Privacy Policy

This policy covers the TravelSportsHQ platform (web and mobile) used by club directors, coaches and staff, parents/guardians, and players. It describes what we collect, why, and the controls you have — including the specific protections that apply to players who are minors.

Account information: name, email, role (director, coach, guardian, player), and login credentials.

Roster and season data: team assignments, schedules, attendance, coach notes, performance stats, and tournament results, entered by clubs and coaching staff.

Guardian and player information: a player's profile is created and controlled by their club and guardian — not the player directly for minors. This can include name, date of birth, position, and contact details for a parent/guardian.

Payment information: registration and payment data is processed by our third-party payment processor. TravelSportsHQ does not store full card or bank account numbers on our own servers.

Background check records: for clubs that track staff screening, we store the check's status, where it was completed (for example, USA Volleyball's SafeSport/NCSI screening), its clearance and renewal dates, and any proof document the club uploads, such as a certificate — not the underlying screening report.

Communications: messages sent through the platform's messaging and announcement features.

Usage data: standard technical data like device type, browser, and log data, used for security and reliability.

Many players on the platform are minors. We built the following in from the start, not added later:

• A player's profile is never public, and never searchable, unless a parent or guardian explicitly opts in (for example, for a recruiting profile).

• Guardians — not players — hold the account and consent for players under 18.

• Coach notes and evaluations are private to a player's coaching staff. They are never shown to players or families, and never club-wide by default.

• Clubs can require background checks for coaches and staff before they get roster access; check status is visible to the club's directors.

To run the features a club turns on: scheduling, registration and payments, communication, stats and analytics, tournament hosting, and drill sharing.

To secure accounts and prevent misuse.

To communicate with a club's own staff and guardians on that club's behalf (we do not use club or player data for our own marketing without consent).

We do not sell personal data, and we do not use player data to train third-party advertising models.

AI-assisted features: some optional features (a scheduling assistant, a stats question-and-answer assistant, and a staff message-polishing tool) send the relevant question or draft text to Anthropic, our AI provider, to generate a response. Only the specific content needed to answer that request is sent — not a club's full roster or history — and Anthropic does not use this content to train its models.

Service providers who help us run the platform, each bound by their own data-handling agreements and given only what they need to do their job: Stripe (payment processing), Resend (transactional email), our cloud hosting provider (application servers and database), Cloudflare (content delivery, security, and file storage), Documenso (e-signature collection), Expo (mobile push notifications, delivered through Apple and Google), Sentry (error monitoring), and Anthropic (the AI-assisted features described in Section 4).

A club's own staff, within the roles and permissions that club's director configures.

We do not share player or family data with outside advertisers, data brokers, or unrelated third parties.

A club's data belongs to that club. Directors can export rosters, schedules, records, and history at any time, and can request full account and data deletion when a club leaves the platform, subject to any legal retention requirements (for example, financial records).

We use essential cookies to keep you signed in and to remember basic preferences like light/dark mode. We do not use advertising cookies, and we do not sell or share data with data brokers or ad networks.

Our marketing website (this site) uses Google Analytics to understand traffic — for example, which pages get visited and whether a demo request went through. Google Analytics sets its own cookies to do this. This applies to the marketing site only, not player, guardian, or club data inside the product itself, which is covered by Section 3 above.

We use encryption in transit, access controls scoped to a user's role, and standard hosting security practices. No system is perfectly secure, and we'll notify affected clubs promptly if we ever become aware of a breach involving their data.

Questions about this policy or a request to access, export, or delete data can be sent to hello@travelsportshq.com.