Privacy Policy

Introduction

CampionHQ is committed to protecting your privacy. This policy explains how we collect, use, and protect your personal information when you use our youth sports team management platform.

Information We Collect

Account Information

When you create an account, we collect:

• Name and email address
• Phone number (if SMS notifications are enabled)
• Authentication credentials (managed securely via our auth provider)
• User preferences (notifications, timezone)

Team & Organization Data

When you use CampionHQ to manage teams, we store information you provide including:

• Team and organization names and details
• Player rosters and contact information
• Event schedules, attendance, and RSVP data
• Fee schedules, invoices, and payment records

Usage Information

We automatically collect:

• Log data (IP address, browser type, access times)
• Feature usage analytics to improve our service

How We Use Your Information

We use your information to:

• Provide and maintain the CampionHQ platform
• Send team notifications via email, push, or SMS
• Process payments through our payment provider (Stripe)
• Improve our service and develop new features
• Communicate with you about your account

Payment Processing

Payments are processed through Stripe. We do not store credit card numbers or full payment credentials on our servers. Stripe's handling of your payment data is governed by Stripe's Privacy Policy.

Data Storage & Security

We protect your data using:

• Encrypted databases with row-level security
• HTTPS/TLS encryption for all communications
• Authentication and authorization checks on every request
• Secure token storage for third-party integrations

Data Sharing

We do not sell your personal information to third parties. We share data only in the following circumstances:

• Within your teams: Team members can see information relevant to team activities (schedules, rosters, attendance) based on their role and permissions.
• Service providers: We use trusted third-party services (hosting, email delivery, payment processing) that process data on our behalf under strict agreements.
• Legal requirements: We may disclose data if required by law or to protect our rights and safety.

SMS & Messaging

Your phone number and SMS consent information will not be shared with or sold to third parties for marketing purposes. Message frequency varies based on your team activity and notification preferences. Message and data rates may apply for SMS notifications. See our SMS Terms & Conditions for details on our messaging service.

Data Retention & Deletion

We keep your data while your account is active. When you delete your account, we delete most of it, but some records stay, as described below. You may:

• Delete individual records through the app
• Delete your account from your profile in the app, or ask us to delete it by contacting support@campion.team

When you delete your account, we delete:

• Your profile and contact details
• Your sign-in, so you're signed out everywhere
• Your team and organization memberships, roles, and permissions
• Your RSVPs, volunteer sign-ups, and availability
• Your notifications and notification settings
• Messages you scheduled that haven't been sent yet
• Help requests you sent while signed in

Some records stay with your teams:

• Messages you sent, including direct messages. They show as "Deleted user". To remove a specific message, delete it before you delete your account.
• Your invoices, payments, receipts, and reimbursements, for the team's financial records. They show as "Deleted user".
• Your children's player records, including any contact details the team added for you. They stay with the team and any other guardians, no longer linked to your account.
• Consent records: when a team removes a parent or guardian from a child, a record of that guardian's consent choices for the child and who removed them. It's deleted at the end of the season, or 12 months after removal if the team has no season then.

Uploaded photos and payment details saved with Stripe aren't removed when you delete your account. To request their removal, email support@campion.team.

Help requests you sent while signed out aren't linked to your account, so deleting your account doesn't remove them. To have them removed, email support@campion.team.

Help-form messages that aren't linked to an account are deleted from CampionHQ after 90 days. Help-form messages you send while signed in are linked to your account, kept with it, and deleted when your account is deleted. If your account has been deactivated, help-form messages you send aren't linked to it, and they're deleted after 90 days.

Children's Privacy

CampionHQ is for people 13 or older. Users under 18 use it with the involvement of a parent or guardian. Children under 13 are not users: a parent or guardian, or the team's coaches and administrators, manage a child's player information. We do not knowingly collect personal information directly from children under 13.

When a head coach or team admin invites someone to be a parent or guardian of a child, we email the child's current parents and guardians to say who was invited.

A parent or guardian can connect a player's own account (age 13 or older) to the player's profile. Parents, guardians and team admins can disconnect it, and a player can disconnect it themselves once they're 18. We email the player's parents and guardians when the account is connected or disconnected, and we record who connected and disconnected it.

If a player's account is disconnected, or the player is removed from the roster, while they're under 18, we keep the player's birthday with their account so the account keeps the same under-18 protections. We delete it when that birthday shows they're 18, or when the account is deleted.

Changes to This Policy

We may update this policy from time to time. Changes will be posted on this page with an updated date. We encourage you to review this policy periodically.

Contact Us

Questions about this privacy policy? Contact us at support@campion.team.