1. What Data We Collect
- Account data: name, email, role, password (hashed).
- Academy data: academy name, locations, branding, settings.
- Player data: name, date of birth, team, attendance, progress notes, optional photo.
- Parent data: name, contact details, emergency contacts, communication preferences.
- Payment data: invoice records, payment status (card details are handled by our payment processor).
- Usage data: sign-in activity, device info, basic analytics.
2. How We Use Data
- To operate academy schedules, attendance, payments, and messaging.
- To authenticate users and protect accounts.
- To send essential service notifications and invoices.
- To improve the platform and respond to support requests.
3. Children & Player Data Handling
Academy OS is designed for youth sports academies and stores information about minors only on behalf of the academy and with parent consent. Player records are accessible only to authorized academy staff, the player's parent or guardian, and Academy OS support staff when troubleshooting issues.
4. Parent Data Handling
Parent contact information is used to communicate with families about schedules, payments, attendance, and announcements. Parents may request access, correction, or deletion of their data at any time.
5. Payments Data
Payment processing is handled by trusted third-party providers (such as Stripe). Academy OS does not store full card numbers. We retain invoice and payment history for billing, accounting, and compliance.
6. Cookies
We use essential cookies for authentication and preferences, and may use analytics cookies to understand platform usage. See our Cookie Policy for details.
7. Data Storage & Security
Data is stored on secure cloud infrastructure with encryption in transit and at rest. Access is restricted to authorized personnel. While we follow industry best practices, no online service can be 100% secure.
8. Third-Party Services
We rely on third-party providers for hosting, payments, email delivery, and analytics. These providers handle data only as needed to deliver their service.
9. Your Rights
- Request access to your personal data.
- Request correction or deletion of inaccurate data.
- Withdraw consent for non-essential processing.
- Object to certain uses of your data.
10. Privacy Inquiries
For privacy requests or questions, please contact: jacqui.romorosa@gmail.com.