Privacy Policy

1. Introduction

TrainerSync ("we," "us," or "our") operates a software platform for youth sports club trainer operations. This Privacy Policy explains how we collect, use, share, and protect personal information from two categories of users: Club Administrators (clubs and their staff who subscribe to TrainerSync) and Trainers (individuals invited by a Club to use the platform).

By using TrainerSync, you agree to the practices described in this policy.

2. Information We Collect

From Club Administrators

• Name and email address — used for account access and billing communications
• Club name — used to configure your Club's workspace
• Payment information — collected and stored by Stripe; we do not store card numbers directly
• Usage data — actions taken within the platform (sessions created, assignments run, etc.)

From Trainers

• Name and email address — used for account login and identification
• Mobile phone number — used to send SMS scheduling notifications
• Availability and session history — days signed up for and sessions worked
• Pay rate and Venmo handle — if provided by you or your Club Administrator, used for payroll reporting
• W-9 document — if uploaded, stored securely for your Club Administrator's records

Automatically Collected

• Log data (IP address, browser type, pages visited) for security and debugging
• Cookies and session tokens required for authentication

3. How We Use Your Information

We use the information we collect to:

• Provide, maintain, and improve the TrainerSync platform
• Manage your account and process subscription payments
• Send you transactional emails (password resets, invitations, billing receipts)
• Send SMS notifications on behalf of your Club for session assignments and scheduling
• Generate payroll and attendance reports within your Club's workspace
• Respond to support requests and troubleshoot issues
• Comply with legal obligations

We do not use your information to train AI or machine learning models, and we do not sell your personal information to third parties.

4. SMS Messaging

Trainers who provide a mobile phone number consent to receive SMS messages sent by TrainerSync on behalf of their Club. These messages include session assignment notifications, confirmation requests, and scheduling updates.

• Message frequency: Varies based on your scheduling activity; typically one message per assigned session
• Carrier charges: Standard message and data rates from your carrier may apply
• Opt out: Reply STOP to any message at any time
• Help: Reply HELP or contact your Club Administrator

SMS messages are delivered via Twilio. Your phone number and message content are transmitted to Twilio solely for delivery purposes.

5. Information Sharing

We share personal information only in these limited circumstances:

• Twilio — delivers SMS messages on our behalf. Phone numbers and message content are shared only for this purpose. See Twilio's Privacy Policy.
• Stripe — processes subscription payments for Club Administrators. Payment card details are handled entirely by Stripe. See Stripe's Privacy Policy.
• Laravel Cloud — our hosting provider stores application data on secure cloud infrastructure.
• Club Administrators — your Club's administrators can view your name, email, phone number, session history, hours, and payroll information within their workspace.
• Legal requirements — we may disclose information if required by law, court order, or government authority.

6. Data Security

We implement industry-standard security measures including encrypted connections (HTTPS), hashed passwords, and access controls. Only authorized TrainerSync personnel can access platform infrastructure. However, no system is completely secure — please use a strong, unique password and notify us immediately if you suspect unauthorized access to your account.

7. Data Retention

We retain Club and Trainer data for as long as a Club's subscription is active. After cancellation, data is retained for up to 30 days to allow for export requests, then deleted. Billing records may be retained longer as required by law.

Individual Trainers whose accounts are removed by a Club Administrator will have their data deleted from that Club's workspace. If you are a Trainer and wish to request deletion of your information, contact your Club Administrator or email us at support@trainersync.app.

8. Your Rights

Depending on your location, you may have the right to:

• Access the personal information we hold about you
• Correct inaccurate information (via your profile settings or by contacting us)
• Request deletion of your personal information
• Export your Club's data (Club Administrators)
• Opt out of SMS notifications by replying STOP
• Withdraw consent where processing is based on consent

To exercise these rights, contact us at support@trainersync.app.

9. Children's Privacy

TrainerSync is intended for use by adults (18 and older). We do not knowingly collect personal information from children under 13. If you believe we have inadvertently collected such information, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify active subscribers of material changes via email before they take effect. The updated policy will also be posted on this page with a revised effective date.

11. Contact

If you have questions or concerns about this Privacy Policy or how we handle your information, contact us at:

TrainerSync
support@trainersync.app