Legal
Privacy Policy
What information InSeasonHQ handles, why, and the choices you have. Written for the people who actually use it — parents, coaches, and the volunteers who run a season.
Last updated August 28, 2026 · InSeasonHQ LLC
The short version
InSeasonHQ is software that youth sports organizations use to run registration, teams, schedules, and payments. Families give their information to their organization — we store and process it on that organization's behalf.
We do not sell personal information. We do not share it for advertising. We run no ad networks, no analytics trackers, and no advertising cookies. We do not build profiles of you or your child for marketing.
Who is responsible for your information
This split matters, because it determines who you ask about what:
- Your organization (the club, league, or association) decides what to collect from families, who on their staff may see it, and how long their season records are kept. For their own practices and for requests about a player's record, contact them directly.
- InSeasonHQ provides and secures the software, and processes that information under our agreement with the organization. We also act on our own behalf for the accounts of the administrators who sign up, and for our billing records.
What we collect
Information families and organizations provide
| Category | Examples | Why |
|---|---|---|
| Player details | Name, date of birth, gender, photo, address, school and grade | Registration, age-group placement, and rosters |
| Parent / guardian details | Name, email, phone, relationship to the player | Contact, account access, and payment receipts |
| Emergency contacts | Name, phone, relationship | Player safety at events |
| Health information | Whether a player has medical conditions, and details a family chooses to provide | Player safety — available to the staff the organization authorizes |
| Registration answers | Custom questions the organization adds to its forms | Whatever the organization needs for its season |
| Agreements you sign | The name you type, plus the date, time, and IP address of signing | Proof that a waiver or code of conduct was accepted |
| Season activity | Team assignments, game availability responses, volunteer shifts, equipment issued | Running the season |
| Staff notes | Notes coaches or administrators record about a player | Organization use; some are marked private to specific staff |
Information created automatically
Ordinary server logs (IP address, browser type, timestamps) used to keep the service running and secure, and records of emails and text messages we send on an organization's behalf so it can confirm delivery.
If you use the in-app feedback button while we are in testing, the report includes the page you were on and recent browser error messages, so we can reproduce the problem.
Cookies and browser storage
We do not use advertising or analytics cookies, and there is no cookie consent banner because there is nothing to consent to beyond what makes the site work.
The app stores a small amount of data in your browser's local storage: your sign-in token and permissions so you stay logged in, and an in-progress registration so you do not lose your place. Clearing your browser storage signs you out and discards it.
Payments
Payments are processed by Stripe. Card numbers are entered on Stripe's own payment page and are never sent to or stored on our servers. What we keep is the information needed to show a family their history and to let an organization reconcile its money: the amount, date, status, the card brand and last four digits, and Stripe's identifiers for the payment.
When a family sets up an installment plan, Stripe securely stores the payment method and gives us only a reference to it, which we use to collect the scheduled payments.
Who we share information with
We share only as needed to run the service:
- Your organization — the staff it authorizes, controlled by the role each person holds.
- Stripe — to process payments and payouts.
- Twilio — to deliver text messages, when a guardian has agreed to receive them.
- Our email delivery and hosting providers — to send messages and store files and data securely.
- Legal — if we are required by law, or to protect someone's safety.
- A business transfer — if the company is acquired, information would move with it, subject to this policy.
What we do not do: we do not sell personal information, do not share it for cross-context behavioral advertising, and do not disclose it to advertising networks or data brokers. Because we do not sell or share it, there is no "Do Not Sell or Share" opt-out to offer — the answer is already no.
Text messages
An organization can text its families only where a guardian has expressly agreed. Message and data rates may apply. Reply STOP to any message to stop receiving them, or turn them off in your family portal.
Keeping information safe
Each organization's data is isolated from every other organization's. Access inside an organization is limited by role, so a coach sees their team and a treasurer sees finances. Passwords are stored using industry-standard one-way hashing. Administrative actions are recorded in an audit log.
No system is perfectly secure, but if a breach affects your information we will notify you and your organization as the law requires.
How long we keep it
We keep information for as long as the organization uses InSeasonHQ, because youth sports records are used season over season. Financial records are kept as long as tax and accounting rules require. When an organization leaves the platform, we delete or return its data on the timeline in our agreement with them.
Your choices and rights
- See or correct a player's record — through your family portal, or by asking the organization.
- Deletion — ask your organization; they control their season records. If you ask us directly, we will pass the request along and help them carry it out.
- Marketing email — every bulk message has an unsubscribe link. Messages required to run a registration you signed up for (receipts, schedule changes) are not marketing.
- Text messages — reply STOP.
- Your account — you can update your details, or close your account, from your profile.
Depending on where you live, you may have additional rights — to access, correct, delete, or receive a copy of your information, and to not be discriminated against for exercising them. Contact us and we will honor them as the law requires.
Children
This is a youth sports platform, so most players are minors. Children do not have accounts — a parent or guardian creates the registration and provides the child's information. See our Children's Privacy Notice for the details.
Changes
If we make a material change we will update the effective date above and notify organizations before it takes effect.
Contact
Email privacy@inseasonhq.com.