1Who this policy covers
Special Teams HQ LLC ("Special Teams HQ," "we," "us") is a Delaware limited liability company registered to do business in Kentucky. We provide software for recording and analyzing practice and performance data for kickers, punters, and long snappers.
This policy applies to the Special Teams HQ website at specialteamshq.com, the Special Teams HQ web application, and the Special Teams HQ iOS application.
2How accounts work
Every account belongs to a school or program. Read section 5 for how we handle the athlete data in it.
School accounts
A college or high school program signs an agreement with us and controls the account. Coaches and staff are the users. Athletes on a school account are not users: they do not create accounts, do not log in, and do not use the software. Their coaches enter information about them as part of the program's own recordkeeping. The school controls that data, not the athlete and not us. See section 5.
Individual accounts
We do not currently offer accounts to individual athletes. Every account belongs to a school or program, and athletes do not hold accounts of their own. If we offer individual accounts in the future, we will update this policy before doing so.
We create every account manually. There is no self-registration in the app or on the website, and no in-app purchase.
3Information we collect
Account information
When we set up an account we record the account holder's name, the school or program, and a username and password. We also issue shorter access codes: codes that let additional coaches and staff sign in, and read-only codes a coach can give to athletes to view their program's data.
Passwords are stored hashed and are not visible to us in plain text. Access codes are stored in a form we can read back, because a coach needs to see them in the app in order to hand them out. They are lower-privilege than a password and a coach can change them at any time.
Practice and performance data
Data entered into the software may include:
- Athlete name, jersey number, and position
- Per-repetition performance data such as distance, hang time, snap time, and result
- Field position and coordinates for individual attempts
- Grades, ratings, and free-text notes
- Practice dates and session details
We do not require, and users should not enter, Social Security numbers, dates of birth, home addresses, medical or injury records, academic grades, or other sensitive personal information. The fields we provide are not designed for that information.
Inquiry form
If you contact us through the form on our website, we collect the name, school, email address, and phone number you provide, along with your message. We use this only to respond to you and to follow up about the product.
Billing
We invoice schools directly. We do not collect, process, or store payment card details, and there is no in-app purchase.
On your device
When you sign in to the iOS application, it stores your sign-in details in the device Keychain, protected by Face ID, Touch ID, or your device passcode, and keeps a session on the device so you are not asked to sign in again on every launch. Both stay on your device. Signing out removes the stored sign-in.
Technical information
Our hosting and content delivery providers automatically receive standard technical information when you load a page, including IP address, browser type, device type, and the time of the request. This is a normal part of delivering a website. We do not use it to build profiles of individual visitors.
We do not use advertising cookies, analytics trackers, pixels, or third-party marketing tools.
4How we use information
- To provide the software, store the data entered, and display the reports and analytics requested
- To create and maintain accounts, and to authenticate users
- To invoice schools and manage subscriptions
- To provide support, respond to questions, and troubleshoot problems
- To operate, secure, maintain, and improve the software
- To respond to inquiries submitted through our website
- To comply with law and to enforce our agreements
We may produce aggregated or de-identified statistics from data in the system to improve the software and to describe general performance benchmarks. Any such statistics are prepared so that they do not identify a school, a team, or an individual athlete, and cannot reasonably be used to re-identify them.
5School accounts and athlete data
On a school account, athlete data belongs to the school. We hold and process it on the school's behalf and under the school's direction, as set out in our written agreement with that school.
For schools subject to the Family Educational Rights and Privacy Act (FERPA), we act as a "school official" with a legitimate educational interest in the records the school makes available to us. In that role we:
- Use athlete data only to provide the services the school has asked for
- Remain under the school's direct control with respect to that data
- Do not redisclose athlete data to anyone else except as the school directs or as law requires
- Return or delete athlete data at the school's request
A school may ask us at any time to export or permanently delete its data, and we honor those requests. Requests from an athlete, parent, or guardian about a school account should go to the school, which controls the record.
6Athletes under 18
Athletes under 18 appear in the software in two ways, and we treat them differently.
On a school account
High school programs use the software, so some athlete data concerns people under 18. That data is entered by school staff, not by the students. It is handled under the school terms in section 5 and under our agreement with the school.
Children under 13
We do not open accounts for anyone under 13, and Special Teams HQ is not intended for use by children under 13. Because we create every account manually, we confirm this before an account is opened. Where a school or program enters data about athletes under 13, that data is entered by adult staff under the school's authority and is handled under the school terms in section 5. We do not knowingly collect information directly from a child under 13. If we learn that we have, we will delete it promptly. A parent or guardian who believes we hold information about a child under 13 should contact us at the address in section 14.
Protections that apply to all minors
- We do not sell information about minors
- We do not use it for advertising, targeted advertising, or profiling
- We do not redisclose it except as described in this policy
- We delete it on request from the school, the athlete, or a parent or guardian
8Service providers
We use a small number of outside providers to run the software. They handle information only to provide services to us.
| Provider | What it does |
|---|---|
| Supabase | Hosts the database where account and performance data is stored |
| Vercel | Hosts and serves the website and web application |
| EmailJS | Delivers messages submitted through the website inquiry form |
| Cloudflare, jsDelivr, Google Fonts | Deliver scripts and fonts used by the site; these providers receive the IP address of visitors who load those files |
| Apple | Distributes the iOS application through the App Store |
We may also disclose information if required by law, legal process, or a valid governmental request, or where we believe in good faith that disclosure is necessary to protect the rights, property, or safety of Special Teams HQ, our customers, or the public.
If Special Teams HQ is ever involved in a merger, acquisition, or sale of assets, information may transfer as part of that transaction. Customers will be notified, and school agreements continue to govern athlete data.
9What we do not do
- We do not sell personal information to anyone
- We do not share personal information for advertising or marketing by others
- We do not serve advertising in the software
- We do not use analytics trackers or advertising pixels
- We do not track users across other websites or applications
- We do not profile users or make automated decisions about them
10How long we keep information
| Information | Retention |
|---|---|
| School account data | Kept while the account is active, and afterward until the school asks us to delete it |
| Account information | Kept for the life of the account |
| Shared reports | The link stops working seven days after the report is created. The stored report is retained until deleted on request |
| Inquiry form submissions | Kept only as long as needed to respond and follow up |
| Invoicing and tax records | Kept as long as tax and accounting rules require |
When we are asked to delete data, we delete it from our active systems. Copies may remain briefly in routine backups before those backups cycle out.
11Security
We take reasonable measures to protect information in our care. Connections are encrypted in transit. Passwords are stored hashed and are not visible to us in plain text. Access to account records, and to the credential fields that protect them, is restricted at the database level, and each school's players, tabs, and settings are readable only by that school.
Some performance data is stored in a form that prioritizes real-time updates across a coaching staff over strict separation between schools, and we are continuing to tighten this. The shorter access codes described in section 3 are stored in a form we can read back so they can be displayed to the coach who manages them; they are lower-privilege than a password and can be changed at any time.
No system is completely secure, and we cannot guarantee that information will never be accessed without authorization. Account holders are responsible for keeping their credentials confidential and for telling us promptly if they believe an account has been compromised.
12Access, correction, and deletion
Coaches and school staff can ask us to review, correct, or delete their own account information.
Athletes, parents, and guardians asking about a school account should contact the school. The school holds the relationship with the athlete and controls the record. Under FERPA, a parent or eligible student exercises rights of access and correction through the school, not through us. When a school asks us to correct or delete athlete data, we act on that request.
Depending on where you live, you may have additional rights regarding personal information about you, such as the right to know what we hold, to request deletion, or to request a copy. To exercise any of these, contact us using the details below. We do not charge for these requests and we do not treat anyone differently for making one.
13Changes to this policy
We may update this policy as the software changes or as the law requires. When we do, we will change the "Last updated" date at the top of this page. If a change materially affects how we handle athlete data, we will notify affected customers.
14Contact
Questions about this policy, or requests about information we hold, can go to:
Special Teams HQ LLC
drew@specialteamshq.com