Last Updated: October 8, 2026 · Version 2.3
These Terms of Service ("Terms") are an agreement between you and Helm Systems LLC ("Hoops Helm," "we," "us") and govern your use of the Hoops Helm app, website and services (the "Services"). By creating an account or using the Services, you agree to these Terms. If you accept them on behalf of a school, club or other organization, you confirm that you have authority to bind it, and "you" includes that organization.
Hoops Helm is a cloud-based platform for basketball programs. It includes team and roster management, scheduling and calendar sync, practice planning, game statistics, scouting, team communication, document and media storage, and AI-assisted features.
Programs often enter information about minors and student-athletes. The program is responsible for:
Health and injury information. Health and injury tracking is off until a program admin turns it on. By turning it on, the program confirms that it, not Hoops Helm, decides what health information to collect and who can see it; that it has obtained any parent, guardian or player consent and given any notices required by law or its own policies; that it will enter only the information it needs for availability, safety and return to play; and that it will not upload records it is not permitted to share with a service provider. Hoops Helm is not a healthcare provider or a medical records system and is not designed to meet HIPAA requirements. Programs subject to HIPAA must not use Hoops Helm to store protected health information.
The program is also responsible for following any athlete-protection and electronic-communication rules that apply to it, such as the U.S. Center for SafeSport's Minor Athlete Abuse Prevention Policies (MAAPP) or state athletic association, school district or league policies, including any rule that a parent, guardian or second adult must be included in messages with a minor. Hoops Helm direct messages do not automatically include parents or guardians, and Hoops Helm does not verify members' ages. The program decides whether and how its staff use direct messages with players.
We will help programs respond to parent and guardian requests, and we handle student information as described in our Privacy Policy.
You agree not to:
New programs can try Hoops Helm free for 14 days with Head Coach features. No credit card is required. When the trial ends, the program becomes read-only unless you choose a paid plan. You can still view and export your information during the read-only period described in Section 9 of our Privacy Policy.
You can cancel anytime in Manage billing. Cancellation takes effect at the end of the current billing period, and you keep full access until then. Yearly plans paid monthly cannot be cancelled in the middle of the 12-month term, but you can turn off renewal at any time so the plan ends when the term ends.
Payments are non-refundable, and we do not give refunds or credits for partial periods or unused time, with two exceptions: (1) if you request it within 14 days of your first charge on a new yearly plan, we will refund that charge in full; and (2) any refund required by law.
If a payment fails, you have a 3-day grace period to update your payment method. After that, the program becomes read-only until the balance is paid. Invoices for school purchase orders are due within 30 days.
Prices do not include taxes, which we will add where required.
By using the Services, you agree to receive service emails and in-app notifications (such as invitations and account, trial, billing and security messages). Team emails you send through Gmail or Hoops Helm are sent on your behalf. We will send marketing emails only with your consent, and you can unsubscribe at any time.
Hoops Helm does not review or monitor messages and is not responsible for what members send. If you see a message that concerns you, report it in the app or email support@hoopshelm.com. When a message is edited or deleted, Hoops Helm keeps the original so a program admin can review it if the message is reported. We may remove content, suspend accounts, and keep and share messages with the program, law enforcement or child-protection authorities when the law requires it or to protect someone's safety. Reporting to Hoops Helm does not replace any legal duty to report suspected abuse, which stays with the program and its adults.
If you believe content in Hoops Helm infringes your copyright, send a notice to our designated agent that includes: your contact information and signature; a description of the copyrighted work; where the content appears in Hoops Helm; a statement that you believe in good faith the use is not authorized; and a statement, under penalty of perjury, that your notice is accurate and that you are the owner or authorized to act for the owner. If your content was removed and you believe that was a mistake, you may send a counter-notice. We remove infringing content and may end the accounts of repeat infringers.
Designated agent: Cameron Rowland, Copyright Agent, Helm Systems LLC, 506 Bonnie Ct NW, Salem, OR 97304-3208; phone 503-523-7850; email info@hoopshelm.com.
Services you connect, such as Google Calendar, Gmail and Hudl, are governed by their own terms and privacy policies. They may change or stop working, and information synced to them is kept under their own retention rules. Disconnecting a service in Hoops Helm does not delete information already copied to it.
We may suspend or end access for violations of these Terms, unlawful or abusive conduct, security threats or non-payment. Where reasonable, we will give notice first. When access ends, program information is kept and deleted as described in Section 9 of our Privacy Policy. You may stop using the Services at any time.
We work to keep Hoops Helm available and reliable, but the Services may have maintenance windows or outages and are not guaranteed to be uninterrupted or error-free.
Changes to features. We may add, change or remove features from time to time. If we remove a major feature from a paid plan during your subscription, we will give program admins reasonable notice.
Beta features. Features marked beta, preview or early access are provided as-is, may change or be removed at any time, and are not covered by any service commitments.
Support. Support is available by email at support@hoopshelm.com and through the in-app help center. We respond as quickly as we reasonably can, but response times are not guaranteed unless agreed in a separate written agreement.
Hoops Helm does not provide medical, athletic-training, legal or other professional advice. Health and injury tools are for record keeping only. Decisions about player health, conditioning, return to play and rules remain with you and qualified professionals. Health and injury tools are not a substitute for records kept by a healthcare provider. Hoops Helm does not guarantee any results, including wins, player development, recruiting, playing time or eligibility outcomes.
You can export rosters, attendance, RSVPs, statistics, surveys, schedules, practice plans and player files from the app. For a complete export of your program, contact support. Keep your own copies of anything important, especially before deleting data, cancelling, or when a read-only period is ending.
The program will defend and indemnify Helm Systems LLC against claims arising from its members' use of the Services, the content they submit, any health, injury or other information the program enters without the consent or authority required by law, or the program's failure to follow applicable laws or policies, including those in Section 4.
THE SERVICES ARE PROVIDED "AS IS" AND "AS AVAILABLE." TO THE FULLEST EXTENT PERMITTED BY LAW, HOOPS HELM DISCLAIMS ALL WARRANTIES, EXPRESS OR IMPLIED, INCLUDING MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE AND NON-INFRINGEMENT.
To the fullest extent permitted by law, Hoops Helm will not be liable for indirect, incidental, special, consequential or punitive damages, or for lost data, revenue or profits. Our total liability for any claim relating to the Services is limited to the amount you paid us in the 12 months before the claim.
Our Privacy Policy, including its data retention section (Section 9), is part of these Terms and explains how we collect, use, share, keep and delete information.
We may update these Terms. 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. Changes to prices for an existing subscription apply only at its next renewal, after the notice described in Section 8.
These Terms are governed by the laws of the State of Oregon, without regard to its conflict-of-law rules. Disputes will be resolved in the state or federal courts located in Oregon.
Each of us may receive non-public information from the other, such as your program's plans and our non-public product, pricing and security information. Each of us will use the other's confidential information only for the purposes of these Terms, protect it with reasonable care, and not disclose it except to people who need to know it and are bound to keep it confidential, or when required by law. This does not apply to information that is public through no fault of the receiving party, was already known to it, or was independently developed. Program and player data is also protected as described in our Privacy Policy.
Questions about these Terms: support@hoopshelm.com.
Related: Terms of Service · Privacy Policy · Data Retention (Privacy Policy, Section 9)
