Privacy Policy

This policy describes how Hoops College (“we”, “us”) collects, uses, and protects personal information when you use our training programs, facility, website, and mobile app. It covers families of youth athletes, adult members, staff, and visitors who contact us or use our public pages.

Information we collect

• Account and contact details — names, email addresses, phone numbers, and household information you provide when registering, joining a program, or filling out an interest form.
• Athlete information — your child’s name, date of birth or age, grade/school where relevant to placement, and training-related notes such as skill evaluations and attendance. This information is provided to us by a parent or guardian.
• Payment records — what you purchased, amounts, dates, and payment status. Card and bank details are entered directly with our payment processors (Stripe and, for some programs, PayPal); we never see or store full card numbers.
• Signed agreements — waivers and contracts you sign electronically, together with the time, IP address, and browser used to sign (that record is what makes the signature verifiable).
• Communications — emails, text messages, and chat messages you exchange with us, including messages sent to our website chat assistant.
• Technical information — logs of requests to our systems, including IP addresses and device/browser information, used for security and to diagnose errors.

Children’s privacy

Our services are purchased and managed by adults. We collect information about child athletes from their parents or guardians — not from the children themselves — and we use it only to run the programs the parent signed the child up for: scheduling, coaching, skill evaluations, safety, and billing. We do not knowingly collect personal information directly from children under 13 online. Parents and guardians can review the information we hold about their child, ask us to correct it, or ask us to delete it at any time using the contact details below or the privacy tools in the parent portal.

How we use information

• Running programs: scheduling, rosters, attendance, coaching notes, and evaluations.
• Billing: subscriptions, invoices, receipts, and collections.
• Communications: session reminders, schedule changes, receipts, and — only where you have opted in — marketing about programs, events, and offers.
• Safety and legal compliance: waivers, incident records, and fraud prevention.
• Improving our services: understanding how our website and app are used, and fixing errors.

We do not sell personal information, and we do not share it with third parties for their own advertising.

Email and text messages

Transactional messages (receipts, schedule reminders, account notices) are sent as part of providing the service. Marketing email is sent only to people who have opted in, and every marketing email includes an unsubscribe link. Text messages are sent only to numbers whose owners have agreed to receive them; reply STOP to any text to stop receiving texts, or HELP for help. Message frequency varies and message & data rates may apply. Consent to texts is not a condition of purchase.

Service providers

We use a small number of providers to run the platform. Each receives only what it needs to do its job and may not use your information for anything else:

• Stripe and PayPal — payment processing.
• Supabase — secure database hosting.
• Resend — sending email.
• Twilio — sending text messages.
• MailerLite — managing marketing email lists for subscribers who opted in.
• Sentry — error monitoring (technical logs when something breaks).
• PostHog — product analytics: counts of how our own pages are used (for example, how many people finish registration). Served from our own domain, without cookies, and without names, email addresses, or any information about a specific child.
• Anthropic — powers the website chat assistant; chat messages are processed to generate replies.
• Expo — delivering mobile push notifications.

Cookies and analytics

We use cookies that are necessary for the service to work — signing you in and keeping your session secure. We do not use third-party advertising cookies or cross-site trackers.

We use privacy-focused product analytics (PostHog) to understand how our own pages are used — for instance, how far people get through registration before stopping. It is served from our own domain, sets no analytics cookies, and records page views and milestone events without names, email addresses, phone numbers, or any information identifying a child. We do not record your screen or session.

How long we keep information

We keep account and athlete information while your account is active and for a reasonable period afterward in case you return. Financial records, signed waivers, and contracts are kept for as long as the law and our insurers require, even after an account is deleted. Records we no longer need are deleted or de-identified.

Your choices

• You can review and update your household and contact details in your account portal.
• You can unsubscribe from marketing email with the link in any message, and stop texts by replying STOP.
• You can request a copy of the personal information we hold about you or your household, or ask us to delete your account, from the privacy section of your portal or by contacting us. Deletion requests are reviewed by a person because billing history and signed waivers may have to be retained; we will tell you what was deleted and what was kept, and why.

Security

Data is encrypted in transit, access to admin tools is restricted by role, and sensitive staff actions are recorded in an audit log. No system is perfectly secure, but we notify affected users of any breach as required by law.

Changes to this policy

If we make material changes, we will update the date at the top of this page and, where the change affects how we handle information you already gave us, notify you by email.

Contact us

Questions or privacy requests: [email protected] or (704) 555-0100. You can also reach us by mail at the address below.