Privacy Policy

1. Introduction

APEX Team Manager ("we," "us," or "our") operates a communication platform for high school athletic programs. This Privacy Policy explains how we collect, use, share, and protect personal information when you use our website and mobile applications (collectively, "the Service").

We are committed to protecting the privacy of all users, with particular attention to the privacy of minors who use the Service through their school athletic programs.

2. Information We Collect

Information you provide directly

• Account information: name, email address, and password when you register
• School information: school name, provided by the registering administrator
• Profile information: optional profile photo and display name
• Messages and content: text messages, photos, and files shared through the Service
• Calendar data: events, game schedules, and availability responses
• Scores and statistics: game scores and player performance data entered by coaches

Information collected automatically

• Device information: device type, operating system, and browser type
• Usage data: pages visited, features used, and interaction patterns
• Log data: IP address, access times, and error logs
• Push notification tokens: device identifiers for delivering notifications

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the Service
• Deliver messages and notifications between team members
• Process subscriptions and payments through Stripe
• Send transactional emails (account verification, password resets, invite notifications)
• Enable school administrators to manage their teams and comply with school policies
• Monitor for abuse and enforce our Terms of Service
• Generate aggregated, anonymized analytics to improve the Service

We do not sell your personal information. We do not use your personal information for targeted advertising.

4. Information Sharing

We share personal information only in the following circumstances:

• Within your school: Your name, role, and team membership are visible to other members of your school's teams. Messages you send are visible to other members of the channels you participate in. School administrators can access audit logs of messages for safety and compliance.
• Service providers: We use third-party services to operate the platform, including Stripe for payment processing, Resend for transactional email, and cloud infrastructure providers for hosting and storage. These providers process data only on our behalf and in accordance with our instructions.
• Legal requirements: We may disclose information when required by law, subpoena, or government request, or when we believe disclosure is necessary to protect rights, safety, or property.
• With your consent: We may share information with your explicit consent for purposes not described in this policy.

5. Children's Privacy and COPPA Compliance

The Service is designed for use in educational settings involving minors. We take special precautions for younger users:

• For teams designated as under-14, only parent accounts are created. Parents communicate and manage the Service on behalf of their children. No accounts are created for children under 13.
• For users aged 14-17, accounts are created with parental consent as part of school athletic program participation.
• We do not knowingly collect personal information from children under 13 without verifiable parental consent.
• Parents may review, update, or request deletion of their child's information by contacting their school administrator or our support team.

6. Student Data and FERPA

For information about how we handle student education records and comply with FERPA, please see our FERPA Compliance Statement.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Service. Specific retention periods:

• Messages and content are retained according to the school's configured retention policy (default: indefinite while the school account is active)
• Audit logs are retained for the school's configured retention period
• Account data is retained until the account is deleted by the user or school administrator
• When a school terminates its subscription, all associated data is available for export for 90 days, after which it is permanently deleted

8. Data Security

We implement industry-standard security measures to protect your data, including encryption of data in transit (TLS) and at rest, secure password hashing, role-based access controls, and regular security reviews. However, no method of transmission or storage is completely secure, and we cannot guarantee absolute security.

9. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate information
• Deletion: Request deletion of your personal information, subject to legal retention requirements
• Export: Request your data in a portable format

To exercise these rights, contact your school administrator or email us at privacy@oakslakegroup.com.

10. Cookies

We use cookies and similar technologies to operate the Service. For detailed information, see our Cookie Policy.

11. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service at least 30 days before the changes take effect. Your continued use of the Service after the effective date constitutes acceptance of the updated Privacy Policy.

12. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, contact us at privacy@oakslakegroup.com.