Privacy Policy

1. Who Is Responsible for Your Information

Programs (schools, clubs and teams) that use Hoops Helm decide what team, player and parent information goes into the app. For that information, the program is in charge and we process it on the program's behalf and according to its instructions. When a school uses Hoops Helm, we use student information only to provide the service to that school, under the school's direction, consistent with the "school official" provisions of FERPA.

For your own account details, billing information, and information collected through our website, Hoops Helm is responsible.

2. Information We Collect

• Account information: name, email address, phone number (optional), your role, and the program you belong to.
• Team and player information entered by programs: rosters (such as name, jersey number, position, grade, height, gender and photo), schedules, attendance and RSVPs, game and practice statistics, practice plans, scouting reports, documents, team messages, direct messages, and coach notes.
• Parent, guardian and emergency contacts: names, email addresses, phone numbers and relationship to the player.
• Health information (only if a program admin turns on health tracking and the program chooses to enter it): allergies, medical conditions, medications, medical notes, injury records (including concussions), return-to-play clearance and activity restrictions, wellness check-ins (such as sleep and readiness ratings), and uploaded medical documents.
• Billing information: your plan, billing contact and invoices. Card and bank details are collected and stored by Stripe; we never see or store full card numbers.
• Technical information: browser and device type, records of activity in the app, and error reports when something goes wrong in the app (the error message, the page you were on and the app version). IP addresses are recorded in some security and audit logs.
• Locations of events: gym and venue addresses and map coordinates for scheduling. We do not track the location of your device.
• Information from services you connect: Google Calendar events you sync, and permission to create and send emails through your Gmail account when you choose to. We do not read your Gmail inbox.
• Support requests and suggestions: what you send through Help & Support in the app (the sign-in email you give us, the subject and details of the issue, and any screenshots you attach), along with your program, role, the page you were on, your device and browser type, and any recent error reports from the app in your browser. We use the AI providers listed in Section 4 to sort support tickets and draft our replies; a person reviews every reply before it is sent. Suggestions sent through our website suggestion form are handled like other website forms.
• Website information: details you submit in our website forms (such as name, email, program and phone), and analytics cookies from Google Analytics.
• Free templates: if you download our free coaching templates, the name, email, role and level you enter. We email you the templates, then up to three short emails about Hoops Helm over about 10 days. Every email has an unsubscribe link, and the emails stop if you create a Hoops Helm account.
• Trial sign-up measurement: when a new coach signs up for a free trial, the app's sign-up and trial-start screens use Google Analytics to record that a sign-up and a trial start happened (with the role and level chosen), so we can tell which website pages and ads lead to trials. No name, email or program details are sent. Google Analytics is switched off inside the app once the trial starts, and it is never used for players, parents or anyone joining a program by invitation.

3. How We Use Information

• To run the service: rosters, schedules, statistics, messaging, and the invitations and emails you ask us to send.
• To provide AI features (see Section 5).
• To manage trials, subscriptions and billing, and to send account, trial, billing and security emails.
• To keep the service secure, prevent fraud and abuse, and fix problems.
• To understand how the product is used and improve it, using aggregated or de-identified information.
• To meet legal obligations.

We do not sell personal information, we do not use it for targeted advertising, and we never use player or student information for marketing.

4. Who We Share Information With

We share information only with the service providers that help us run Hoops Helm, and only for that purpose:

We may also share information within your program according to the roles your admins set (see Section 7); when required by law or to protect the safety of any person; or as part of a merger or sale of our business, in which case this policy will continue to apply and we will notify you.

5. AI Features

• When you use an AI feature (for example practice plans, scouting, game summaries, the coach assistant, roster import, or bulk roster edits), the information that feature needs is sent to the AI providers listed in Section 4. This can include player names, statistics, notes and availability, files you choose to analyze, and, in roster tools, player and parent contact details.
• Our AI features are not designed to use health information. Please do not upload documents that contain health information to AI import tools.
• Hoops Helm does not use your content to train AI models. The AI providers that process our AI feature requests (Anthropic, OpenAI and Google) do not use business requests to train their models by default under their terms.
• Our hosting provider has broader rights. Base44, which hosts the app and stores its data, has standard terms that allow it to use customer content to operate and improve its services, including to train its own AI tools. Its data processing terms limit its use of personal data to providing the service, or to fully anonymized or aggregated form. If our hosting arrangement changes, we will update this policy.
• AI output can be wrong or incomplete. Review it before relying on it, especially for anything involving player health, safety or eligibility.

6. Children and Student-Athletes

• Hoops Helm accounts are for people 13 and older. Coaches may add players under 13 to a roster, but those players may not have their own login.
• We do not knowingly collect personal information directly from children under 13. If we learn that a child under 13 has created an account, we will delete it.
• Programs are responsible for getting any parent or guardian consent required by law (such as COPPA, FERPA and state student-privacy laws) before entering a player's information.
• Health and injury tracking is off by default. A program admin must turn it on and confirm that the program has any consent the law requires before health information is entered. Detailed medical information (medical conditions, medications, medical notes and medical documents) requires a separate opt-in.
• We use student and player information only to provide Hoops Helm to the program. We never sell it, use it for advertising, or build profiles for any other purpose.
• Parents and guardians can ask their program, or email us at support@hoopshelm.com, to review, correct or delete their child's information. We will work with the program to respond.

7. Who Can See What Inside a Program

• Program admins decide who belongs to the program and what role each person has.
• Player profiles, including the health fields on them, can be seen by the program's coaches and staff, the player, and the player's linked parents or guardians.
• Injury records can be seen by the program's coaches and staff.
• Medical documents attached to injury records (only when the program allows detailed medical information) can be opened only by program admins and the staff roles that have medical access for that player's team in the program's Roles & Permissions settings (by default head coaches, assistant coaches, team staff and team admins). Players and parents cannot open them.
• Direct messages are private 1:1 conversations between a coach or staff member and another member of the program. Players and parents can message coaches and staff, but not each other. Within the program, only the two people in the conversation can read it, and parents are not copied in. Program admins cannot read, edit or delete direct messages, except that when someone reports a message, admins can review that message (including its original wording if it was edited or deleted) and remove it. Hoops Helm staff access messages only to provide support you ask for, to investigate a report, or as described in Section 4. Direct messages stay with the program like other team messages.
• People removed from a program lose access to its information.

8. Security

Information is encrypted in transit (TLS 1.2 or higher) and at rest (AES-256) by our hosting provider. We use role-based access controls, keep audit logs of sensitive actions, and mask email and IP addresses in our application logs. No system is perfectly secure. If a security incident affects your information, we will notify the affected programs, and anyone else we are required to notify, as required by law.

9. How Long We Keep Information (Data Retention)

This section explains how long we keep information, what happens when you delete something, and what happens when an account or program closes. Programs own the information they put in Hoops Helm; we store and delete it as described here.

9.1 Summary

9.2 Deleting things in the app

• Seasons can be restored from Recently Deleted for 30 days, then are permanently deleted.
• Most other items are permanently deleted when you confirm. Some items offer an Archive option; use it if you might want the item back.
• Chat messages you delete are removed from view right away. The original text of edited and deleted messages is kept with the program, so it can be reviewed if a message is reported, and is permanently deleted with the program.
• Health and injury records stay with the program if a program admin turns health tracking off, but they are hidden and nothing new can be added. They are kept until a program admin deletes them (Program Settings, Health & Injury Tracking) or the program is deleted.
• Removing a player deletes the player's profile and roster spots right away. Records already logged for past games and practices (such as statistics and attendance) may stay in the program's history until the program is deleted.
• Uploaded files are removed from Hoops Helm right away. Copies held by our storage provider may remain in its systems for a limited time until they are purged.

9.3 When people leave a program

When an admin removes someone from a program, that person loses access to the program's information right away. Their personal Hoops Helm account stays open unless they ask us to delete it. Information they added to the program (such as messages and notes) belongs to the program and stays with it.

9.4 When a trial ends or a subscription is cancelled

• The program becomes read-only for 12 months. Admins and members can still view and export information, but cannot add or change anything.
• Choosing a paid plan at any time during those 12 months restores full access, with nothing lost.
• We email the program's admins at least 30 days before the 12 months end.
• At the end of the 12 months, the program's information is permanently deleted and cannot be recovered.

9.5 Deleting a program or an account

• A program admin can ask us to delete the whole program by emailing support@hoopshelm.com from the admin's account email. We confirm the request with the admin and delete the program within 30 days.
• Anyone can ask us to delete their personal account the same way. We delete the account and personal profile within 30 days. Information that belongs to a program stays with that program.
• Parents and guardians can ask to have their child's information deleted. We work with the child's program to respond.

9.6 Records we keep longer

• Billing and payment records: 7 years, for tax and accounting.
• Security, audit and error logs, including records of deleted calendar events and app error reports: up to 24 months. These contain limited details and are not used to restore deleted content.
• Support tickets you send through Help & Support, including attached screenshots: up to 24 months, so we can follow up and spot recurring problems. Copies also remain in our support email inbox for the same period.
• Free-template sign-ups (name, email, role and level from our website): up to 24 months after you sign up. If you unsubscribe, we clear everything except your email address, which we keep only to make sure we don't email you again.
• Records of policy acceptance: while your account exists and for up to 3 years afterward, so we can show what you agreed to.
• Legal holds: we may keep specific information longer when the law requires it, or to resolve a dispute, investigate abuse or enforce our Terms.

9.7 Backups

Our hosting provider keeps encrypted automatic backups for disaster recovery. Deleted information may remain in these backups until they are replaced on the provider's regular schedule. Backups are not used to restore individual items.

9.8 Connected services

Information synced to services you connect, such as events in Google Calendar or emails sent through Gmail, is kept under those services' own policies. Deleting it in Hoops Helm, or disconnecting the service, does not delete copies already in those services.

9.9 Exports

You can export rosters, attendance, RSVPs, statistics, surveys, schedules, practice plans and player files from the app at any time, including during a read-only period. For a complete export of your program, contact support. Exports are point-in-time copies and are yours to keep.

10. Your Choices and Rights

• Access, correct or delete your information: update it in the app, or email support@hoopshelm.com. We respond to verified requests within 30 days. If the information belongs to a program, we may refer you to that program or work with it to respond.
• Delete your account: email support@hoopshelm.com from the address on your account. We delete your account within 30 days of verifying the request.
• Emails: invitations and account, trial, billing and security emails are part of the service and are sent while your account is active. You can manage team notification emails in the app's notification settings. Coaches can send team updates from their own connected Gmail account to the players, parents/guardians and staff on their program's roster, including parent and guardian email addresses the program entered on the roster. Every team update includes a one-click unsubscribe link. We do not currently send marketing emails from the app. If we start, we will ask for your consent first and every marketing email will include an unsubscribe link. Website newsletter emails include an unsubscribe link. If you download our free templates, we send the templates plus up to three follow-up emails, each with an unsubscribe link.
• Google: you can disconnect Google Calendar or Gmail in the app at any time. To fully remove our access, also remove Hoops Helm from your Google Account's third-party access settings.
• Cookies and storage: the app uses your browser's storage to keep you signed in and remember your preferences. It does not use advertising cookies. Our website uses Google Analytics cookies, and so do the app's sign-up and trial-start screens for new coaches (nothing else in the app does). You can block these cookies in your browser settings.
• State privacy rights: depending on where you live, you may have additional rights, such as the right to know what we collect or to request deletion. Email us to use them. We do not sell or "share" personal information for cross-context behavioral advertising.

11. Where We Operate

Hoops Helm is designed for programs in the United States, and our service providers store and process information in the United States. If you use Hoops Helm from outside the United States, your information will be transferred to and processed in the United States.

12. Changes to This Policy

If we change this policy, we will update the "Last Updated" date. For significant changes, we will ask you to review and accept the new version the next time you sign in, and we will email program admins.

13. Contact Us

Questions or requests: support@hoopshelm.com. Hoops Helm is operated by Helm Systems LLC, based in Oregon, USA.