Privacy Policy

1. Who this policy covers

This policy describes how Pass Tracker LLC ("we," "us") collects, uses, and protects information through PassTracker (the "Service"), a web application for tracking volleyball statistics (serving, passing, hitting and digging, and the score, rotation and points of a match), used by coaches, athletic programs, and clubs (each an "Organization").

PassTracker is a business tool used by coaches and administrators (each a "User"). Athletes whose performance is tracked ("Players") do not create their own accounts or interact with the Service directly under normal use; their information is entered and managed by Users on their behalf. Section 8 addresses this distinction in more detail, since it matters for how children's privacy law applies here.

2. Information we collect

2.1 Account information

• Email address
• Password (stored as a salted cryptographic hash; we cannot see or recover your actual password)
• Your role and organization membership(s)

2.2 Organization and roster information, entered by Users

• Organization name, logo, and branding preferences
• Player name, jersey number, position, and level or team assignment
• Session records: date, type (practice or match), opponent name, court/set assignments, starting lineups and liberos
• Ratings for serving, passing, hitting and digs, including error types, each tied to a player, session, and timestamp
• The record of each set in a match: the score, who served, the rotation, and a point-by-point log of how each point was scored
• Information about the opposing team: jersey numbers, positions, who received or served, where their attacks landed and how they scored (no opposing players' names)
• Attack Map tags for match video: the jersey, shot and result of each attack and where it landed. The video itself is played from the coach's own device and is never uploaded to us
• Team settings: goals, rating labels, invite records

2.3 Information collected automatically

• Log data: IP address, browser/device type, timestamps, and error reports, collected for security (e.g. rate-limiting login attempts) and reliability purposes
• We do not use third-party advertising trackers or analytics cookies. See Section 4 for the infrastructure providers who process data on our behalf.

2.4 Information you send us directly

• Feedback or support messages you submit through the Service, and your answers to occasional feedback and survey requests

3. How we use information

We use the information described above to:

• Provide, maintain, and secure the Service (authentication, rate-limiting, error diagnosis)
• Display rosters, sessions, and statistics to authorized Users within an Organization
• Enforce the access restrictions an Organization's admin configures (for example, limiting a coach's visibility to a specific level or team)
• Respond to support requests and feedback
• Send email: password resets and invitations, a welcome message when an account is created, a weekly summary of your team's activity (turn it off in the app under Settings, Account, Notifications), and occasional requests for feedback
• Comply with legal obligations

We do not use Organization or Player data to train machine learning models, and we do not sell personal information.

4. How we share information

4.1 Within your Organization

Data is visible to other Users in the same Organization according to the role and access scope an admin has assigned them. Organization admins can invite new Users, change roles, and set level/team access restrictions.

4.2 Public leaderboard links (optional)

Any signed-in User of an Organization may generate the team's public leaderboard link and share it (for example, with parents) so it can be viewed without a PassTracker account. A User whose access is limited to certain teams gets a link that covers only those teams. Only an admin can create a link to a particular filtered view. Anyone who has a link can see the leaderboard it points to, which includes Player names, jersey numbers, and statistics for the teams the link covers. These links are optional, expire automatically after a period of inactivity, and can be reset or revoked by an admin at any time (which immediately invalidates the old link). Do not share a leaderboard link more widely than intended.

4.3 Service providers

We use the following infrastructure and service providers to operate the Service. Each processes data only as needed to perform its function and is bound by its own data processing terms:

4.4 Legal disclosures

We may disclose information if required by law, subpoena, or other legal process, or when we believe in good faith that disclosure is necessary to protect our rights, your safety, or the safety of others.

4.5 Business transfers

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

We do not sell personal information, and we do not share it with third parties for their own advertising or marketing purposes.

5. Data retention

• Account and Organization data is retained for as long as the account is active.
• If an Organization admin deletes the Organization, its data is permanently removed from active systems, subject to the backup retention described below.
• Automated weekly backups are retained for approximately six months and then automatically deleted.
• A sample team opened from "Try a sample team" without an account is deleted automatically two days after it is created, unless the visitor creates an account from inside it.
• Expired authentication sessions, spent password-reset links, and expired invitations are purged automatically on a nightly/weekly schedule.

6. Security

• Passwords are hashed with a salted, iterated algorithm (PBKDF2) and are never stored or logged in plain text.
• Authentication uses HttpOnly, Secure session cookies, and login attempts are rate-limited.
• Data is scoped per Organization at the database level so that one Organization's data is never returned in another's requests.
• No method of transmission or storage is 100% secure, and we cannot guarantee absolute security.

7. Your rights and choices

• Access and export: an Organization admin can export all of that Organization's data at any time from Settings.
• Correction: Users can correct roster, session, and account information directly within the app.
• Deletion: an Organization admin can permanently delete the Organization and all associated data. Individual Users can request deletion of their personal account by contacting us (Section 11).
• Portability: the full export is a structured JSON file; session statistics can also be exported as spreadsheets (CSV).

8. Children's privacy

Rosters in this Service often include the names of student-athletes who are minors. Player records are created and managed exclusively by adult Users (coaches and administrators) -- Players do not create accounts, log in, or interact with the Service directly, and we do not knowingly collect personal information directly from children through the Service.

Player records are intentionally minimal: name, jersey number, position, and level/team. We do not collect Player contact information, dates of birth, photographs, or any information beyond what is needed to run a practice or track development.

If you are a school, club, or parent with concerns about a specific Player's information, contact us using the information in Section 11 and we will work with the Organization admin to address it, including removal of the record if appropriate.

9. International users

The Service is hosted on Cloudflare's global network and is intended for use by Organizations in the United States.

10. Changes to this policy

We may update this policy from time to time. If we make material changes, we will notify Organization admins by email or an in-app notice before the changes take effect. The "Last updated" date at the top of this page reflects the most recent revision.

11. Contact us

Questions, requests, or concerns about this policy or your data can be sent to:

[email protected]

Users can also reach us directly through "Send feedback" in the app's Settings.