Legal

Privacy Policy

Last updated: 26 August 2026

Sports Team Organizer respects your privacy and is committed to protecting the personal information entrusted to us.

This Privacy Policy explains how information is collected, used, stored and shared when you visit the Sports Team Organizer website, use the Sports Team Organizer platform or CRM, or access the Sports Team Organizer mobile application.

For the purposes of this Privacy Policy, “Sports Team Organizer,” “we,” “us” and “our” refer to the company operating Sports Team Organizer, whose contact details are set out in section 21.

1. Who Sports Team Organizer Is For

Sports Team Organizer is sports team management software designed for sports clubs, academies, teams, coaches, managers, staff, players and parents or guardians.

The platform allows authorised users to manage areas such as:

Team schedules and calendars
RSVPs and attendance
Rosters and player registration
Player and guardian records
Emergency contacts
Payments and invoices
Medical and physio records
Questionnaires and athlete check-ins
Physical development records
Game and player statistics
Clothing orders
Team announcements and notifications
Staff roles and permissions
Multi-team club management

The information available to each user depends on their account type, team membership and permissions assigned by the relevant club or organisation.

2. Our Role and Your Club's Role

When a sports club, academy or team uses Sports Team Organizer to manage information about its players, parents, staff or other members, that organisation will generally determine why that information is collected and how it is used.

In these circumstances, the club, academy or team may act as the data controller, while Sports Team Organizer processes information on its behalf as a data processor or service provider, depending on the applicable law.

Sports Team Organizer may separately act as a data controller for information we collect directly for our own purposes, including account administration, website operation, customer support, security, billing for our own services and legal compliance.

Questions about information entered into Sports Team Organizer by your club or academy may therefore need to be directed to that organisation.

3. Information We May Collect

The information processed through Sports Team Organizer depends on how the platform is used.

Account Information

We may process information such as:

Name
Email address
Telephone number
Login credentials
Account role
Club or team association
Account status

Player/Athlete/Guardian Information

Depending on the information entered by the club, player, athlete, parent, guardian or authorised staff member, player records may include:

Name
Date of birth
Contact details
Team or age group
Registration information
Player status
Attendance records
RSVP history
Emergency contact information
Guardian or parent information
Development or assessment records
Game or player statistics
Clothing or equipment information
Other information relevant to team administration

Parent and Guardian Information

Where players are minors, Sports Team Organizer may process:

Parent or guardian name
Email address
Telephone number
Relationship to the player
Emergency contact details
Registration information
Account credentials where applicable

Medical, Health and Physio Information

Where enabled and entered by authorised users, Sports Team Organizer may process information relating to an athlete's health or physical condition, including:

Injury records
Medical reports
Physio reports
Fitness or availability status
Physical assessments
Development records
Relevant medical notes

Health information may constitute special-category personal data under applicable data protection law.

Sports Team Organizer does not independently diagnose medical conditions or determine whether a player is medically fit to participate. Medical information entered into the platform remains subject to the professional judgement and responsibilities of the relevant club, medical professional, physio or authorised staff member.

Questionnaires and Athlete Check-Ins

Clubs and coaches may create one-off or recurring questionnaires.

Responses may include information about:

Training readiness
Recovery
Physical condition
Fatigue
Motivation
Wellbeing
Athlete feedback
Other questions configured by the relevant club or coach

Depending on the questions created by the club, questionnaire responses may include health-related or otherwise sensitive personal information.

Payment and Invoice Information

Sports Team Organizer can help clubs and academies organise and track:

Membership fees
Academy fees
Recurring charges
Invoices
Payment status
Amounts due
Outstanding balances
Payment-related reminders

Sports Team Organizer does not hold your club's money and does not take a percentage of payments processed between a club and its chosen payment provider.

Where a third-party payment provider is used, payment credentials such as full card details are processed by that provider according to its own privacy and security practices.

Sports Team Organizer may retain administrative information relating to the payment, such as invoice amount, payment status, due date, reference or confirmation information.

Schedule, Attendance and Event Information

We may process:

Training schedules
Match and game schedules
Event details
Dates and times
Locations
RSVP responses
Attendance records
Reasons supplied for non-attendance where applicable

Communications and Notifications

Sports Team Organizer may process information needed to provide:

Team announcements
Push notifications
Schedule updates
RSVP reminders
Payment reminders
Other operational communications

Notification settings may also be associated with a user's account or device.

Technical and Device Information

When you access the website, CRM or mobile app, we may automatically receive technical information such as:

IP address
Browser type
Device type
Operating system
App version
Device identifiers
Login activity
Error or diagnostic information
Security logs
Approximate location derived from IP address
Usage information relating to the platform

We use this information primarily to operate, secure, troubleshoot and improve Sports Team Organizer.

4. How We Use Personal Information

We may process personal information to:

Create and administer user accounts
Provide Sports Team Organizer services
Maintain club and team structures
Manage rosters and player records
Facilitate player registration
Provide calendars and scheduling tools
Process RSVPs and attendance
Send operational notifications and reminders
Organise invoices and payment records
Maintain medical, physio and development information entered by authorised users
Provide questionnaires and forms
Store and display game and player statistics
Manage user roles and permissions
Provide customer support
Prevent fraud, misuse and unauthorised access
Maintain platform security
Diagnose technical problems
Improve the performance and usability of our services
Comply with legal obligations
Establish, exercise or defend legal claims

We do not use medical or athlete information to provide medical diagnoses.

5. Legal Bases for Processing

Where the General Data Protection Regulation (“GDPR”) or similar laws apply, personal information will only be processed where an appropriate legal basis exists.

Depending on the circumstances, these may include:

Performance of a Contract

Processing may be necessary to provide Sports Team Organizer services to a club, organisation or account holder.

Legitimate Interests

We may process information where reasonably necessary for legitimate interests such as:

Operating and improving the platform
Providing customer support
Preventing misuse
Protecting account and platform security
Managing our business

We consider the rights and interests of affected individuals before relying on legitimate interests.

Consent may be used where required, including for certain communications, cookies or processing activities.

Where processing is based on consent, consent may be withdrawn at any time, subject to applicable law.

Legal Obligations

We may process or retain information where required to comply with applicable law, regulatory requirements, court orders or other lawful obligations.

Vital Interests

In limited circumstances, information may be processed where necessary to protect the vital interests of an individual.

Special-Category Data

Medical, health or other special-category personal data will only be processed where an appropriate legal basis and additional condition under applicable data protection law exists.

The club or organisation entering such information into Sports Team Organizer is responsible for ensuring that it has an appropriate legal basis for doing so.

6. Children and Young Athletes

Sports Team Organizer is designed to support youth sports and may therefore contain information about children.

Where a child is registered through a parent or guardian, the parent or guardian may provide information on the child's behalf and may be given account access according to the club's configuration.

Where consent is relied upon as the legal basis for providing an online service directly to a child, the minimum age at which the child may provide that consent independently depends on applicable local law.

Where the child is under the legal age to provide consent, consent must be provided or authorised by a person holding parental responsibility where consent is the applicable legal basis.

Clubs and academies are responsible for ensuring that they have the appropriate authority and legal basis to enter and manage information relating to minors.

Sports Team Organizer does not knowingly permit a child to circumvent a required parent or guardian registration process.

7. Registration by Invitation Link

Clubs and academies may invite players or parents to register through an invitation link.

When using an invitation link, the player or parent enters their information directly into Sports Team Organizer.

This reduces manual data entry by club staff and helps reduce errors caused by transferring information from paper forms, spreadsheets or messages.

The club or academy issuing the invitation is responsible for determining who should receive the invitation and what information should be collected.

We do not sell personal information as part of operating Sports Team Organizer.

Information may be shared with:

Your Club, Academy or Team

Information may be accessible to authorised administrators, coaches, managers, trainers, physios or other staff according to the permissions configured by the organisation.

Players or parents only receive access to information made available to their account and team.

Service Providers

We may use trusted third-party providers to help operate Sports Team Organizer, including providers of:

Cloud hosting
Database infrastructure
Authentication
Email delivery
Push notifications
Analytics
Error monitoring
Customer support
Payment infrastructure
Security
Website hosting

These providers may process information only as necessary to provide their services to us and subject to applicable contractual and data protection obligations.

Legal and Regulatory Authorities

We may disclose information where reasonably necessary to:

Comply with applicable law
Respond to a valid legal process
Protect legal rights
Investigate fraud or abuse
Protect users or others from harm
Enforce our agreements

Business Transactions

If Sports Team Organizer or its operating company is involved in a merger, acquisition, restructuring, financing or sale of assets, information may be transferred as part of that transaction, subject to applicable privacy law.

9. Payments

Sports Team Organizer provides tools that help clubs organise payments and invoices.

We do not hold club funds and we do not take a percentage of payments made to clubs through their own payment arrangements.

Where a third-party payment provider is connected or used, that provider processes the financial transaction independently and may act as a separate data controller.

Users should review the privacy policy of the relevant payment provider for information about how payment credentials and financial information are handled.

10. Access Controls and Permissions

Sports Team Organizer uses role-based access controls to help organisations limit information according to a user's responsibilities.

For example:

Club management may be given wider club-level access
Coaches may be given access to selected teams
Trainers or physios may receive access relevant to their responsibilities
Players or parents may access information related to their own account or team

The club or academy is responsible for assigning appropriate permissions to its users.

Users must not access, use or disclose information they are not authorised to view.

11. Data Retention

We retain personal information only for as long as reasonably necessary for the purposes described in this Privacy Policy, including to provide the service, maintain security, comply with legal obligations and resolve disputes.

Retention periods may depend on:

The type of information
The length of the club's subscription
The club's instructions
Applicable legal requirements
The sensitivity of the information
Whether the information is required for an ongoing legal or security purpose

Where Sports Team Organizer acts as a processor for a club or academy, deletion and retention may also be governed by that organisation's instructions and our agreement with it.

When information is no longer required, we will delete, anonymise or otherwise dispose of it in accordance with applicable law and our technical capabilities.

12. International Data Transfers

Sports Team Organizer may use service providers or infrastructure located in countries other than the country in which the user is located.

Where personal information is transferred outside the European Economic Area, United Kingdom or another jurisdiction with international transfer restrictions, we will use an applicable transfer mechanism where required, such as:

An adequacy decision
Standard Contractual Clauses
Other legally recognised safeguards

Additional information about relevant transfer safeguards may be requested using the contact details below.

13. Security

We use reasonable technical and organisational safeguards designed to protect personal information against:

Unauthorised access
Accidental loss
Misuse
Alteration
Disclosure
Destruction

These measures may include access controls, authentication, encrypted communications, security monitoring, database protections, restricted administrative access and other technical safeguards appropriate to the service.

However, no internet-based service or electronic storage system can guarantee absolute security.

Users are responsible for protecting their passwords and account credentials and should notify us promptly if they suspect unauthorised account access.

14. Cookies and Website Analytics

The Sports Team Organizer website may use cookies and similar technologies to:

Operate essential website functions
Remember preferences
Understand website usage
Measure performance
Improve our services
Support marketing where permitted

Where required by law, non-essential cookies will only be used after obtaining the appropriate consent.

More information may be provided in our Cookie Policy or cookie preference tool.

15. Marketing Communications

Where permitted by law, we may send information about Sports Team Organizer, product updates or related services.

Where consent is required, marketing communications will only be sent with the appropriate consent.

You can unsubscribe from marketing emails using the unsubscribe link provided in the communication or by contacting us.

Operational communications relating to an account, team, schedule, payment, security issue or service notification may not be considered marketing and may still be sent where necessary to provide the service.

16. Your Privacy Rights

Depending on where you live and the applicable law, you may have rights regarding your personal information.

These may include the right to:

Request access to your personal information
Request correction of inaccurate information
Request deletion of information
Request restriction of processing
Object to certain processing
Request portability of certain information
Withdraw consent where processing is based on consent
Lodge a complaint with a data protection authority

Where information is controlled by your club, academy or team, we may direct your request to that organisation or assist it in responding.

We may need to verify your identity before processing a privacy request.

17. European Economic Area and UK Users

If you are located in the European Economic Area or United Kingdom, applicable data protection law may provide additional rights and protections.

You may also have the right to lodge a complaint with the supervisory authority in your country.

We encourage you to contact us first if you have questions or concerns so that we can attempt to resolve them.

17.1 Our representative in the European Union

Sports Team Organizer is established outside the European Economic Area. In accordance with Article 27 of the General Data Protection Regulation (Regulation (EU) 2016/679), we have designated the following representative in the European Union:

Georgia Hadjiconstantinou

Quattro Forze

Stadiou 84, Office 202

Larnaka 6020

Cyprus

Email: support@sportsteamorganizer.io

Individuals in the European Economic Area, and supervisory authorities, may contact our representative on any matter relating to the processing of personal information covered by this Privacy Policy.

Contacting the representative does not affect your right to contact us directly using the details in section 21, or to lodge a complaint with the supervisory authority in your own country.

18. California Privacy Rights

If the California Consumer Privacy Act, as amended (“CCPA”), applies to Sports Team Organizer and to your personal information, California residents may have additional rights, including rights to know, access, correct or delete personal information and, where applicable, rights concerning the sale or sharing of personal information and the use of sensitive personal information.

Sports Team Organizer does not sell personal information in exchange for money.

If we engage in activities that constitute “selling” or “sharing” under California law, we will provide the notices and opt-out mechanisms required by applicable law.

California privacy requests may be submitted using the contact methods provided below.

19. Third-Party Links and Services

Sports Team Organizer may contain links to third-party websites, services, maps, payment providers or other external resources.

Those services operate under their own privacy policies and practices.

We are not responsible for the privacy practices of independent third parties.

20. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect:

Changes to Sports Team Organizer
New features
Changes to our service providers
Legal or regulatory developments
Changes to our privacy practices

The updated version will display a revised “Last Updated” date.

Where required by law, we will provide additional notice of material changes.

21. Contact Us

If you have questions about this Privacy Policy, how Sports Team Organizer handles personal information or your privacy rights, contact us at:

Sports Team Organizer

271 W Short St, Ste 410

Lexington, Kentucky 40507-1213

United States