Privacy Policy

Effective September 12, 2026

Cheat Code Coaching is a tool for youth sports coaches, parents, and league organizations. This policy explains what information the app collects, why, and what you can do about it. It applies to the Cheat Code Coaching website, the Coaches Portal, the Parent Portal, and the iOS app.

Who the app is for

Accounts are for adults: coaches, parents and guardians, and league administrators. We do not knowingly create accounts for anyone under 13. Information about children (a player's name, grade or age group, photo, and development notes) is entered by the child's coach or parent, and is only visible to the coaches on that team, that child's own linked parents or guardians, and the organization's administrators.

What we collect

Account details. Your name, email address, and phone number, used to sign you in and to show your name to your team. Sign-in is handled by Clerk, our authentication provider.
Team information. Team and organization names, logos, colors, schedules, plays, practice plans, and rosters. Rosters can include a player's name, grade or age group, photo, and parent contact details, entered by the coach.
Player development. Progress notes, ratings, priorities, and game reports written by a coach about a player, shared only with that player's parents.
Messages and photos. Team chat, topics, direct messages between a parent and coach, reactions, and any photos shared in chat. Photos are stored with Cloudflare Images.
Notification tokens. If you turn on notifications, a device token (for the iOS app) or a browser push subscription, used only to deliver the notifications you have chosen.
Calendar subscriptions. If you subscribe to a team calendar, a private key tied to your account so your calendar app can fetch the schedule.
Technical logs. Standard server logs (IP address, browser or device type, request times) kept by our hosting provider, Cloudflare, for security and troubleshooting.

How we use it

To run the app: showing the right team to the right people, delivering chat and notifications, keeping schedules in sync, and letting coaches share progress with parents. We do not sell personal information, we do not show ads, and we do not use your information for advertising.

Who can see what

Coaches on a team see that team's roster, parents, chat, plays, and player development.
A parent sees their own child's information, the team chat, the schedule, and their private messages with the coach. A parent cannot see another child's development record.
Organization administrators can see the teams, coaches, and parent directory across their organization.
A shared practice plan link shows only that plan, read-only, to whoever has the link.

Service providers

We use Cloudflare (hosting, database, and image storage), Clerk (sign-in), and Apple's push notification service (notifications on iOS). Each processes data only to provide its service to us.

Notifications

Notifications are optional. You can turn categories on or off from the account menu in the app, and turn them off entirely in your phone's settings. Coaches choose which team events notify parents. Urgent announcements from a coach or league are always delivered.

Deleting your account

You can delete your account at any time from the account menu (Delete my account). This removes your profile links to every team, your notification tokens and preferences, your calendar keys, and your sign-in account. Team content entered by a coach, such as a roster or a practice plan, belongs to the team and stays with it until the coach or organization removes it. If you need something removed from a team's records, contact the coach or email us and we will help.

Community guidelines

Team chat and direct messages are for adults coordinating a youth team. Abusive, harassing, or objectionable content is not allowed. Every message has a Report option, and any person can be blocked from your account menu. Coaches are notified of reports immediately and can remove messages. Repeat offenders lose access. The full Terms & Community Guidelines apply to every account.

Security

All traffic is encrypted with HTTPS. Access to team data is checked on every request against your role on that team. Photos and files are stored with providers that encrypt data at rest.

Changes

If this policy changes in a way that matters, we will update the date above and note it in the app.

Contact

Questions or requests: admin@cheatcodecoaching.app