Terms of Service

Last Updated: June 2026

These Terms of Service ("Terms") govern your access to and use of the Hoops Helm platform and services. By accessing Hoops Helm, you accept and agree to be bound by these terms.

1. Service Description

Hoops Helm is a cloud-based software platform ("Platform" or "Services") designed to help basketball programs manage teams, schedules, rosters, analytics, and operations. The Platform includes:

• Organization and team management tools
• Player roster and performance tracking
• Schedule management and calendar integration
• Practice planning and drill libraries
• Game statistics and analytics
• Team communication and messaging features
• AI-assisted insights and recommendations
• Third-party service integrations (Google Calendar, Gmail, etc.)

2. Access to the Services

Subject to these Terms and any applicable subscription plan, Hoops Helm grants you a limited, non-exclusive, non-transferable, revocable right to access and use the Services for your internal organizational, coaching, team management, and related lawful purposes.

You may not:

• Reverse engineer, decompile, or attempt to access the Platform's source code
• Interfere with platform security, availability, or functionality
• Use the Services to violate any applicable laws, regulations, or third-party rights
• Access data, accounts, or systems you are not authorized to access
• Use automated systems, bots, or scrapers to abuse or interfere with the platform
• Resell, sublicense, or share access to the Services without authorization
• Circumvent security measures or disable platform protections
• Transmit malware, viruses, spam, or other harmful content
• Impersonate other users or falsify player/organizational information
• Collect or exploit player or student data unlawfully or without proper consent

3. Organization Accounts and Data Ownership

Organization Ownership:

• Organizations (teams, programs, schools) are the account holders and own all team, player, and program data created within their account
• Organization admins control user access, permissions, and role assignments
• Organization admins may add, modify, or remove user access at their discretion
• Users may lose access if removed by organization admins
• Hoops Helm acts as a service provider and hosts/processes your data on your behalf

User Responsibilities:

• You are responsible for maintaining the confidentiality of your login credentials
• You must not share your account with unauthorized persons
• You are responsible for all activities occurring under your account
• You must immediately notify Hoops Helm of any unauthorized access or security breach

4. Minor and Student Data Responsibility

Hoops Helm may process data regarding minors and student-athletes. Organizations and coaches are solely 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.)
• Ensuring lawful collection, storage, and handling of student/minor information
• Restricting access to student data to authorized individuals only
• Notifying parents/guardians of data handling practices as required by law

Hoops Helm is a technology platform provider and is not responsible for ensuring your legal compliance regarding student data. You assume all liability for unlawful handling of minor information.

5. Acceptable Use

You agree not to use Hoops Helm to:

• Violate any applicable laws, regulations, or policies
• Infringe on intellectual property rights of others
• Transmit malware, spam, viruses, or harmful content
• Access or attempt to access unauthorized areas of the Platform
• Reverse engineer, decompile, or attempt to derive the Platform's source code
• Harass, threaten, defame, or abuse other users
• Falsify player information, impersonate others, or commit fraud
• Circumvent security measures or disable/interfere with Platform functionality
• Collect or use player/minor data unlawfully or without proper consent
• Sell, trade, or commercially exploit user data from the Platform

6. AI-Generated Content and Data Usage

Hoops Helm uses artificial intelligence to generate insights, practice recommendations, analytics, and other assistive features. You acknowledge and agree that:

• AI-generated content is assistive only and may contain inaccuracies or errors
• You are solely responsible for reviewing and validating AI-generated content before use
• You must not rely exclusively on AI recommendations for critical decisions affecting player health, safety, or competition rules
• The Company is not liable for inaccuracies, omissions, or consequences of using AI-generated content

We may use aggregated, anonymized, or de-identified usage information to improve platform functionality and AI-assisted features. Hoops Helm does not publicly disclose private organization content or identifiable player/team data for generalized AI training purposes without appropriate safeguards.

7. Data Deletion and Recovery

When you delete or archive data in Hoops Helm, you understand that:

• Deleted data may become permanently unrecoverable after the retention period expires (typically 30 days)
• You have a 30-day recovery window to restore deleted data
• After 30 days, the Company assumes no liability for recovery of permanently deleted data
• You are responsible for maintaining backups of critical data before deletion
• Please review our Data Retention Policy for complete details on archive lifecycles and recovery windows

8. Subscriptions, Billing, and Renewals

Certain features may require paid subscriptions. By subscribing, you authorize Hoops Helm to charge applicable fees using your selected payment method.

• Subscriptions may renew automatically unless canceled prior to renewal
• Pricing, feature availability, and usage limits may change with notice
• Failure to pay may result in suspension or limitation of Services
• Cancellations take effect at the end of the current billing period
• Refund policies are determined by your subscription plan

9. Communications and Notifications

By using Hoops Helm, you consent to receive:

• Operational emails and notifications (service updates, account alerts, etc.)
• Communications through integrated third-party services (Gmail, Google Calendar, etc.)
• Marketing communications (if you opt in)

You may manage communication preferences through your account settings. Operational emails cannot be opted out of while your account is active.

10. Third-Party Integrations

Hoops Helm integrates with third-party services including Google Calendar, Gmail, and other platforms to enhance functionality. You understand that:

• Third-party integrations are governed by those providers' terms of service and privacy policies
• Integration functionality may fail, change, or be discontinued by third parties at any time
• Hoops Helm is not responsible for third-party service outages, data loss, or policy changes
• You may authorize or revoke integrations through your account settings at any time
• Data synced with third-party services is subject to their retention policies, not Hoops Helm's

11. Account Suspension, Termination, and Service Availability

Hoops Helm may suspend or terminate your account for violations of these Terms, unlawful conduct, abuse, security threats, non-payment, or any activity that poses a risk to platform integrity or other users, including where reasonably necessary to protect platform integrity, users, legal compliance, or security. Upon suspension or termination, your access will be immediately revoked and data may be deleted per our Data Retention Policy.

The Services may experience interruptions, maintenance windows, or outages. Hoops Helm will use commercially reasonable efforts to maintain platform availability and reliability, but does not guarantee uninterrupted or error-free service. We are not liable for damages caused by service interruptions. You are responsible for backing up critical data regularly.

12. No Medical or Professional Advice

Hoops Helm does not provide medical, athletic training, legal, or professional advice. AI-generated insights, recommendations, coaching tips, and analytics are assistive only and should not replace qualified human judgment, professional coaching experience, or appropriate medical/professional consultation.

You assume full responsibility for all decisions made based on platform information, including those related to player conditioning, injuries, wellness, practice design, and rule interpretation.

13. Data Export Responsibility

Users and organizations are responsible for exporting or backing up critical information prior to deletion, account termination, or expiration of retention periods. This includes:

• Regularly exporting rosters, schedules, statistics, and other organizational records
• Maintaining offline backups of important information
• Exporting data before deleting, archiving seasons, or terminating your account
• Understanding that data deleted after the 30-day recovery window cannot be restored

Hoops Helm is not liable for data loss resulting from your failure to export or back up information.

14. Limitations of Liability

To the fullest extent permitted by law, Hoops Helm and its suppliers shall not be liable for any damages (including loss of data, revenue, or profit) arising out of your use or inability to use the Platform, even if the Company has been notified of the possibility of such damage.

15. Disclaimer of Warranties

THE PLATFORM IS PROVIDED ON AN "AS IS" AND "AS AVAILABLE" BASIS. HOOPS HELM DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, AND NON-INFRINGEMENT. HOOPS HELM DOES NOT WARRANT THAT THE PLATFORM WILL BE ERROR-FREE, SECURE, OR UNINTERRUPTED.

16. Privacy and Data Retention

Your use of Hoops Helm is also governed by our:

• Privacy Policy – describes how we collect, use, and protect your data
• Data Retention Policy – outlines data deletion, recovery, and permanent purge timelines

Please review these policies carefully. Data handling questions should be directed to support@hoopshelm.com.

17. Modifications to Terms

Hoops Helm may modify these Terms at any time. Significant changes will be communicated via email or in-app notification. Your continued use of the Platform constitutes acceptance of updated Terms.

18. Governing Law and Jurisdiction

These Terms shall be governed by the laws of the State of Oregon, without regard to conflict of law principles. You irrevocably agree to submit to the exclusive jurisdiction of the courts located in Oregon for any disputes arising from these Terms or your use of the Services.

19. Contact and Support

Questions about these Terms of Service should be directed to:

support@hoopshelm.com