Privacy Policy

Last updated: May 16, 2026

This Privacy Policy explains how Tryout Tracker, LLC, a Virginia limited liability company ("Tryout Tracker", "we", "us", or "our"), collects, uses, discloses, and safeguards information in connection with the Tryout Tracker website, web and mobile applications, APIs, and related services (collectively, the "Service"). By using the Service, you agree to the practices described here. If you do not agree, do not use the Service.

1. Scope & Our Role

Tryout Tracker is a multi-tenant SaaS platform used by schools, school districts, athletic departments, cheer programs, dance teams, gyms, and similar organizations (each, a "Program") to run tryouts, score athletes, and manage rosters. This Policy applies to:

• Account users — owners, admins, coaches, judges, and other staff who access the Service through an account or invitation.
• Athletes, parents, and guardians — whose information is uploaded by a Program or submitted through a public signup link.
• Visitors — anyone who interacts with our marketing pages, support channels, or public endpoints.

Controller vs. processor. When a Program uses the Service to evaluate athletes, the Program is the controller (and, where applicable under FERPA, the educational agency or institution) of athlete information and decides what to collect, why, and how long to retain it. Tryout Tracker, LLC acts as a service provider / processor on the Program's behalf for that data, and as a "school official" with a legitimate educational interest where designated under FERPA. We are the controller for account data of owners, admins, coaches, and judges, and for our own operational data (security logs, billing, support).

2. Information We Collect

2a. Information you or your Program provides directly

• Account information: name, email address, password (hashed), phone number (optional), Program / organization name, school or district, role, and avatar.
• Authentication data: email magic links, password reset tokens, OAuth identifiers (e.g., Google) if you choose to sign in via a third-party provider.
• Program & tryout content: rubric definitions, scoring scales, team configurations, schedules, notes, support tickets, feedback, and other setup data.
• Athlete information: name, grade, school, contact info, position, photo, and any custom fields the Program configures, which may include emergency contact, parent/guardian info, and a private code used to look up results.
• Judge / coach information: name, email, color/avatar, role, and scoring activity within their Program.
• Scores, comments, and feedback: numeric scores, written notes, peer comments, status updates, and feedback submitted through the Service.
• Billing information: billing contact, organization name, billing address, purchase order number, and last four digits / brand of payment card. Full card numbers are processed and stored by our PCI-compliant payment processor and are not visible to us.
• Communications: emails, in-app messages, support requests, and feedback you send us.

2b. Information collected automatically

• Device & usage data: IP address, browser type, operating system, device identifiers, referring URL, pages visited, features used, timestamps, and crash / error reports.
• Cookies & similar technologies: session cookies and local storage used to keep you signed in, remember preferences (e.g., score input mode, theme), and operate the Service. We do not use third-party advertising cookies.
• Logs: server, security, and audit logs needed to operate, debug, and secure the Service.

2c. Information from third parties

• OAuth providers: if you sign in via Google or another supported provider, we receive your name, email, and profile identifier as permitted by that provider.
• AI processing: when you opt in to AI-assisted features (rubric extraction, athlete import, bias detection, etc.), the relevant inputs are sent to an AI provider for processing on our behalf.
• Payment processor: transaction status, payment-method metadata, and dispute / chargeback notices.

3. How We Use Information

• To provide, operate, maintain, secure, and improve the Service;
• To authenticate users, manage accounts, enforce access controls, and isolate tenants;
• To enable Program admins to evaluate athletes, build rosters, and communicate with judges and athletes;
• To send transactional emails (invitations, magic links, password resets, scoring status, billing receipts, tryout reminders) and important service notices;
• To process payments, send invoices, and recover overdue amounts;
• To respond to support requests, feedback, and bug reports;
• To detect, investigate, and prevent fraud, abuse, security incidents, and violations of our Terms;
• To comply with legal obligations, lawful requests, court orders, and to enforce our rights;
• To produce aggregated, de-identified analytics and product research that do not identify any individual or Program.

We do not sell personal information. We do not "share" personal information for cross-context behavioral advertising as defined by California or similar laws. We do not use student data, athlete data, or judge scores to train AI models for other customers.

4. Legal Bases (EEA / UK Users)

If you are in the European Economic Area or the United Kingdom, our legal bases for processing personal data include: (a) performance of a contract with you or your Program, (b) our legitimate interests in operating and securing the Service and managing our business, (c) compliance with legal obligations, and (d) your consent where required (for example, certain cookies and optional AI features). You may withdraw consent at any time without affecting the lawfulness of prior processing.

5. How We Share Information

• Within your Program: data uploaded for a Program is visible to authorized admins, owners, coaches, and judges of that Program based on their role.
• Service providers (sub-processors): hosting and database (Supabase / Lovable Cloud), email delivery, AI providers (when AI features are used), analytics, error monitoring, payment processing, and similar vendors that process data on our behalf under written contracts requiring confidentiality, security, and use limitations.
• Legal & safety: when we believe in good faith that disclosure is required by law, regulation, legal process, or governmental request, or to protect the rights, property, or safety of Tryout Tracker, LLC, our users, athletes, or the public.
• Business transfers: in connection with a merger, acquisition, financing, reorganization, bankruptcy, or sale of assets, in which case information may be transferred subject to standard confidentiality protections, with notice to affected Programs.
• With your direction or consent: in any other case where you direct us to share information (for example, exporting a roster).

We do not share information across tenants. Cross-Program access is restricted by application authorization and database row-level security.

6. Schools, Coaches & Student Data

For Programs operated by U.S. educational agencies or institutions subject to FERPA, Tryout Tracker, LLC acts as a "school official" with a "legitimate educational interest" under 34 CFR §99.31(a)(1) when designated by the Program. We use education records only to provide the Service to the Program, remain under the Program's direct control with respect to those records, and do not redisclose education records except as permitted by FERPA or as the Program directs.

Coaches and athletic directors uploading information about minors are responsible for confirming that the Program (and where required the school district or governing body) has obtained appropriate parental, guardian, and school consents. Programs serving athletes under 13 must collect and document verifiable parental consent where COPPA requires it; Tryout Tracker, LLC acts only as the Program's agent for limited information needed to deliver the Service.

Districts that need a separate data privacy agreement (DPA), student data privacy pledge addendum, or vendor questionnaire should contact us at privacy@tryouttracker.org before uploading student data.

7. AI Features

The Service includes optional AI-assisted features (for example, rubric extraction, athlete import parsing, judge bias detection, recommendations, summaries). When you use these features, the relevant inputs are sent to a third-party AI provider that processes them on our behalf under contracts that prohibit training their general models on your inputs, except where expressly permitted in their terms applicable to enterprise / API use. Outputs from AI features are recommendations only and are intended to support, not replace, human judgment by coaches and admins.

8. Children's Privacy

The Service is not directed to children under 13, and admin or owner accounts may not be created by anyone under 18. However, the Service is designed to be used by Programs to evaluate athletes who may be minors. The Program is responsible for obtaining all parental, guardian, school, and individual consents required by applicable law (including, where applicable, COPPA, FERPA, GDPR-K, CCPA/CPRA, and similar laws) before uploading information or photos about minors. If you believe we have collected information from a child without appropriate consent, contact us using the addresses below and we will take prompt steps to delete it.

9. Photos & Sensitive Information

Programs may upload athlete photos for identification during tryouts. Photos are stored in protected storage and are accessible only to authorized members of that Program. You should not upload sensitive personal information beyond what is necessary for tryouts — no Social Security numbers, government IDs, financial account numbers, or detailed medical records.

10. Data Security

We implement administrative, technical, and physical safeguards designed to protect personal information, including: encryption in transit (HTTPS / TLS), encryption at rest for the database, row-level security to enforce tenant isolation, principle of least privilege for staff, access logging, audit trails, regular dependency and security scanning, and incident response procedures. No security program is perfect, and we cannot guarantee absolute security. You are responsible for protecting your account credentials and notifying us promptly of any suspected compromise.

11. Data Retention

We retain personal information for as long as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. Specifically:

• Athlete & Program data: retained until the Program deletes it or deletes the Program. Following Program deletion or subscription cancellation, data is preserved for at least thirty (30) days to permit export, then deleted.
• Account data: retained until you delete your account.
• Billing & tax records: retained for at least seven (7) years as required by U.S. tax and accounting rules.
• Security & audit logs: retained for up to two (2) years for incident response and abuse prevention.
• Backups: residual copies may persist in encrypted backups for a limited period before being overwritten.
• De-identified / aggregated data: may be retained indefinitely.

12. Your Rights

Depending on where you live, you may have the right to: access the personal information we hold about you; correct inaccurate data; delete your information; restrict or object to processing; data portability; and withdraw consent. To exercise these rights, contact privacy@tryouttracker.org or call (804) 464-3152. We will respond within the time required by applicable law. If you are an athlete, parent, or guardian and your information was uploaded by a Program, please contact that Program directly first; we will assist the Program in fulfilling the request.

You may also unsubscribe from non-essential emails using the unsubscribe link in those emails or via in-app preferences. Transactional and security messages cannot be turned off while you have an active account.

12a. California Residents (CCPA / CPRA)

California residents have additional rights, including the right to know the categories and specific pieces of personal information we collect, the right to delete, the right to correct, the right to limit use of sensitive personal information, and the right to non-discrimination for exercising these rights. We do not sell or "share" personal information for cross-context behavioral advertising. To submit a verifiable consumer request, contact us at the address above.

12b. EEA / UK Residents (GDPR / UK GDPR)

You have the right to lodge a complaint with your local data protection authority. Where we transfer personal data outside your country, we rely on appropriate safeguards (such as Standard Contractual Clauses) where required.

13. International Transfers

The Service is operated from the United States. By using the Service, you understand that your information may be transferred to, stored, and processed in the United States and other countries that may have different data-protection laws than your country of residence.

14. Cookies & Tracking

We use strictly necessary cookies and local storage to keep you signed in and remember your preferences. We may use first-party analytics to understand product usage. We do not use cross-site advertising trackers. Most browsers let you block or delete cookies, but doing so may break parts of the Service (you may not be able to stay signed in).

15. Third-Party Links & Services

The Service may contain links to third-party websites or integrate with third-party services. We are not responsible for the privacy practices of those third parties. We encourage you to review their privacy policies before providing them with information.

16. Data Breach Notification

If we become aware of a security incident affecting your personal information, we will notify affected Programs and, where applicable, individuals and regulators in accordance with applicable law and our contractual obligations.

17. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you through the Service or via email at least fourteen (14) days before they take effect (except for changes required by law, which may take effect immediately). The "Last updated" date above indicates when this Policy was last revised. Your continued use of the Service after changes take effect constitutes acceptance.

18. Contact

Tryout Tracker, LLC
Commonwealth of Virginia, USA
Privacy: privacy@tryouttracker.org
Support: tryouttracker@gmail.com
Phone / text: (804) 464-3152

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