Privacy Policy

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Draft This document is a working draft pending review by legal counsel.

Version 1.0 · Last updated —

LeagueWaves ("LeagueWaves," "we," "us," or "our") provides youth-sports league management software to leagues and their organizers. LeagueWaves is designed to be used by adults — including league administrators, coaches, parents, guardians, and volunteers — to manage league activities and information.

Children do not create their own independent LeagueWaves accounts and do not directly access or use the service. Parents, guardians, and other authorized adults may provide information about children to the league they participate in.

In some cases a minor may take part in a league as a volunteer (for example, a youth referee, scorekeeper, or greeter). Where that happens, the minor participates through a guardian-operated account: a parent or guardian sets up and operates the account, consents to the minor's participation, and receives communications on the minor's behalf. The minor does not sign in or receive messages directly. See "Children's privacy" below.

This Privacy Policy explains what information LeagueWaves collects or processes, how we use it, when we share it, and the choices available to you.

1. Who is responsible for your information

When a league uses LeagueWaves, the league generally determines what information it collects about its members, players, and volunteers and how that information is used for league activities. For this information, the league is generally responsible for determining the purposes of processing (the "controller"), while LeagueWaves processes the information on the league's behalf to provide the service (a "service provider" / "processor").

For example, a league may decide to collect a player's name, date of birth, team assignment, photograph, or health and safety information and determine which authorized league personnel may access it. LeagueWaves also processes certain information for its own purposes, such as operating and securing the platform, managing adult user accounts, preventing fraud and misuse, providing support, and administering our relationship with leagues.

If you are a parent, guardian, coach, volunteer, or a guardian operating a minor volunteer's account and you have questions about information collected by your league, you may contact your league organizer. You may also contact LeagueWaves at legal@leaguewaves.com.

2. Information we collect or process

Adult account information. When an adult creates a LeagueWaves account, we may collect their name, email address, phone number, language preference, account credentials (including a securely hashed password), and information associated with their role in a league. Phone numbers may support account and service communications and, when available, SMS notifications in accordance with applicable consent requirements.

League and player information. League administrators, parents, guardians, coaches, and other authorized adults may enter or manage information relating to a league, team, or player — including player name, date of birth, team and division assignment, rosters and schedules, availability and RSVPs, volunteer assignments, crew and volunteer-group membership and roles, team/crew/league communications, parent or guardian relationships, player photographs, and other information the league chooses to maintain.

Crews and volunteers. LeagueWaves lets a league organize the people who help run its programs into crews (for example, referees, field crews, vendors, snack bar, or other volunteer groups). For an adult crew member, we process their account information and their crew role. A league may also include a minor volunteer on a crew; in that case LeagueWaves stores only the information needed to represent the minor to their crew and reach the responsible adult: the minor's first name, their volunteer role, and the guardian's email and relationship. The account is operated by the guardian. A minor volunteer's team, roster, date of birth, health information, and other family details are not made available to a crew, and adding a minor to a crew requires the guardian to accept and operate the account.

Health and safety information. A league may choose to collect health or safety information about a player (such as allergies or medical conditions) when reasonably necessary to operate its programs and protect participants. LeagueWaves processes this on the league's behalf; it is stored separately and access is limited by role. By default, medical notes are visible only to the child's own team staff, guardians, and league administrators — not to other families. A guardian (or an administrator) may separately and optionally choose to share a short food-allergy note with the child's own team so teammates' families can help with snack duty; this opt-in field starts empty and only its contents are shown to that team. Leagues should collect only what is reasonably necessary for legitimate league or participant-safety purposes.

Photos and team content. Parents, guardians, and other authorized adults may upload photographs associated with a player or team. LeagueWaves may also provide team rooms, crew rooms, or similar features that let authorized members of a team or crew share content with other members of that group; such content is intended to remain limited to that audience and may be subject to moderation. We do not use player photographs or team content for third-party advertising.

Messages and communications. LeagueWaves lets authorized adults communicate with other authorized members of their league — for example, messaging a child's coach or league administrators, messaging parents of players on their team, coordinating within a crew or volunteer group they belong to (including among crew leads), and sending or receiving team, crew, or league-wide announcements and service notifications. Where a minor participates as a volunteer, messages and notifications directed to that minor are delivered to the guardian who operates the account; the minor does not receive messages directly. Communications may be stored and made available to the participants and authorized league personnel involved.

Organization and billing information. League administrators may provide information needed to establish and manage a league's account, including organization information and payment-related information, and optional documentation to establish eligibility for nonprofit or other programs (such as 501(c)(3) documentation). When third-party payment processing is available, payment information may be processed by a third-party provider on our behalf.

Technical and security information. We automatically collect limited technical information necessary to operate and secure LeagueWaves, such as IP address, sign-in activity, authentication and account-security events, device or browser information, error and diagnostic information, and audit logs. We use this to detect unauthorized access, prevent fraud and abuse, troubleshoot, and maintain security.

3. How we use information

We use information to provide, maintain, and operate LeagueWaves; manage league, team, roster, scheduling, crew, and volunteer activities; facilitate communications between authorized members; send account and service notifications; provide support; maintain security, reliability, and performance; prevent fraud, abuse, and unauthorized access; administer league accounts and our business relationship with leagues; process payments when available; comply with legal obligations; protect the rights, safety, and security of LeagueWaves and its users; and analyze aggregated or de-identified information to improve our products.

We do not sell personal information. We do not use personal information for third-party behavioral advertising. We do not use children's information for advertising.

4. How we share information

Within your league. Information may be shared with other authorized members of your league according to their roles and the league's configuration. For example: a coach may see information about players and parents on their team; parents may communicate with their child's coach; administrators may communicate with parents and manage league information; authorized coaches and administrators may access health or safety information the league makes available to them; team-room content may be available to authorized members of the applicable team; and members of a crew may see fellow crew members and coordinate with them. A minor volunteer is represented to their crew by first name and volunteer role only; the guardian operates the account and receives the crew's communications on the minor's behalf.

Service providers. We use third-party companies to help operate LeagueWaves; they may process information on our behalf and are expected to use it only to provide the services we engage them for. These may include Tierra.net for hosting and email infrastructure; JoinString for SMS services when SMS functionality is available; a third-party payment processor, such as Stripe, when payment processing is available; and other providers we may engage in the future to operate, secure, maintain, or improve LeagueWaves.

Legal and safety disclosures. We may disclose information when reasonably necessary to comply with applicable law or lawful requests; protect the rights, property, or safety of LeagueWaves, our users, leagues, or others; investigate fraud, abuse, security incidents, or violations of our agreements; or establish, exercise, or defend legal claims. We do not otherwise disclose personal information to third parties for their independent advertising purposes.

5. Children's privacy

Protecting children is our top priority. LeagueWaves is designed so that children do not create their own independent accounts or directly access the service.

Information about child players. Parents, guardians, coaches, administrators, and other authorized adults may provide information about children to their league, and LeagueWaves processes it on the league's behalf to support league administration and participant safety. This may include names, dates of birth, team assignments, photographs, communications, and, where a league chooses to collect it, health or safety information.

Minor volunteers. Some minors may take part in a league as volunteers (for example, youth referees or greeters). In those cases the minor participates through a guardian-operated account: a parent or guardian is invited, sets up and operates the account, consents to the minor's participation, and receives all related communications — including one-to-one messages, crew messages, and announcements — on the minor's behalf. The minor does not sign in and does not receive messages directly. For a minor volunteer, LeagueWaves stores only the minor's first name, their volunteer role, and the operating guardian's contact information; a minor volunteer's team, roster, date of birth, health information, and family details are not made available to a crew.

We do not knowingly solicit personal information directly from children, and we do not sell children's personal information or use it for advertising. If you are a parent or guardian with a question or concern about information your league has provided about your child, or about a guardian-operated account for a minor volunteer, please contact your league organizer or us at legal@leaguewaves.com. If we become aware that a child has provided personal information directly to us in a manner inconsistent with our service design or applicable law, we will take appropriate steps to address it.

6. Data retention and deletion

We retain information only for as long as reasonably necessary to provide the service, fulfill legitimate business and legal purposes, maintain security, resolve disputes, enforce agreements, and comply with applicable law, and we maintain internal practices designed to limit retention when information is no longer needed. When a league ends its relationship with LeagueWaves, we make its data available for export and then retain it for approximately 60 days — so the league can be restored if it returns — after which we delete it, in accordance with our customer agreement and applicable law. Some information may be retained longer where required for legal, accounting, security, fraud-prevention, or dispute-resolution purposes, and deleted information may remain temporarily in backups until those systems are routinely overwritten.

7. Security

We use reasonable administrative, technical, and organizational safeguards designed to protect information against unauthorized access, loss, misuse, alteration, or disclosure. These may include encrypted connections (HTTPS), secure password hashing, access controls and role-based permissions, separation of each league's data, protections against common web attacks, and security and audit logging. No system is completely secure, but we continuously work to protect your information.

8. Cookies, analytics, and similar technologies

LeagueWaves currently does not use non-essential cookies or third-party advertising technologies. We may introduce analytics or similar technologies in the future to understand usage, diagnose issues, and improve the service; if we do, we will update this policy and provide any choices or notices required by applicable law.

9. Your privacy rights and choices

Depending on where you live, you may have rights to access, correct, delete, or receive a copy of certain personal information, opt out of certain processing, and appeal a decision. Adults can edit certain account information directly in LeagueWaves, and a guardian who operates a minor volunteer's account may manage that participation or ask their league to remove the minor from a crew. For requests involving information maintained by a league — particularly player, team, crew, health, or other league-specific information — we may direct you to the applicable league. You may submit a privacy request to legal@leaguewaves.com; we may need to verify your identity first. We will respond in accordance with applicable law, explain any available appeal process, and will not discriminate against you for exercising your rights.

Marketing communications. LeagueWaves may send essential service communications necessary to operate your account or participate in a league (such as schedule changes, cancellations, account notices, and security alerts); these are not optional marketing. If we send optional marketing communications, you may unsubscribe at any time.

10. SMS communications

LeagueWaves may offer SMS notifications for time-sensitive league or service communications. Where SMS functionality is available, we will obtain consent as required by applicable law and provide instructions for opting out. Message frequency, carrier charges, and additional SMS terms will be provided when you enroll. Opting out of optional SMS communications may prevent you from receiving certain time-sensitive notifications by text.

11. Mobile applications

LeagueWaves may become available through mobile applications in addition to our website. When introduced, they may process information necessary to provide features such as push notifications, authentication, or access to photographs and other device functionality, and we will provide appropriate notices and request permissions when required.

12. Information about international users

LeagueWaves currently targets users and leagues in the United States, but our services may be accessible from outside the United States. If you access LeagueWaves from another country, your information may be processed in the United States or other locations where we or our service providers operate. We are not currently intentionally targeting residents of the European Union, United Kingdom, Canada, or other jurisdictions outside the United States; if our business expands, we may update this policy to address applicable requirements.

13. Changes to this policy

We may update this Privacy Policy from time to time. When we make changes, we will update the version and date above and, for material changes, may provide additional notice or ask you to re-agree where appropriate or required by law. The updated policy becomes effective on the date stated unless otherwise specified.

14. Contact us

LeagueWaves, LLC. Questions about this policy or a privacy request: legal@leaguewaves.com. This service is intended for users in the United States. If your question concerns information collected or maintained by a particular league, you may also contact that league's administrator or organizer.