marketing communications in the future, you will be able to opt out by following the unsubscribe instructions in those emails or by contacting us directly.

9. Children's Privacy

The Service is not directed to children under the age of 13. We do not knowingly collect personal information directly from children under 13. The Service is intended for use by school administrators, coaches, and athletic directors who may upload information about student athletes as part of their official duties.

Schools using the Service are responsible for obtaining any necessary consents from parents or guardians before uploading student athlete information, in compliance with applicable laws including FERPA and COPPA.

If we learn that we have collected personal information from a child under 13 without verification of parental consent, we will delete that information promptly. If you believe we might have any information from or about a child under 13, please contact us at info@squadscan.com.

10. California Privacy Rights

If you are a California resident, you may have additional rights under the California Consumer Privacy Act (CCPA), including:

• The right to know what personal information we collect, use, and disclose
• The right to request deletion of your personal information
• The right to opt-out of the sale of personal information (we do not sell personal information)
• The right to non-discrimination for exercising your privacy rights

To exercise these rights, please contact us at info@squadscan.com.

11. International Users

The Service is operated from the United States. If you are accessing the Service from outside the United States, please be aware that your information may be transferred to, stored, and processed in the United States where our servers are located.

By using the Service, you consent to the transfer of your information to the United States, which may have different data protection laws than your country of residence.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page and updating the "Last updated" date.

For significant changes, we may provide additional notice such as an email notification. We encourage you to review this Privacy Policy periodically for any changes.

13. Contact Us

If you have any questions about this Privacy Policy or our privacy practices, please contact us at:

We will respond to your inquiry within a reasonable timeframe.