Privacy Policy

1. Our role and your organization’s role

We are responsible for account, service-operation, billing, security, and support information that we collect for our own purposes. A participating organization controls the league information its owners, managers, captains, and members enter, including roster records, availability, notes, schedules, scores, announcements, and documents.

For organization-controlled information, we generally act as a service provider or data processor on the organization’s instructions. Questions about why a league collected your information, who can see it, or whether a roster record should be corrected should usually be directed to that organization. We will assist the organization where appropriate.

2. Information we collect

Account and identity information

We may receive your name, email address, profile details, authentication identifiers, and sign-in status from you and our authentication provider. In production, authentication is handled by Clerk or a replacement identity provider. We do not receive or store your authentication password.

Organization and league information

This may include:

• organization names, contact details, time zones, plans, and user roles;
• season, team, roster, captain, substitute, invitation, and membership information;
• availability responses, responsibilities, member notes, announcements, and read status;
• venues, bookings, courts, rounds, matches, scores, standings, tiers, ratings, brackets, referee assignments, and scheduling history; and
• uploaded rules and other files, external document links, descriptions, exports, revisions, and backup information.

An owner, manager, or captain may enter a person’s name and team role before that person creates an account. A roster record is connected to an account only through the applicable invitation or account-linking process.

Billing information

We may receive plan, subscription, transaction, renewal, payer name and email, tax region, and provider identifiers from our payment provider. Complete payment-card details are entered with and handled by that provider, not League Portal.

Device, usage, and support information

We may collect IP address, browser and device type, timestamps, pages and features used, diagnostics, security events, cookie or session identifiers, and information included in support requests. We may also keep audit information about important administrative or data-changing actions.

3. Where information comes from

We collect information:

• directly from you when you register, configure settings, or use the service;
• from organization owners, managers, captains, and members who administer their league;
• from authentication, payment, email, hosting, and other service providers; and
• automatically from your browser or device when you use League Portal.

4. How we use information

We use personal information to:

• create accounts, authenticate users, and connect invitations and memberships;
• operate organizations, seasons, teams, schedules, scores, standings, tournaments, availability, responsibilities, documents, exports, revisions, and backups;
• apply permissions and show information to authorized organization members;
• send service, invitation, schedule, score, responsibility, and security messages;
• process subscriptions and administer Free and Standard plan limits;
• provide support, diagnose errors, monitor performance, and improve the service;
• prevent abuse, protect users and systems, and enforce our Terms; and
• comply with legal obligations and respond to lawful requests.

Where applicable law requires a legal basis, we rely on performance of our contract, legitimate interests in operating and securing the service, consent where requested, and compliance with legal obligations. An organization is responsible for identifying its own lawful basis for organization-controlled information.

5. How information is visible within League Portal

Information is shown according to organization, season, team, and role permissions. Owners and managers generally have broad administrative access. Captains may manage their rosters and, when enabled, scores. Team members may see season schedules, published rounds, standings, documents, announcements, and other information made available to their role.

A member note may be marked visible or hidden from that member. Authorized managers and captains may still have access. Organizations should use notes sparingly and must not use them to store sensitive or inappropriate personal information.

6. When we disclose information

We may disclose information:

• to authorized users in the applicable organization, season, or team;
• to vendors that provide authentication, cloud hosting, databases, object storage, email, payments, monitoring, analytics, customer support, or security services;
• when required by law or reasonably necessary to protect rights, safety, users, or the integrity of the service;
• in connection with a financing, reorganization, merger, acquisition, or sale, subject to appropriate confidentiality and legal requirements; or
• with your direction or consent.

Service providers may process information only to provide their contracted services and under applicable confidentiality and data-protection obligations. We do not sell personal information or share it for cross-context behavioural advertising.

7. International processing

We and our service providers may process information in Canada, the United States, Europe, or other countries. Information processed outside your province or country may be subject to the laws and lawful-access requirements of that jurisdiction. Where required, we use contractual or other safeguards for international transfers.

8. Retention and deletion

We retain information for as long as reasonably needed to provide the service, follow an organization’s selected retention settings, maintain security and audit records, resolve disputes, collect fees, and meet legal obligations. Historical team and match records may remain when a user’s access is removed because deleting them could damage official league history.

Organization deletion includes a grace period before permanent deletion begins. Deleted information may remain temporarily in restricted backups, revisions, logs, or disaster recovery systems until those copies are overwritten or expire. Protected revisions and records subject to a legal hold may be kept longer. We will document final production retention periods before this Policy takes effect.

9. Security

We use administrative, technical, and organizational safeguards designed for the nature of the information we process. These may include role-based access, authentication, encryption in transit, restricted infrastructure access, backups, logging, and security monitoring. No service can guarantee absolute security, and you are responsible for using secure devices and protecting your account.

10. Cookies and similar technology

League Portal uses cookies or similar browser storage needed for authentication, security, invitation continuity, preferences such as theme, and core application state. We may use limited measurement tools to understand reliability and feature usage. If we later add non-essential advertising or analytics cookies, we will provide any notice and choices required by law before using them.

11. Notifications and communication choices

You can manage optional match and responsibility reminders in profile settings where available. We may still send messages needed to administer your account, invitations, billing, security, or material service changes. You can leave an organization or ask its managers to remove a roster connection, subject to preservation of historical records.

12. Your privacy rights

Depending on where you live, you may have rights to know about, access, correct, delete, restrict, or receive a portable copy of personal information, or to object to certain uses and withdraw consent. You may also have the right to complain to a privacy regulator and to receive equal service when exercising applicable rights.

Account information can be updated through profile or authentication settings where available. For organization-controlled roster or league information, contact an owner or manager of that organization first. You may also submit a request through our support page. We may need to verify your identity and may retain information where an exception under applicable law applies.

13. Children and youth leagues

League Portal is not directed to children under 13, and we do not knowingly invite them to create accounts without authorization permitted by law. Organizations running youth programs must determine what notices and parental or guardian consents are required. They should minimize information about minors and avoid entering sensitive information in notes, announcements, or uploaded documents.

14. Automated calculations

League Portal may automatically calculate standings, tiers, ratings, match suggestions, and tournament dependencies from organization settings and match results. These tools help organize recreational competition; they are reviewable by managers and are not intended to make legal or similarly significant decisions about a person.

15. Changes to this Policy

We may update this Policy as the service, providers, or legal requirements change. We will post the revised version and its effective date. If a change materially affects how we use personal information, we will provide additional notice where required.