Privacy policy

Last updated September 18, 2026

PlaygridOS helps sports clubs and teams run registration, scheduling, communication, and player development. Much of the information on the platform is about children, entered by their parents or guardians and by club staff — so we hold ourselves to a simple standard: collect only what a program needs, use it only to run that program, and delete it when a family asks.

Who is responsible for your information

When your family registers with a sports club that uses PlaygridOS, that club is the organization your relationship is with, and it decides what its registration forms ask. PlaygridOS processes the information on the club's behalf, enforces the protections described here, and acts as a backstop if a club doesn't respond to a privacy request.

What we collect

• Athlete information — name, date of birth, gender, and the details a club's registration form asks for; performance data like test results, evaluations, and game stats where a club uses those features; photos and videos shared with a team.
• Parent / guardian information — name, email, and phone number for your account, receipts, and club communication.
• Payment records — registrations, payments, installments, and refunds. Card details are handled by Stripe, our payment processor; PlaygridOS never sees or stores full card numbers.
• Operational records — security and audit logs that help us keep accounts safe and resolve disputes.

How we use it

To deliver the programs your family registered for, run the club and team features guardians opted into, send receipts and club communications, keep the platform secure, and meet legal record-keeping obligations. We do not sell personal information, we do not use it for third-party advertising, and we do not use it to train AI models.

Who we share it with

Your club and its authorized staff see the information relevant to their programs. Beyond that, we share information only with the service providers that run the platform — payment processing (Stripe), email delivery (Resend), our hosting and database infrastructure, and the AI provider described below — each bound to use it only to provide their service.

The coaching assistant and AI

Coaches on paid team plans can ask an AI assistant questions about their own squad's coach evaluations and fitness test results. Before any question is sent, we remove the identifying information: the AI provider receives ratings labelled “Player A”, “Player B” and so on, with a birth year but no name, no date of birth, no jersey number, no photo, no contact details, and none of a coach's written notes. Names are put back in your browser, after the answer comes back. The assistant is used only to put those numbers into plain language — it makes no decisions about a child, and no decision about any child is made solely by automated means.

We use Anthropic as our AI provider. Under their commercial terms, the information we send is not used to train their models. PlaygridOS stores nothing from these conversations — no question and no answer is written to our database or our logs — and Anthropic deletes what it receives from its own systems within 30 days.

How long we keep it

• Financial records: 7 years, as Canadian tax law requires — kept even after an erasure request, but with the child's identity stripped.
• Athlete identity and performance data: until erasure is requested or the club relationship ends plus a reasonable inactivity window.
• Availability history:when an athlete was recorded as limited or unavailable, when they were cleared to return, and the coaching staff's own note on each completed spell. This is kept for as long as the athlete is with the club — a coach needs to know whether an injury is a recurrence — and it is deleted in full on an erasure request. It is a record of coaching decisions, not a medical record: it is never shared with the AI assistant, never exported, and never stored on a phone.
• Operational logs: 2 years, then eligible for deletion.

Information stored on a coach's phone

Coaches record matches from the touchline, often where there is no mobile signal. So that the app keeps working, PlaygridOS stores a small amount of information in the browser on the device a coach is using:

• The match being recorded — the fixture, and the squad available for it as name and shirt number only. No dates of birth, no contact details, and no availability or injury notes are stored on the device.
• Events the coach has loggedthat have not yet reached our servers — goals, substitutions, cards and shots, recorded against an athlete's internal identifier rather than their name. These send themselves as soon as the phone has a connection.

This information stays on that device only. It is not shared with us beyond the match data the coach is already recording, and it is never sent anywhere else. It is removed when the coach signs out, when the match is marked final, and automatically after seven days in any case.

Because this copy lives on a personal device rather than on our servers, an erasure request cannot reach it directly. It is cleared by the seven-day limit or by the coach signing out, whichever comes first. Clubs should treat a coach's phone as they would a paper team sheet: it holds squad names for as long as the game does.

Players with their own account

Some university and college teams on PlaygridOS Pro invite their players to the app. A player's account holds their name and email address, the practices and games they told their coaches they can't attend, and the effort ratings (0 to 10) they give after practice. Their team's coaching staff see those answers. The player sees their own team schedule and their own answers — never another player's information, availability or staff notes.

A “can't attend” answer carries no reason, by design, and an effort rating is how hard a session felt, not a health record. Answers are kept with the athlete's record at the club and are deleted in full on an erasure request. If a team stops using player access, or removes a player from it, the account stays but the team's pages close, and the answers already given stay with the club. Nothing from these pages is stored on the player's phone.

Your right to erasure

A guardian (or an athlete with their own login) can request removal of a child's data from My Athletes → "Request removal". The request goes to your club to execute, and the platform enforces what gets erased: the child's identity everywhere it appears, all performance and biometric data, and content their own account created. Financial amounts are kept (with no identity attached) for the 7-year requirement.

Being honest about the edges: photos of a child uploaded by teammates can't be identified automatically — clubs handle takedown of specific photos on request; database backups age out on their rotation schedule after live data is erased; and email already delivered to inboxes can't be recalled.

If your club hasn't actioned a request within 30 days, contact privacy@playgridos.comand we'll execute it directly.

Sign-in with Google

If you sign in with Google, we receive your name and email address from your Google account to create and secure your PlaygridOS account. We don't receive your password or access anything else in your Google account.

Questions

Email privacy@playgridos.com for privacy matters, or hello@playgridos.com for anything else. See also our terms of service.