Privacy Policy

1. Who we are and our role

My Volley Way provides software that volleyball clubs and coaches use to manage their teams and communicate with families. Clubs and coaches decide what roster and family information to put into the Service. We process that information to provide the Service to them and to you.

2. Information we collect

Account information: name, email address, password (stored securely by our login provider — we never see it in plain text), and your role (Club Director, Coach, Parent, or Player).

Profile and team information: phone numbers, team and club affiliation, jersey numbers, and — for players — birthdate (used to confirm age and to enforce the under-13 rule described below).

Team activity information: rosters, practice and tournament schedules, match results, attendance, and similar team data entered by clubs and coaches.

Absences and availability: when a family or player marks a player out of a practice, tournament, or date range, and any note they add for the coach (for example, "sick, back Sunday").

Player development: positions, skill ratings, and focus notes a coach records for a player; a goal and progress status the player or their family sets; and, if the player uses it, a private log of their own practice results. The practice log is visible only to the player and their parents — not to coaches.

Emergency information (optional): if a parent or guardian chooses to add it, their child’s allergies, medical conditions, medications, other notes for the coach, and up to two emergency contacts (name, phone number, and relationship). This is health information, so it is shown only to the people listed in section 5.

Tournament-day coordination: lineups a coach creates (which players start in which positions); helper sign-ups (a family member volunteering for a job, shown to their team by first name and last initial); and carpool offers and requests (seats, and a note about where and when, which the person writes). Carpools are shown to the team’s parents and staff with names shortened, and are not shown to player accounts.

Invitations: the email addresses a club or coach invites to join, including people who have not joined yet.

Messages: messages sent between coaches/directors and families through the Service, including replies sent by replying to one of our emails, and whether each message has been opened in the app. The sender sees how many recipients have opened it (for a message to one person, whether they have), not when each person opened it. Messages between a player under 18 and a coach or director (including replies) are automatically copied to the player’s parents or guardians — or, if none is connected, to the club’s directors — so an adult never messages a minor privately.

Safety tools: messages you report and accounts you block. A report is shown to the directors of the club the reported message belongs to, and it identifies you — they see your name, the reason you chose, anything you added, and the message itself, so they can look into it. A copy of the reported message is saved with the report when you file it, so a director can still see what was said if the original is deleted before they review it. Directors are also notified that a report was made; that notice names no one. A block is different: it is private to you, and neither the person you blocked nor your club is told.

Consent records: when a parent or guardian gives consent for their child’s information (see section 3).

Notification and calendar settings: whether you want update emails; if you turn on phone notifications, a subscription address for that device issued by your browser’s push service; and, if you subscribe to your schedule from a calendar app, a private calendar link unique to your account (see section 5).

Club branding and settings: a club logo, colors, and settings a club chooses, including the club’s time zone (read from a director’s device when first set).

Information from tournament platforms: at a club’s direction, we read publicly posted event information — schedules, results, work assignments, and team rosters (player names and jersey numbers, and the names and roles of listed coaches) — from tournament platforms such as Advanced Event Systems (AES) and SportWrench, so clubs do not have to type it in.

Technical information: basic technical data needed to operate and secure the Service, such as log and device information and your network (IP) address; records of the verification-code emails we send and of sign-up attempts, including the network address used, which we keep for 30 days to prevent abuse (see section 7); a record that a staff account used the website auto-fill feature — the account and the time, never the website address or what was read — kept for 30 days so the cost of that feature cannot be run up (see section 7); and error reports when something in the app breaks (see section 5). We do not use the Service to serve third-party advertising or to track you across other apps.

3. Children’s privacy (COPPA)

The Service is used by families, and players may be children. We comply with the U.S. Children’s Online Privacy Protection Act (COPPA).

• A child under 13 may NOT create or control their own account. A parent or legal guardian must create and hold the account on the child’s behalf.
• We collect a child’s information (such as name, birthdate, jersey number, team, attendance, and the development notes a coach records) only to provide team-management features to the child’s club and family. When a parent or guardian creates an account and claims their child in the app, they are providing consent for us to collect and process that child’s information for these purposes. If a club links a child to a parent’s account directly instead, the parent is asked for that consent in the app, and we record when it is given.
• We do not require a child to disclose more information than is reasonably necessary to participate, and we do not sell children’s personal information or use it for advertising.
• Clubs and coaches who enter roster information about minors are responsible for having the right to do so and for using family contact information only for legitimate team communication.
• A parent or guardian may review their child’s information, ask us to delete it, or refuse further collection by contacting us at contact@myvolleyway.com. Note that deleting a child’s information may mean the child can no longer use the Service.

4. How we use information

We use information to: create and manage accounts; operate team, schedule, attendance, development, and messaging features; keep schedules and results current from tournament platforms; send the emails and notifications described in section 6; keep the Service secure and prevent abuse; find and fix errors; respond to your requests; and comply with the law. We do not sell your personal information.

5. How we share information

Within your club and team: information is shared with the appropriate people in your club — for example, a coach can see their team’s roster, and parents see their own linked players. This is how the Service is designed to work.

Emergency information: only a player’s own parents or guardians can add, change, or clear it. It is shown to those parents, to the coaches of the player’s current team, and to the club’s directors, so they have it at practices and events. It is not shown to other families, to player accounts, on team follow links, or in emails, and it is not sent to any service provider other than our database host.

Team follow links: a team’s coach or a club director can turn on a follow link so relatives can see the team’s event schedule without an account. Anyone who has that link can open the page. It shows the team and club name, each current or upcoming event’s name, dates, venue and its address, times, spectator fee and website, and the team’s matches, results and live scores — and, for events that sync from AES, the team’s pool standings and where it plays next (team names only). It never shows players’ names, jersey numbers, lineups, or any family information. The coach or director can turn the link off at any time, which stops it working immediately.

Service providers ("processors"): we use trusted companies to run the Service. They process information only to provide services to us:

• Supabase — database, account login, file/storage hosting, and the server functions that run the Service
• Netlify — website hosting
• Resend — sending our emails, and receiving the replies families send to them
• Sentry — error monitoring. When something in the app breaks, Sentry receives a technical report (such as the error, the page, and the browser). It is configured to avoid personal details: it removes email addresses and the parts of web addresses that could identify you, and it does not record what you tap or your sessions.
• Anthropic — when a director asks the Service to fill in a tournament’s venue and policies from the tournament’s website, the text of that public web page is sent to Anthropic’s AI model to pick out the details. No user or player information is sent.
• Browser push services (such as those run by Google, Apple, and Mozilla) — if you turn on phone notifications, alerts are delivered through your browser’s push service. The alert text is deliberately generic (for example, "Schedule update") and never includes names or message content.
• Stripe — payment processing, IF and WHEN we offer paid features (Stripe handles card details directly; we do not store full card data)

Tournament platforms: we read public event information from platforms such as AES and SportWrench (see section 2). We do not send your personal information to them. Some live standings are loaded by your device directly from AES, so — as with any website your device contacts — AES receives your device’s network address.

Your calendar link: if you subscribe to your schedule from a calendar app, that app fetches it from a private link unique to your account. The schedule it contains has team names, times, and venues; the Service never adds player names, and adds a street address only if you choose. Notes a coach or club writes on a practice or event are included as they wrote them. Anyone who has the link can read that schedule, so keep it private. You can reset it from the app at any time, which turns the old link off.

Legal and safety: we may disclose information if required by law or to protect the rights, safety, or property of users, the public, or us.

Business transfers: if the Service is acquired or merged, information may transfer as part of that transaction, subject to this Policy.

We do not sell or rent your personal information, and we do not share children’s information except as described here.

6. Emails and notifications

Account emails: we send the emails needed to operate your account — invitations, a verification code to confirm your email address when you sign up, password-set and password-reset links, and important account notices. These are not optional.

Team updates: when your club or coach sends an update, it is posted in the app and, unless you have turned update emails off, also emailed to you. We also send some updates automatically on your club’s behalf — for example, when a tournament platform changes your team’s schedule, or, if your club uses it, an email the evening before a tournament day with the next day’s plan. Your club can turn these automatic updates off.

Your choices: you can stop update emails at any time with the "Email me updates" switch in the app or the unsubscribe link in any update email. Turning emails off does not remove updates from the app, and does not stop account emails. Phone notifications are off unless you turn them on for a device, and you can turn them off at any time.

Replying by email: if an update email from your club or coach says you can reply to it, a reply from the address it was sent to is delivered to the sender inside the app, just as if you had replied there. Automatic notices cannot be replied to.

7. Data retention

We keep personal information for as long as your account is active or as needed to provide the Service, and then delete or anonymize it within a reasonable period, unless we must keep it longer to comply with the law or resolve disputes.

When you delete your account, your login, profile, and your links to teams and players are deleted. Messages you sent stay with the people who received them, no longer linked to your account. A copy of a message of yours that someone reported stays with that report, no longer linked to your account, until the person who reported it deletes their own account — or until that club resets for a new season, which deletes its reports along with everything else. A player’s roster record belongs to their club and stays with the club; a parent or guardian can ask us to delete a child’s information as described in section 3. When a club’s only director deletes their account, the club and everything in it are deleted, along with the logins that belonged only to that club.

A club’s director may reset the club for a new season. That deletes the club’s teams, rosters, schedules, results, messages, invitations and reports. Deleting a roster also deletes what is attached to each player: practice attendance and absences, any coaching notes and goals, emergency information, and the athlete’s own practice log. It also deletes the logins of coaches who belong only to that club and have no child there — someone who both coaches and parents at the club keeps their login and stays on as a parent. Parents and players keep their logins but are disconnected from the club, so they can no longer see its information; the club’s next invitation reconnects them with the same login. Anyone who also belongs to another club keeps their connection there. A login left with no club can be deleted by its owner at any time, and for a parent, player or coach we delete it automatically once it has had no club and has not been used for a year — after emailing its owner a warning at least 30 days before. Using the app, or being reconnected by a club, keeps it.

Records we keep only to prevent abuse are deleted automatically: records of verification-code emails and of sign-up attempts (including the network address used) after 30 days; a count of the times a staff account has used the website auto-fill feature, so no one account can run up the cost of it, after 30 days; verification codes 7 days after they expire; and our processing records for emails received by reply after 90 days (not the reply itself, which is delivered as a message and kept like any other message). A club’s request asking someone with an existing login to coach is deleted 90 days after it is answered, or 90 days after it expires unanswered.

Emergency information is deleted when a parent or guardian clears it, when no parent or guardian is linked to the player any more (for example, when the last one deletes their account), and when the player’s record is deleted, such as at a season reset. A copy a coach or director has already opened may stay on their device, for offline use, for up to 14 days (see the last paragraph of this section).

Error reports kept by our error-monitoring provider are deleted on that provider’s standard schedule.

So the app works without a connection (for example in a gym with no signal), your device keeps a copy of the app and of the information you have recently viewed in it, such as schedules, rosters and messages. That copy stays on your device, is kept for up to 14 days, and is deleted when you sign out.

8. Security

We use reasonable safeguards — including encrypted connections, secure password storage handled by our login provider, and access controls so that people only see the data their role allows — to protect personal information. No system is perfectly secure, so we cannot guarantee absolute security.

9. Your choices and rights

You may review and update your account information in the app, and delete your account yourself at any time from Account → "Delete my account" (on a phone, More → Account). You may also ask us to access, correct, or delete your personal information, or to close your account, by contacting contact@myvolleyway.com. You can control update emails and phone notifications as described in section 6. Depending on where you live, you may have additional rights (for example, under California law) to know what personal information we hold and to request its deletion; we will honor these rights as required by law and will not discriminate against you for exercising them.

10. Service providers outside your state

Our providers may process and store information on servers located in the United States or elsewhere. By using the Service, you understand your information may be processed in those locations.

11. Changes to this Policy

We may update this Policy from time to time. We will change the "Last updated" date above and, for significant changes, make reasonable efforts to notify you. Continuing to use the Service after a change means you accept the updated Policy.

12. Contact us

Questions, requests, or privacy concerns? Contact My Volley Way, LLC at contact@myvolleyway.com.