Privacy policy

Who we are

TeamLens provides scheduling, registration, messaging, and game-video tools to youth sports teams, clubs, and leagues. The club or league you belong to (the “organization”) decides what programs to run and what information to request; TeamLens processes that information on the organization’s behalf.

What we collect

• Account data — name, email, password (stored hashed), and team/organization role for coaches, managers, league staff, and parents or guardians.
• Registration data about minors — when a parent or guardian registers a child, the organization may collect the child’s name, date of birth, emergency contacts, medical or allergy notes, and answers or documents for organization-configured program questions. This information is provided by the guardian or authorized organization staff acting for them. In the organization workspace, registration and medical details are restricted to authorized organization administrators, registrars, and treasurers; they are never sold or used for advertising.
• Game video, audio, and photos — game film uploaded or streamed by teams, including footage of minor athletes. Audio is off by default and may be enabled only under the organization’s recording policy and capture-time notice controls. Processed game film is private by default; a team coach may choose to list recent game cards on the public channel, while full film still requires an authorized sign-in.
• Payment data — organizations may record manual or offline payments in the ledger. When an organization enables online payments, Stripe processes the payment details; TeamLens never sees or stores full card numbers. We keep amounts, payment status, rail references, and receipts.
• Usage data — logs (IP address, browser, pages viewed) used for security and to keep the service working. When a deployment enables server-side product analytics, we also send pseudonymous organization or team handles and coarse feature-usage properties without names, email addresses, minor content, tracking cookies, or session replay.

Game safety records

An organization may use recorded game film to review a reported safety, safeguarding, misconduct, serious-injury, or referee-abuse incident. A report protects a limited time window from routine deletion. Authorized administrators for both the organization that accepted the report and the source/home organization that owns the recorded game may view, play, and download the restricted excerpt. Only administrators for the reporting organization may adjust the evidence window, retry extraction, resolve the report, release its hold, or otherwise control its disposition. Protected-record views, evidence playback or downloads, and the listed disposition actions are logged. Safety records are not a video-review system and may not be used to challenge ordinary referee judgment calls.

Children

TeamLens does not offer accounts to children under 13, and we do not knowingly collect personal information directly from them. The guardian provisioning flow requires a linked athlete record with a known age of 13 or older, and a linked login is revoked if TeamLens learns the athlete is under 13. Athletes 13 through 17 are normally records managed by a guardian, but a guardian may provision an optional read-restricted athlete login when the organization enables that feature. Information about minor athletes is provided by their parent or guardian (or by organization staff with the guardian’s consent) to run the program: rosters, schedules, emergency contact, and safety. There is structurally no private one-to-one messaging channel between an unrelated adult and a minor. If you believe we hold information collected directly from a child under 13, contact us so we can verify the request and remove or retain it as legally required. For full detail on how we handle information about athletes under 13 — including parental rights and our contextual-ads-only commitment — see our Children's Privacy Notice.

How we use and share information

We use the information above to run the service the organization signed up for: rosters, schedules, RSVPs, registration and payment records, team messaging, and game film. When a corresponding integration is enabled, TeamLens sends the categories described on our subprocessor page for payment processing, hosting and storage, communications, video, and other configured functions. The deployment’s signed terms and data-processing agreements govern the providers actually in use. The full list is on our Subprocessors page. We never sell personal information, never use minors’ data for advertising, and disclose data otherwise only when the law requires it.

Email and SMS

Schedule changes, reminders, and announcements go out by email, push, and — only if you opt in — SMS. You can change channels any time on the Preferences page, unsubscribe from email via the link in any message, and stop SMS by replying STOP. Message and data rates may apply; consent to SMS is never a condition of registration.

Retention and deletion

Account data is kept while your account is active. Registration records (including medical notes) are kept for the duration of the program and as long as the organization needs them for its own legal and safety obligations, then deleted on the organization’s instruction. Organizations set separate retention periods for raw capture transport, processed game film, and resolved incident evidence. An active legal or safeguarding hold overrides those deletion periods; resolving an incident does not release its hold automatically. Guardians can ask their organization — or us directly — to correct or delete their family’s information; we honor verified requests except where the organization or law requires a record to be retained.

Security

All traffic is encrypted in transit (TLS). Passwords are stored hashed. Access to registration and medical data is restricted by role — organization administrators, registrars, and treasurers can view only their own organization’s records. No system is perfectly secure; if a breach affects your data, we will notify you and the organization as the law requires.

Your choices and rights

You can review and update your account details in Settings, choose your notification channels on the Preferences page, unsubscribe from email, and stop SMS by replying STOP. You may ask us to access, correct, or delete your personal information — and, where applicable law (such as the CCPA/CPRA or other state privacy laws) grants them, to exercise additional rights — by emailing us; we don’t discriminate against you for exercising any right. For a child’s information, see the Children's Privacy Notice.

Cookies

We use a single first-party session cookie to keep you signed in and to protect against cross-site request forgery. We don’t use third-party advertising or cross-site tracking cookies, and ads on public pages are contextual only.

Contact

Questions or requests: email privacy@teamlens.app.