Privacy Policy

1. The three-party structure and who is responsible for what

Leagues by ProElite connects three groups: ProElite (the platform operator), the League (a club, camp, or program that subscribes to the Service and runs its own program), and families (parents, players, coaches, and other end users of a League's program).

For the personal data of players, parents, coaches, and referees, the League is the controller and ProElite acts as a processor on the League's documented instructions. For its own data — league-administrator account records, billing information, product analytics, and security logs — ProElite is the controller. Both roles exist at once and are stated separately rather than blurred together. The Data Processing Addendum between ProElite and each League has more detail on the processor role.

2. Information we collect

2.1 Account information (parents, coaches, referees, league admins)

Name, email address (your login), phone number, a securely hashed password, a mailing address (when provided), a default emergency contact, notification preferences, your role and permissions in each league you're part of, multi-factor authentication data (a secret and single-use, hashed recovery codes), session and login tokens, and a security audit log. We also log IP addresses and standard web request data for security and rate-limiting.

2.2 Player information — the full picture

When a parent or guardian adds a player, the Service stores:

• Full first and last name.
• Date of birth.
• Grade level — this, not date of birth, is what actually drives age-group and division placement — plus an internal field that auto-advances the grade each school year.
• Gender (male, female, or other), where a League requires it for division placement.
• School.
• Jersey size and skill level.
• Free-text notes the parent chooses to add.
• A default emergency contact (name, phone, email, and relationship).
• Whether the athlete is the account holder, a child, or a dependent adult, and, where applicable, the account holder's relationship to them (guardian, carer, parent).

This is a correction to any earlier description of this Service as collecting only "a first name and last initial" or avoiding date of birth. That description has not been accurate since an internal system change; the Service holds full identifying records about players, supplied by their parent or guardian.

2.3 Disability information — a distinct, sensitive category

The player record includes a flag used to route an athlete to adaptive or special-needs programming. This flag is always set for a player registered as a dependent adult, and may also be set for a child. This is disability information about an identified person. In a number of states this is treated as a sensitive or special category of data with its own protections, and we treat it that way rather than folding it into ordinary profile information. It exists because adaptive programming is a real product feature, not an incidental byproduct.

2.4 What we store vs. what we ever publish

There is a real, deliberate difference between what the Service stores and what it ever shows to the public, and we want to state it precisely:

• What we store: the full player record described in Section 2.2.
• What we ever publish on a public roster, schedule, or program page: a child or dependent adult appears as first name and last-initial only. The surname is cut down to an initial before it ever leaves the database — a deliberate technical safeguard, not just a display rule. Public schedules and program listings show no participant information at all.

So the accurate description is: we hold full records for the League's operational use, and minimize what is ever displayed publicly. Neither "we only store an initial" nor "we publish children's full names" is an accurate description of the Service.

2.5 Information collected at registration

Registering a player for a specific season, event, or program also collects:

• `medical_notes` — free text, intended for allergies, conditions, and medications. This is health-adjacent information about a player, frequently a minor.
• A snapshot of the emergency contact in effect at the time of that registration.
• A waiver signature record, if the League uses waivers: who signed, when, their IP address, and the exact text of the waiver as it read at the time it was signed. Signed waivers are not edited or deleted, even on request, because they are the League's record of what was agreed — see Section 6.
• Jersey size and skill level as they stood at the time of that specific registration.
• A "buddy" field, where a parent may name another child they'd like their player placed with. This is personal information about a different family's child, supplied by someone who has no authority over that child; we hold it only for team-placement purposes and do not treat it as authoritative identifying information about the named child.
• League-defined custom questions. A League may add its own registration questions. The League decides what these ask, so we cannot enumerate or bound in advance what they might collect — including, potentially, something sensitive. Responsibility for what a League chooses to ask rests with that League.
• Any comp/fee-waiver notation and a preferred-team field, where used.

2.6 Payment and transaction information. Card data is never sent to, processed by, or stored by ProElite. When you pay, you are taken to a payment page hosted by Stripe, and your card details are entered there and go directly to Stripe. No part of the Service presents a card-entry field or receives a card number, expiry, or security code.

ProElite stores Stripe identifiers, transaction results, amounts, fee-split records, and invoice records. Stripe is a PCI-DSS Level 1 certified provider and handles card data under its own compliance program. ProElite does not itself hold a PCI-DSS certification and does not represent that it does; its role is limited to redirecting you to Stripe and recording the result.

2.7 AI feature data

The in-app AI assistant ("Phil") and AI image-generation tools send data to third-party AI providers to operate:

• Anthropic (Claude API) powers Phil. Prompts can include real league data, which may include personal data about people in that league.
• OpenAI powers AI image generation, using text prompts and, sometimes, a League's own uploaded reference image.

A reference image can include a photo of a participant, including a child or dependent adult. When a League uses the AI image-generation feature with such a photo, that photo — and the identifiable likeness in it — is sent to our AI image provider to produce the output. This is a more direct form of identification than the other information in this policy, and we call it out separately for that reason. We require the League to have the necessary consent or authority before submitting such a photo (see the Terms of Service), but ProElite does not independently verify this before the photo is sent.

We do not currently have visibility into, or a separate commitment governing, how long our AI providers retain a prompt, photo, or other data submitted through their API beyond their own published data-handling terms, which apply as they are updated from time to time. We will make those terms available on request.

We do not use an AI feature to make a final decision about a person's eligibility, team placement, or discipline without a human administrator reviewing and confirming it.

We do not use an AI feature to make a final decision about a person's eligibility, team placement, or discipline without a human administrator reviewing and confirming it.

2.8 Usage and technical information

Standard web logs (IP address, browser type, device information, pages visited) collected for security and troubleshooting, and an audit trail of administrative and financial actions (timestamp, user, and IP address).

2.9 Referees

Referees may hold a referee account, created from the League's approval email. We store their name, contact details, date of birth (to confirm they meet the minimum age to officiate), assignments, availability, and pay information on the League's behalf. A referee with an account can view and correct their own details and turn text reminders on or off in the app; a request to export or delete their information goes through the League or support@proelite.app. A referee without an account has no self-service, and every request goes through the League or that address.

Text messages. If a referee chooses to receive text reminders, we store their mobile number to send game-day reminders and the codes needed to verify the number. We send no other texts. The number is used only for this purpose and is never shared with or sold to third parties for marketing. Replying STOP to any message stops them, as does turning texts off in the account. Message and data rates may apply.

3. How we use information

• To operate the Service: process registrations, place players on teams and divisions, run schedules, process payments, and deliver league communications and reminders.
• To provide support.
• To maintain security, detect abuse and fraud, and enforce the Terms of Use.
• To generate reporting for league administrators.
• To improve the Service, through aggregated or de-identified analysis that does not identify an individual.

We do not sell personal information, including children's information, and we do not use player information to build advertising profiles or serve targeted advertising to children.

4. Who we share information with

Data belonging to one League is never shared with another League. Two features are configured in our systems but not yet used and should not be understood as live: SMS text messaging (Twilio) and an alternate email provider (Mailgun) — if either is activated, this policy will be updated first.

Coach visibility is a product feature, not incidental exposure. A coach assigned to a team can see the contact details and emergency contact for the families on that team only, so they can reach a parent and respond to a safety need. This is not controlled by your privacy settings — it is how the Service works, and a League that assigns a coach to your child's team is giving them that access.

Other parents see almost nothing about you unless you choose otherwise. By default, another family on your child's team sees your child's first name and last initial, and nothing identifying you at all — not your name, not your contact details, and no indication of which child is yours. Four settings on your own account each turn one thing on, and every one of them is off until you turn it on:

(a) link you to your own child, so other families know which player is yours;
(b) show your last name in full rather than as an initial;
(c) show your phone number;
(d) show your email address.

Setting (a) governs the others — until you turn it on, nothing connects you to a player, so there is nothing for the contact settings to attach to. You always see your own child's information in full, and another family's emergency contact is never shown to you under any setting.

Calendar feed link. If you enable a calendar feed of your schedule, the link the Service generates works without requiring login. Treat it as a private link — anyone who has the URL can view the feed.

Calendar feed link. If you enable a calendar feed of your schedule, the link the Service generates works without requiring login. Treat it as a private link — anyone who has the URL can view the feed.

5. Payment data and Stripe

All payment processing is handled by Stripe under Stripe's own privacy policy and PCI-DSS compliance program. ProElite does not store full card numbers. Registration payments go directly to each League's own Stripe Connected Account; ProElite's platform fee is deducted automatically as part of the transaction.

6. Data retention. ProElite keeps information for no longer than it needs it, on the schedule below. These are the maximum periods ProElite applies; some records are removed sooner.

Why signed waivers are kept this long: a minor's personal-injury claim is generally tolled — the filing clock doesn't start — until they reach the age of majority, so a waiver signed for an 8-year-old may need to be produced more than a decade later. This is also why signed waivers are never edited or deleted, even at a family's request.

Be clear about what a deletion request actually reaches. Payments, invoices, and signed waivers are never purged, because they are financial and consent records the League and ProElite are required or entitled to keep. A deletion request anonymizes and closes an account; it does not erase a payment record or a signed waiver. We describe it this way rather than promising an erasure the system does not perform.

7. Your rights and choices

Depending on the law of your state, you may have rights to access, correct, delete, or receive a copy of personal information we hold about you or your child, to appeal a denied request, and to know that we do not sell personal information or use it for targeted advertising. These rights are described here generically — where the law of your state grants them — rather than by naming specific statutes, since the applicable list changes over time and by location.

• Parents can directly view, edit, or request removal of player-profile information through their own account.
• Any user may request a copy or deletion of their account information by contacting support@proelite.app.
• We will verify the identity of the requester — including confirming a parent controls the relevant account — before acting on a request involving a child's or dependent adult's information.
• Because referees have no account (Section 2.9), a referee's request must come through their League or support@proelite.app.
• See Section 6 for what deletion does and does not reach.

8. Children's privacy (COPPA)

The Service is built to be used by a parent or legal guardian on behalf of a child — a child never creates an account, logs in, or submits their own information. That design is real, but it does not mean we hold little information about children: as Section 2 describes, we knowingly hold detailed, identifiable records about minors and about dependent adults, supplied by the guardian or carer who registers them, including disability information in some cases.

We do not knowingly collect personal information directly from a child. If we become aware that information was submitted directly by a child rather than by a parent or guardian, we will take reasonable steps to remove it. A parent or guardian may review, correct, or request deletion of their player's information at any time (Sections 2.2 and 7).

A child's photograph can also reach us through the AI image-generation feature (Section 2.7), when a League submits one as a reference image. A photograph is a more directly identifying form of information than the rest of what this section describes, and we flag it here for that reason rather than treating it as just another field in the player record.

9. Security

The following measures are actually in place:

• Traffic is encrypted in transit (TLS/HTTPS).
• Passwords are hashed and never stored in plain text.
• Database backups are encrypted (AES-256) and stored off-site.
• Certain third-party credentials stored on a League's behalf are encrypted (AES-256-GCM).
• Multi-factor authentication (TOTP) is mandatory for platform and league administrator accounts, and available for parents and coaches.
• Account lockout after repeated failed logins, rate limiting, and an audit log of administrative and financial actions.

Participant personal data — including a child's name, date of birth, emergency contacts, and medical notes — is stored as plain text and is not encrypted at rest. There is no database-level or disk-level encryption at rest on the shared hosting the Service currently runs on. We do not hold SOC 2, ISO 27001, HIPAA, or PCI-DSS certification, and have not completed a third-party penetration test. No method of storage or transmission is perfectly secure; we will notify affected users of a breach as required by applicable law.

10. Data breach notification

If we confirm a personal-data breach, we notify the affected League without undue delay and no later than 72 hours after confirming it, and cooperate in the League's investigation and response. As the controller of family and player data, the League — not ProElite — is responsible for notifying affected individuals and any regulator. Where ProElite is itself the controller (for example, a breach affecting only league-administrator account or billing data), ProElite will notify affected individuals as required by applicable law.

11. Cookies and tracking

We use strictly necessary cookies (for example, to keep you signed in) and limited analytics cookies to understand aggregate usage. We do not use cookies to build advertising profiles of children and do not knowingly serve targeted advertising to children.

12. League-level privacy pages

A League may publish its own Privacy Policy on its site. That policy, where one exists, governs the League's own collection and use of information outside the Service. We do not review League-authored legal content. If a League has not published one, this platform-level policy is the only privacy disclosure available to that League's families.

13. Changes to this policy

We may update this Privacy Policy. A material change — especially one affecting how children's or dependent adults' information is collected or used — will be communicated by email to account holders at least 30 days before it takes effect and will require re-acceptance, consistent with the acceptance record described below.

14. Acceptance record

Acceptance of this Privacy Policy and the Terms of Use is recorded with the accepting user's ID, the document name and version, a UTC timestamp, IP address, and user agent, in an append-only record that preserves the full history of what was agreed to and when.

15. Contact us