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Privacy Policy

Last Updated: June 2026

Hoops Helm ("we," "us," "our," or "Company") respects the privacy of our users and organizations. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our platform and services. By using Hoops Helm, you accept these practices.

1. Information we collect

We collect information in various ways:

  • Information You Provide: Name, email address, phone number, and other details when you create an account or communicate with us
  • Team and Player Data: Organizations provide roster information, schedules, performance statistics, and team documents
  • Automatically Collected: IP address, browser type, device information, and usage patterns through cookies and analytics
  • Third-Party Integrations: Calendar events, email messages, and other data from integrated services you authorize

2. How we use your information

We use collected information to:

  • Provide, maintain, and improve our services
  • Process transactions and send related information
  • Send marketing communications (with your consent)
  • Respond to your inquiries and provide customer support
  • Monitor and analyze usage patterns and trends
  • Detect and prevent fraudulent activity and security breaches
  • Comply with legal obligations

3. Organization Data Ownership and Processing

Organizations retain full ownership and control of their team, player, and event data. Regarding data processing roles:

  • Organizations generally act as data controllers of their organization data
  • Hoops Helm acts as a service provider and data processor on behalf of organizations using the Services
  • We do not sell or share your organization's data with third parties for marketing purposes
  • Data is only shared with integrations you explicitly authorize (e.g., Google Calendar, Gmail)
  • Organization admins control who has access to organizational data and user permissions
  • Users removed by organization admins lose access to organization data

4. AI-Generated Content and Processing

Hoops Helm uses artificial intelligence to generate insights, suggestions, practice plans, and other assistive features. You acknowledge that:

  • AI-generated content processes your organization's data to produce assistive outputs
  • AI content is assistive only and is not guaranteed to be accurate or complete
  • The Company is not responsible for inaccuracies, omissions, or misapplication of AI-generated content
  • We may use aggregated and anonymized usage patterns to improve platform functionality and AI features. We do not use private organization content to train public generalized AI systems without appropriate safeguards.
  • You are responsible for reviewing and validating AI-generated content before using it for decisions affecting player health, safety, or competition rules

5. Third-Party Services and Integrations

We integrate with third-party services including Google Calendar, Gmail, and other platforms. When you authorize these integrations:

  • You grant Hoops Helm permission to access specific data from these services
  • Data flows are governed by the third-party service's terms of service and privacy policies
  • Hoops Helm is not responsible for third-party data handling practices
  • You can revoke integration access at any time through your account settings
  • We recommend reviewing third-party privacy policies independently

6. Data Retention and Deletion

You can delete data from Hoops Helm at any time. Please review our Data Retention Policy for comprehensive details on:

  • Archive lifecycle and soft-deletion timelines
  • Restore/recovery windows for deleted data
  • Permanent deletion timing and irreversibility
  • Export and backup responsibilities
  • Data purge behavior across seasons and programs

7. Data Security, Hosting, and Infrastructure

Our practices:

  • We implement reasonable administrative, technical, and organizational safeguards to protect your information
  • Data may be processed or stored using trusted third-party cloud infrastructure and service providers that support operation of the Services
  • Third-party integrations only access the scopes you explicitly authorize
  • While Hoops Helm implements reasonable safeguards, no internet transmission or electronic storage system can be guaranteed completely secure

Your responsibility:

  • Users are responsible for maintaining the confidentiality and security of their account credentials
  • Organizations are responsible for managing access permissions for authorized users
  • Organization admins should carefully control who has access to sensitive organizational data

8. User Rights

You have the right to access, correct, or delete your personal information. To exercise these rights, please contact us at support@hoopshelm.com. We will respond to verified requests within 30 days.

9. Minor and Student Data Responsibility

Hoops Helm is intended for use by coaches, staff, parents, and authorized organization members to manage team operations. The platform may process information about minors and student-athletes.

Organizations and coaches are responsible for:

  • Obtaining all required parental and/or legal guardian consents before uploading or managing minor/student data
  • Complying with applicable laws regarding student information (FERPA, COPPA, state privacy laws, etc.)
  • Controlling what student/player information is uploaded to Hoops Helm
  • Ensuring lawful collection, storage, and handling of student/minor information
  • Notifying parents/guardians of data handling practices as required by law

Hoops Helm is a technology platform provider. Organizations and coaches are responsible for ensuring lawful handling of student and minor data. If we discover unauthorized collection of children's data, we will take steps to delete it promptly.

10. Communication Preferences

Marketing Communications: You may opt out of promotional and marketing emails at any time through your account settings or by clicking "Unsubscribe" in marketing emails.

Operational Communications: We will continue to send operational and service-related emails (account alerts, billing updates, security notices) as long as your account is active. These emails cannot be opted out of.

11. Account Deletion

When a user deletes their account, their personal information is removed from our systems according to our Data Retention Policy. However:

  • Organization-owned data (team, player, event information) is not deleted when a single user account is deleted
  • Organization admins control the lifecycle of organization data and may retain it indefinitely
  • If an organization deletes its account, organization data is handled according to our Data Retention Policy

12. Policy Cross-References

Your use of Hoops Helm is also governed by:

  • Terms of Service – governs your rights, responsibilities, and use of the platform‍
  • Data Retention Policy – details data deletion, recovery, and permanent purge timelines

13. Service Region

Hoops Helm is primarily designed for and intended for use by organizations based in the United States. If you are located outside the United States, you use this service at your own discretion and are responsible for complying with applicable local laws regarding data handling.

14. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will notify users by updating the date at the top of this policy and, for significant changes, via email. Continued use of the service after changes constitutes acceptance of the updated policy.

15. Contact Us

If you have questions about this Privacy Policy, please contact us at support@hoopshelm.com.