AthleticOS Privacy Policy

1. Introduction

AthleticOS LLC ("AthleticOS," "we," "our," or "us") respects the privacy of the schools, organizations, administrators, coaches, student-athletes, parents, families, and fans who use our technology.

This Privacy Policy explains how we collect, use, disclose, store, and protect personal information through our websites, mobile applications, and associated technology services (collectively, the "Services").

Our Services include AthleticOS school websites and management systems, RecruitOS, StatOS, ScoreOS, StoryOS, PreviewOS, RecapOS, PushOS, GameDayOS, AppOS, AdminOS, and other services we develop or operate.

Communications and messaging services, including CommOS when available, may be subject to additional privacy disclosures.

We design AthleticOS to support athletics operations while respecting the responsibilities that come with handling school and student information.

This Privacy Policy should be read together with our Terms of Service and any applicable agreements with participating schools or organizations.

2. Our Role in Handling Information

AthleticOS processes information in different capacities depending on the service and the circumstances.

When a school or organization provides information for use in its athletics website, recruiting profiles, rosters, schedules, or administrative systems, the organization generally determines what information is submitted, who may access it, and whether it should be made publicly available.

In those circumstances, AthleticOS provides the technology used to process and display that information, subject to applicable contractual and legal obligations.

For information collected directly to manage our own business, provide support, secure accounts, operate applications, or maintain the platform, AthleticOS may independently determine the purposes and methods of processing.

These distinctions do not eliminate AthleticOS's responsibilities under applicable privacy laws.

3. Information We Collect

Depending on the products used, AthleticOS may collect or process the following categories of information.

A. Account and Contact Information

• Names and email addresses.
• School or organization affiliations.
• Administrative roles and permissions.
• Account identifiers and authentication-related information.
• Customer support communications.
• Business contact details.

B. Athletics and School Information

• School and team names.
• Athletic schedules and game results.
• Team rosters and coaching information.
• Player names, jersey numbers, positions, and grade levels.
• Athletic statistics and achievements.
• School-related news, articles, and announcements.
• Authorized school branding and media.

C. Student-Athlete and Recruiting Information

Where authorized and provided through RecruitOS or other Services, information may include:

• Student-athlete names.
• School affiliations and sports.
• Graduation classes and athletic positions.
• Athletic statistics and performance information.
• Recruiting biographies and achievements.
• Photographs, videos, and highlight materials.
• Physical measurements and recruiting-related information when submitted.
• Recruiting contact or profile information authorized for collection or publication.

Not every category is collected for every athlete.

D. Mobile Application and Device Information

Our websites and mobile applications may process:

• Device type and operating system.
• Application version.
• Browser information.
• Device and push-notification identifiers.
• Crash reports and diagnostic information.
• Network and technical connection information.
• App usage and performance information.

Some information may be collected automatically through the application, operating system, or service providers.

E. Uploaded Content and Media

We may process files and content submitted by authorized users, including photographs, graphics, videos, audio, articles, documents, spreadsheets, rosters, schedules, and other athletics materials.

F. Technical and Security Information

We may collect information reasonably necessary to operate and secure the Services, including IP addresses, authentication events, error logs, request information, and records of attempted unauthorized access.

G. Communications and Support

When users contact AthleticOS, request support, or use an available communication feature, we may process the information necessary to respond, provide the requested service, and maintain appropriate records.

4. Sources of Information

AthleticOS receives information from several sources, depending on the Services used.

These may include:

• Schools and athletic departments.
• Authorized administrators and coaches.
• Student-athletes and their authorized representatives.
• Parents or guardians.
• Users submitting information directly.
• Mobile applications and browsers.
• Authorized third-party integrations.
• Service providers supporting our infrastructure.

We may also process publicly available athletics information when lawfully obtained and appropriate for the relevant service.

AthleticOS does not authorize users to obtain or submit information through unlawful access to third-party systems.

5. How We Use Information

AthleticOS uses personal information as reasonably necessary for the following purposes:

• Operating and maintaining the Services.
• Creating and managing authorized accounts.
• Providing athletics websites and mobile applications.
• Publishing content as directed by authorized schools and organizations.
• Managing schedules, rosters, scores, statistics, and recruiting profiles.
• Delivering notifications and communications.
• Processing authorized uploads and imports.
• Providing customer support.
• Diagnosing technical problems.
• Maintaining security and preventing unauthorized activity.
• Improving platform reliability and functionality.
• Fulfilling contractual obligations.
• Complying with applicable legal requirements.

When information is provided by a school for a designated educational or athletics purpose, AthleticOS will process that information according to applicable agreements, instructions, and legal requirements.

6. Student Privacy and Educational Information

AthleticOS recognizes that information involving students and minors requires particular care.

Our Services may process student information submitted by schools, athletic departments, coaches, parents, or authorized contributors.

Depending on the circumstances, certain information may be subject to the Family Educational Rights and Privacy Act (FERPA), the Children's Online Privacy Protection Act (COPPA), or applicable state student-privacy laws.

AthleticOS will fulfill its applicable obligations under those laws.

Where AthleticOS processes protected education records on behalf of a school under an applicable arrangement, we will handle the information consistent with the school's authorized instructions, relevant contractual restrictions, and applicable law.

Schools and organizations should provide information only when they have an appropriate legal basis and authority to do so.

AthleticOS will not treat the mere creation of a student-athlete profile as unrestricted permission to disclose protected educational information.

Additional safeguards, agreements, or verification procedures may be required for particular products or categories of student information.

7. Information Published on Public Athletics Websites

AthleticOS supports websites and recruiting experiences intended for public viewing.

When an authorized school or user publishes information through these Services, that information may become visible to visitors without an AthleticOS account.

Public information may include:

• Team rosters.
• Student-athlete names and photographs.
• Athletic statistics.
• School and team affiliations.
• Recruiting profiles and highlights.
• News articles and game recaps.
• Schedules, scores, and results.
• Coach and staff information.
• Approved sponsor and media content.

Publicly published information may be accessed, indexed, linked, shared, or retained by third parties outside AthleticOS's control.

Schools and authorized users should carefully review information before making it publicly available.

AthleticOS may provide tools for correcting, unpublishing, or removing information, subject to applicable product capabilities and legal requirements.

Removal from AthleticOS does not necessarily remove copies previously indexed or retained by independent third parties.

8. RecruitOS Privacy

RecruitOS helps schools and student-athletes present athletic and recruiting information through authorized profiles and related services.

Recruiting information may be intended for viewing by college coaches, recruiting personnel, or other authorized audiences, depending on product settings and profile visibility.

Some recruiting profiles or associated materials may be publicly accessible.

Users should not submit sensitive personal information that is unnecessary for recruiting purposes.

AthleticOS will process recruiting information according to applicable permissions, contractual terms, visibility settings, and legal requirements.

Requests to correct, restrict, or remove recruiting information may require coordination with the school or organization responsible for the profile.

AthleticOS does not guarantee that information previously viewed, downloaded, or independently retained by another party can be retrieved or deleted from that party's systems.

9. Artificial Intelligence and Automated Processing

Certain AthleticOS products may use artificial intelligence or automated technology for activities such as:

• Drafting or editing athletics stories.
• Generating game previews and recaps.
• Organizing athletic information.
• Extracting data from documents.
• Preparing schedules and rosters for import.
• Summarizing existing athletics information.
• Assisting with graphics and other content workflows.

Information submitted to an AI-assisted feature may be processed by authorized technology providers when necessary to perform the requested operation.

The categories of information involved depend on the feature and user-provided input.

AthleticOS will handle such processing in accordance with applicable contracts, provider terms, this Privacy Policy, and relevant legal requirements.

Users should avoid submitting unnecessary sensitive personal information into AI-assisted features.

AI-generated results may require human review for accuracy and appropriateness.

Any use of personal information for AI model training, provider retention, or secondary purposes must comply with applicable agreements, provider settings, disclosures, and law.

AthleticOS will not treat a school's authorization to process student information for its services as blanket authorization for unrelated commercial AI training.

10. Mobile Applications and Push Notifications

AthleticOS develops and operates school-branded mobile applications and administrative mobile experiences.

These applications may collect or process device and application information needed to support functionality, diagnostics, security, and notification delivery.

Push-notification services may require processing a device-specific notification token.

These tokens help route notifications to the appropriate application or device and may be processed through authorized mobile notification providers.

Users can generally manage notification permissions through their device settings.

Disabling notifications may limit the delivery of certain alerts but does not necessarily prevent the collection of technical information required for other application functions.

Our applications may depend on Apple, Google, Expo, and other service providers for mobile distribution, functionality, and notifications.

These providers may process certain information under their own privacy policies.

11. Communications and Messaging

AthleticOS may provide communications or messaging functionality for authorized users.

Where such functionality is available, information processed may include account identities, organizational roles, conversation participants, message content, delivery-related metadata, and associated communications.

Access to communications is intended to be governed by applicable authentication, organizational permissions, and product-specific restrictions.

Special protections may apply to communications involving minors.

Additional privacy disclosures or product-specific policies may be provided before new communications services become available.

The introduction of future messaging capabilities does not mean that all existing AthleticOS applications currently collect private message content.

12. Cookies, Analytics, and Similar Technologies

AthleticOS websites may use cookies, browser storage, analytics tools, or similar technologies to support authentication, application functionality, preferences, security, performance monitoring, and site analytics.

Some technologies may be operated by authorized service providers.

Users may be able to manage certain cookies through browser settings or other controls made available through the Services.

Disabling essential storage technologies may affect site functionality.

Where required by applicable law, AthleticOS will provide appropriate disclosures, choices, or consent mechanisms for nonessential tracking technologies.

13. Third-Party Service Providers

AthleticOS relies on third-party providers to support portions of its technology infrastructure.

Depending on the service, these may include providers of:

• Cloud hosting and databases.
• Storage and media delivery.
• Authentication and security.
• Application distribution.
• Push notifications.
• Analytics and diagnostics.
• Artificial intelligence processing.
• Email delivery and support communications.
• Video, audio, podcast, and social media integrations.

Examples of providers used within the AthleticOS ecosystem may include Supabase, Vercel, Cloudflare, OpenAI, Expo, Apple, Google, and other authorized services.

Providers may change as our technology evolves.

We seek to limit information provided to service providers to what is reasonably necessary for their authorized functions, subject to applicable agreements and legal obligations.

Third-party services may maintain their own privacy notices and terms.

14. Sharing and Disclosure of Information

AthleticOS may disclose information in the following circumstances:

With authorized schools and users: Information may be accessible to administrators, coaches, organization personnel, or other users according to their permissions and the applicable service.

Through authorized publication: Information designated for public publishing may be displayed on websites, applications, recruiting profiles, or associated media channels.

With service providers: Information may be processed by vendors supporting hosting, storage, security, analytics, notifications, communications, and other platform operations.

For legal and safety reasons: We may disclose information when legally required or when appropriate to respond to lawful requests, investigate abuse, protect users, or secure the Services.

During business transactions: Information may be transferred in connection with a legitimate merger, acquisition, restructuring, or sale, subject to applicable laws and contractual requirements.

AthleticOS does not sell personal information as part of its stated business practices.

Any advertising, analytics, or third-party disclosure activities that qualify as a sale or sharing under applicable privacy law must be separately identified and handled according to that law.

15. Data Security

AthleticOS uses technical and organizational safeguards intended to protect information against unauthorized access, alteration, disclosure, or destruction.

These may include authentication controls, access restrictions, encrypted connections, database-level permissions, logging, and infrastructure security mechanisms.

Access to administrative and school-specific information is intended to be limited according to authorized roles and organizational permissions.

No system can guarantee absolute security.

AthleticOS works to identify and address security vulnerabilities and will provide legally required notifications in the event of applicable data-security incidents.

Users and organizations also have responsibilities to protect credentials, manage authorized access, and report suspected security issues.

16. Data Retention

AthleticOS retains information for periods reasonably necessary to provide the Services, fulfill contractual obligations, maintain security, resolve disputes, and comply with applicable law.

Retention periods may vary depending on the information category, product, customer agreement, and legal requirements.

For example, active customer records may be retained while the associated service is operating, while technical logs, support records, backups, and financial documentation may follow different retention practices.

Upon termination of a customer relationship or receipt of a valid deletion request, AthleticOS will handle relevant information according to applicable agreements, retention requirements, and law.

Information may remain temporarily in backups or other protected systems according to established retention and deletion procedures.

Where law requires more specific retention disclosures or periods, AthleticOS will provide them.

17. Data Access, Correction, and Deletion

Individuals may request access to, correction of, or deletion of personal information, subject to applicable law and the nature of the information.

Some information is controlled by a participating school or organization rather than directly by AthleticOS.

In those circumstances, AthleticOS may coordinate with or direct the request to the responsible organization.

AthleticOS may need to verify the identity and authority of a requester before releasing or modifying private information.

Requests may be denied or limited where permitted or required by applicable law, including when information must be retained for legitimate legal or contractual obligations.

To submit a privacy request, contact:

support@athleticos.com

Please include sufficient information to identify the relevant school, organization, account, or content. Do not include unnecessary sensitive documents in an initial email.

18. Parents, Guardians, and Minors

Parents and legal guardians may contact AthleticOS concerning information associated with a minor.

Depending on applicable law and school arrangements, rights may include requesting information about collection practices, reviewing certain personal information, requesting correction or deletion, or withdrawing consent where such rights apply.

AthleticOS may verify parental or guardian authority before fulfilling requests.

Where information was provided by a school, requests may require coordination with that institution.

AthleticOS does not treat school-provided authorization as permission for unrelated commercial uses of children's personal information.

Any service directed to children, or knowingly collecting personal information from children under 13, must operate under the applicable consent, notice, security, retention, and other requirements of COPPA and relevant law.

19. Privacy Rights Under Applicable Law

Depending on where an individual resides and which laws apply to AthleticOS, additional privacy rights may be available.

These may include rights to:

• Know what categories of personal information are processed.
• Request access to personal information.
• Request correction of inaccurate information.
• Request deletion of qualifying information.
• Obtain a portable copy of certain information.
• Opt out of certain regulated uses or disclosures.
• Appeal a privacy-request decision where applicable.

AthleticOS will honor rights that apply to its operations under relevant law.

Users will not be unlawfully discriminated against for exercising applicable privacy rights.

Information and request procedures may be supplemented where specific jurisdictions require additional disclosures.

20. Third-Party Websites and External Links

AthleticOS websites and applications may contain links to independent websites, streaming services, social networks, ticketing providers, recruiting resources, and other external services.

AthleticOS does not control the privacy practices of independent third parties.

Users should review the applicable third-party privacy policies before submitting information through those services.

Embedded third-party content may also involve information processing by the external provider.

21. International Access and Data Processing

AthleticOS primarily serves organizations and users in the United States.

The Services may be accessed from other locations.

Depending on service configurations and providers, information may be processed or stored in the United States or other jurisdictions.

Where legally required, AthleticOS will apply appropriate safeguards to covered international data transfers.

22. Changes to This Privacy Policy

AthleticOS may update this Privacy Policy to reflect changes in the Services, technology, privacy practices, or legal requirements.

The revised policy will include an updated effective or revision date.

Where required by law, AthleticOS will provide additional notice or obtain necessary consent before implementing material changes.

Previous versions may be retained for compliance and recordkeeping purposes.

23. Contact AthleticOS

For privacy questions, personal information requests, concerns about student-athlete information, or data deletion inquiries, contact:

AthleticOS LLC

Privacy and Support: support@athleticos.com

Website: https://athleticos.com

Support: https://athleticos.com/support

When contacting us about information maintained for a school, please identify the school or organization and describe the request sufficiently for us to investigate.

AthleticOS is committed to handling privacy matters responsibly and improving its practices as the platform evolves.