Privacy Policy

This Privacy Policy explains how AthEngine LLC, a Florida limited liability company ("athengine," "we," "us" or "our") collects, uses, shares and protects information in athengine.

athengine is a platform baseball clubs use to run registrations, tryouts, payments, rosters, schedules, player metrics and evaluations, recruiting profiles and a public club website. This policy covers athengine.com, every club site at yourclub.athengine.com and the athengine app. Our Terms of Service govern use of the service.

1. Clubs and athengine

Each club on athengine is its own account. The club decides what it collects, from whom and why. We process that information on the club's behalf so the club can run its program.

If you signed up through a club, that club is your first contact for questions about your information. You can also contact us, and we may pass your request to the club.

2. Whose information we hold

• Club staff: directors, coaches and other staff a club adds.
• Parents and guardians: the adults who register players and manage family accounts.
• Players: many are minors, and some are under 13. Section 5 explains how we handle their information.
• Visitors: people who browse athengine.com or a club site.

3. Information we collect

What we hold depends on what each club turns on and asks for. It can include:

• Account and sign-in details: name, email address and sign-in records. If you sign in with Google, we receive your name, email address and profile picture from Google.
• Contact details: email addresses and phone numbers for a player and up to two parents or guardians, and a shipping address when a family orders gear.
• Player profile: name, date of birth, graduation year, school, hometown, positions, bats and throws, height, weight, jersey number, photo, bio and uniform sizes. If a family or club adds them, academic details such as GPA, test scores and intended major.
• Team and season records: rosters, schedules, games, results, standings and season stats.
• Metrics and evaluations: testing results, coach ratings, written evaluations, staff notes, and family surveys about coaches.
• Videos and photos: files a club or family uploads.
• Recruiting information: recruiting profiles, target schools, answers to the college interview, college contacts and commitments.
• Registrations and waivers: registration answers and signed waivers. For each waiver we record the signer's typed name, email, the time, and the IP address and browser used.
• Payment records: what was paid for, amounts, status, receipts, refunds and payment plan schedules. Card details are entered on Stripe's payment form. We keep Stripe's reference numbers, not card numbers.
• Messages: emails and announcements sent through athengine, and your email preferences.
• Usage and device data: pages visited, actions taken, browser and device type, IP address, errors, and a record of who changed what in a club's account.

4. How we use information

• to run the service each club sets up, including registration, payments, rosters, schedules and club sites;
• to sign people in and show each person only what their role allows;
• to send confirmations, receipts, invitations and club announcements;
• to process payments, refunds and payouts to clubs;
• to power the AI features described in section 7;
• to provide support, keep the service secure, prevent fraud and fix problems;
• to understand how the product is used and improve it; and
• to meet legal, tax and accounting obligations.

We do not sell personal information. We do not use it for advertising, and athengine does not run advertising trackers.

5. Information about minors

Most information about a player is entered by a parent or guardian, or by the club. Players who have their own sign-in can view and update parts of their own profile. We do not claim any certification for children's privacy. Here is what the product actually does.

A player appears on a club's public site or a public recruiting page only when all of these are true:

• a parent or guardian consent, including a media release, is on record and has not been withdrawn;
• the club has approved the player's recruiting profile;
• the family has turned the public profile on;
• the club has the player's date of birth; and
• the player is at least 13 years old.

A player under 13, or with no date of birth on file, is never shown publicly. Public pages show age in whole years and never show a birthday. Academics, testing metrics and season stats each have their own public switch, and season stats stay off unless the family turns them on. These rules are enforced in our database as well as in the app.

A parent or guardian can:

• see their player's information in the family portal;
• correct most profile details themselves, and ask the club to fix anything they cannot edit, such as date of birth;
• give or withdraw consent, and turn the public profile and each public section on or off;
• see evaluations only after club staff choose to share them; and
• ask the club or us to delete their player's information.

6. What is public on a club site

A club site can show the club's name and branding, teams, schedules, results, standings, news, tournaments and coaching staff names. Players appear only under the rules in section 5. A recruiting share link shows one player's profile to anyone who has the link, under the same rules.

7. AI features

Some features send text a club or family entered to an AI provider, Anthropic, to draft new text. For example:

• evaluation notes, to draft an evaluation report or a scouting summary for staff;
• profile details and results, to draft recruiting profile text or a commitment announcement;
• a family's college interview answers, to draft a player introduction; and
• a tournament schedule page, to pull out game times for staff to confirm.

That text can include a player's name. AI output is a draft: staff review evaluation drafts before a family sees them, approve a commitment announcement before it is published, and confirm imported games before they reach the schedule. Scouting summaries and player introductions carry a line saying they were written by AI.

8. Service providers

We use these companies to run athengine. Each gets only what it needs for its job.

• Clerk: sign-in and account security.
• Google: optional sign-in with a Google account.
• Stripe: card payments, payment plans, refunds, and payouts to each club's own Stripe account.
• Supabase: our database and stored videos.
• Vercel: hosting, plus basic page view counts.
• Anthropic: the AI features in section 7.
• Resend: sending email.
• PostHog: product analytics, error reports and session recordings that show how people use the app.
• Upstash: rate limiting to block abuse, which uses IP addresses.

9. How we share information

• With your club: club staff see information based on their role. Coaches see less than directors.
• With the public: only what section 6 describes.
• With service providers: the companies in section 8.
• For legal and safety reasons: when the law requires it, or to protect people, rights or the service.
• In a business transfer: as part of a merger, sale or similar event, under protections at least as strong as this policy.

10. Cookies and similar tools

We use cookies and browser storage to keep you signed in, remember settings and measure how the product is used. We do not use advertising cookies.

11. Keeping and deleting information

We keep information while a club uses athengine and as long as needed to run the service. A club can remove information it no longer needs. You can ask us to delete your information or your player's information. We may keep payment, refund and signed waiver records when the law or accounting rules require it. Backups are deleted on a routine schedule.

12. Security

We use encrypted connections, role-based permissions, database rules that keep each club's data separate from every other club, and a log of changes. No system is perfectly secure, so we cannot promise absolute security.

13. Your choices and rights

You can ask to see, correct, export or delete your personal information. We may need to confirm your identity or your authority first. Depending on where you live, you may have more rights under state law. We will not treat you differently for using them.

14. Where information is processed

We are based in the United States, and our service providers process information in the United States.

15. Changes to this policy

We may update this policy. If a change is significant, we will update the effective date and let clubs know. Using athengine after an update means the new policy applies.

16. Contact

Send questions or privacy requests to support@londonberry.com. AthEngine LLC is based in Jacksonville, Florida, United States.