Flex Scorebook Privacy Policy

Effective Date: August 4, 2026 Service: Flex Scorebook Operator: Fastpitch Authority Contact: support@fastpitchauthority.com This Privacy Policy explains how Fastpitch Authority ("Fastpitch Authority," "we," "us," or "our") collects, uses, discloses, and protects information in connection with Flex Scorebook, including the Flex Scorebook website, scorekeeping software, public team pages, player-claim features, and related services (collectively, the "Service"). Flex Scorebook and Fastpitch Authority share a unified login system and underlying database. Information entered through Flex Scorebook may appear in or be used to power Fastpitch Authority features, including player profiles, verified performance metrics, and rankings. The Fastpitch Authority Privacy Notice applies to those cross-platform features. By using Flex Scorebook, you acknowledge this integrated relationship. ## 1. Who May Use Flex Scorebook Flex Scorebook is designed for adult coaches, team administrators, parents, and legal guardians. While a child may be the subject of a roster or game record, children under 13 are strictly prohibited from creating or controlling an account independently. A parent or legal guardian must act on behalf of a minor child regarding all profile claims and consent decisions. ## 2. Information We Collect We collect information from several sources to operate and improve the Service: - Account and Contact Information: When an adult registers, we collect their name, email address, hashed login credentials, account preferences, support communications, and consent records. - Subscription and Payment Data: Transactions are processed securely via Stripe. We receive details such as your Stripe customer ID, subscription status, renewal dates, and limited billing details. We never store or receive full payment card numbers directly on Flex Scorebook servers. - Team, Roster, and Athlete Data: Coaches and administrators may submit team details (names, logos) and athlete information (first/last names, jersey numbers, positions, birth dates, graduation years, locations, photos, videos, plate appearances, and season statistics). - Roster Stubs Created by Coaches: A coach may create a preliminary roster stub containing an athlete's first name, last name, and jersey number before a parent has registered or received a claim link. A roster stub is strictly an operational feature allowing coaches to maintain scorebooks and is not considered parental consent. Unclaimed roster stubs may appear on public team pages if the team settings permit. Parents may contact us at any time to request access, correction, suppression, or deletion of a roster stub. - Game and Operational Data: We collect scorekeeping events, box scores, play-by-play logs, claim-link activity, device information, and offline synchronization logs. Venues and game start times are recorded strictly for private team use and are omitted from public pages. ## 3. How We Use Information We process collected information to: - Deliver scorekeeping, roster management, claim workflows, public team pages, and analytics. - Generate game statistics, box scores, play-by-play summaries, and long-term trends. - Sync data seamlessly across Flex Scorebook and Fastpitch Authority features. - Verify guardian-to-athlete relationships and enforce privacy preferences. - Process payments, manage subscriptions, and deliver customer support. - Maintain security, prevent fraud, enforce our legal terms, and comply with legal obligations. - Send transactional messages, operational updates, and permitted promotional communications. - Create aggregated or de-identified data sets for performance analytics. Our Commitment: We do not sell personal information, use athlete data for targeted advertising, or share data with third parties for cross-context behavioral advertising. ## 4. Publicly Viewable Data Flex Scorebook offers public team pages accessible without an account and viewable by search engines. Depending on administrator settings and account safety controls, public pages may display: - Team name, logo, and team photographs. - Roster details (first name, last name, jersey number, and position). - Game results, box scores, and individual game lines. - Enhanced player cards (only when explicitly claimed and set to public by a parent/guardian). What remains private: Venues, precise game start times, and direct contact information are never displayed on public team pages. Season-long averages are restricted to paid feature tiers, and athletes under 13 are protected from college-coach discovery tools by automated, database-level rules. ## 5. How We Disclose Information We share information only under the following circumstances: - Service Providers: With trusted vendors who host, secure, process payments for, or support our Service under contractual confidentiality obligations. - Integrated Platforms: Between Flex Scorebook and Fastpitch Authority to maintain unified profiles and metrics. - Public Display: As configured by coaches or parents for public team pages and player cards. - Legal and Safety Compliance: To comply with court orders, subpoenas, applicable laws, or to defend legal rights and public safety. - Business Transfers: In connection with a merger, sale of assets, financing, or acquisition, subject to standard privacy protections. ## 6. Children's Privacy and Parental Control The Service is intended for adult use. We do not knowingly permit children under 13 to create direct accounts. Because coaches can generate roster stubs containing minor athlete details, we may store information regarding a child prior to direct parental interaction. Where applicable laws-such as the Children's Online Privacy Protection Act (COPPA)-require verifiable parental consent, we obtain and record that consent before using or publishing the child's data for restricted activities. We never condition a child's participation on providing more data than is necessary. Parents or legal guardians who believe their child's information was submitted without authorization may email us at support@fastpitchauthority.com for prompt review, suppression, or deletion. ## 7. Consent and Media Management We employ an append-only consent ledger, meaning updates and revocations generate new compliance records rather than overwriting historic audits. Consent categories cover parental permissions, photo/video media rights, coach visibility, public directories, and marketing updates. Photo and video playback features automatically block media where required consent is missing or explicitly revoked. Users may only upload athlete media if valid consent has been recorded on the platform. ## 8. Your Privacy Rights and Choices Depending on your region, you or your legal guardian may hold specific privacy rights, including: - Requesting access to, copies of, or corrections to your personal information. - Requesting suppression or complete deletion of account and athlete records. - Revoking previously granted consent or opting out of specific processing activities. - Appealing a decision regarding a legal privacy request. An athlete who reaches the age of legal majority may request full ownership and control over their historical athlete profile. To exercise any privacy rights, please email support@fastpitchauthority.com with the subject line "Privacy Request". Include your location, relevant account or athlete details, and your specific request. Identity verification may be required to protect user security. ## 9. Data Retention and Deletion Schedule We retain personal information only as long as necessary to fulfill operational, legal, and security requirements. Our standard retention practices include: | Data Type | Retention Standard | |---|---| | Unclaimed Roster Stubs | Automatically deleted or de-identified after 12 months of team inactivity. | | Claimed Profiles / Public Stats | Removed from public view promptly upon request; permanent deletion or anonymization completes within 90 days. | | User Accounts | Retained while active; deleted or anonymized following account closure. | | Audit & Legal Records | Retained as required by law to document compliance, consent history, and financial transactions. | Note: Deletion from our active systems does not automatically purge content previously cached or copied by third-party search engines. ## 10. Security Measures We enforce administrative, technical, and physical safeguards designed to protect personal data against loss, unauthorized access, disclosure, and modification. While no digital system can guarantee complete security, we maintain incident response procedures to notify affected parties and regulatory bodies as required by law in the event of a data breach. ## 11. Cookies and Tracking Technologies We use essential cookies, server logs, and session management tools to secure user accounts, maintain performance, and store operational preferences. We do not use tracking cookies or third-party web beacons to serve targeted ads or track users across unaffiliated websites. ## 12. Policy Updates We reserve the right to update this Privacy Policy periodically. Material changes will be communicated via account notices, service announcements, or updated revision dates. Your continued use of Flex Scorebook after revisions take effect constitutes acceptance of the updated terms. ## 13. Contact Information For privacy requests, COPPA inquiries, or questions about this policy, contact us at: Fastpitch Authority Email: support@fastpitchauthority.com Location: Double Springs, Alabama, United States