Privacy policy

GameDay Huddle

Effective date: October 25, 2026 · Provider: GameDay Huddle LLC

GameDay Huddle is software that youth sports clubs use to run registration, to communicate with families and to raise money. This policy explains what the platform holds about you and your children, why it is held, how long it is held, and what you can do about it.

1. Who controls what

Two organizations are involved in your child’s record, and the difference matters.

The club your child registered with decides what it asks families for, who on its staff may see it, how long its programs run, and what it does with its program records. The club is the controller of your child’s record.
GameDay Huddle LLC operates the platform. For the club’s records, we store and process information on the club’s instruction: we are the processor. We do not decide what the club collects, and we do not use your family’s information for our own purposes.
GameDay Huddle is the controller of a small amount of platform information: your sign-in account, account-security records, support records about your account, and the platform’s audit and security record of what happened in the system.

A child does not hold a GameDay Huddle account. The account holder is an adult, and children do not sign in.

2. What we hold, and where it comes from

What we hold and where it comes from
What	Where it comes from
Your name, email address and phone number	Your sign-in, and what you type when you register a child
Your child’s name, date of birth and division placement	What you type when you register, and the eligibility and division rules the club configures
Health information — allergies, a few conditions and dietary needs, chosen from a fixed list, and whether your child carries an auto-injector or an inhaler — and emergency contacts	What you choose and type on your child’s page, for a current registration — and emergency contacts also when you register. They belong to a registration, not to your child’s general profile. There is no box for free-text medical notes, diagnoses or medications
Your child’s weight, if you record it in the weight diary, seen only by you and your child’s coaches	You. A weight you delete is gone, and all of them go when your child’s record is deleted
Names you give for your tickets	You, when you name a ticket. Shown to you and to the club’s staff checking people in; deleted 30 days after the event
Documents and photographs, such as a birth certificate, a report card or a photo of your child	You, or the club’s staff
What you paid, what it was for, refunds, disputes and chargebacks	The registration, the payment record, and Stripe
A card you save with a club — its brand, the last four digits and the expiry date. The card itself is held by Stripe on that club’s account; we never see or store the full number or the security code	You, when you add a card
Messages you send in a team chat, and attachments you add	You
Donations and sponsorships, including a donor’s name shown on a page unless the gift was anonymous	You, the donor, the sponsor, or the club’s campaign page
Device notification settings	Your device, and your settings when you allow notifications
Sensitive-access logs	The platform, automatically: it records who read a child’s health record, a document or a photograph, before the file is served

We do not buy information about you from anybody, and we do not combine club records with information from outside the platform. We do not sell personal information, and we do not share it for cross-context behavioral advertising. There is no advertising, no targeted advertising, no profiling, no analytics SDK and no crash-reporting SDK in this product.

3. Why we hold it

To register a child, place the child in the right division, and tell the club whether the child is eligible to play.
To take a payment, issue a refund, and keep the financial record the club and its auditors need.
To let a club reach a family, and a family reach a coach.
To make a child safer at a game, by making emergency contacts and health information available to the club’s people who need them.
To keep a record of who did what, so a club can answer questions about its own data and the platform can protect accounts and records.
To support account access, account security and support requests.

4. Health and emergency information

Health information and emergency contacts are sensitive. That is why the platform asks only for general facts from a fixed list — the ones a club needs to feed children safely or to act if one is hurt — and never for free-text medical notes, diagnoses or medications.

Health and emergency information is separated from the financial record by design. The financial record cannot hold health information or emergency contacts.

5. Who else sees it

Your club sees what its own staff are permitted to see. The platform checks every read against the role the club gave that person. GameDay Huddle’s staff can open a club’s console to support the club, and every such support session is recorded against the person who opened it.

Beyond that, the complete list is these five:

Who else sees your information, and what reaches them
Who	What they do for us	What reaches them	Where
Stripe	takes payments, on the club’s own connected account	the amount and currency; our own record ids; the club’s name and the word “registration”, or the campaign or package name; the payer’s email address on a donation that was not anonymous and on a sponsorship, so that Stripe can email that payer the receipt — that receipt is Stripe’s, not ours. The payer’s card number and security code go from their device to Stripe and never reach us. When you save a card with a club, Stripe keeps it on that club’s account so the club can charge it later only as the agreements you signed allow (for example, for equipment not returned); we keep the brand, last four and expiry so you can see which card is on file. No child is ever named to Stripe.	United States
Microsoft Entra External ID	holds the sign-in itself — the password, the one-time codes, the sign-in email and the directory identifier	your sign-in email address, your name and a directory identifier we store to recognise you. We never see or store your password. When your account is deleted we disable the sign-in, revoke its sessions and change the address it signs in with to one nobody can receive mail at. We do not delete the directory entry itself, because the access this platform has to that directory deliberately cannot delete or create anybody.	Microsoft, United States
Azure Communication Services	sends the few emails we send	the recipient’s address and the plain-text message, for the refund notice; ticket confirmations, changes, cancellations and the day-before reminder; the notice before an equipment charge, which names the card’s brand and last four digits; sign-in codes; account-security notices; and invitations to a club’s staff or to be a second guardian. Those emails name a club, an event, an item, a place, an amount, a date, a card’s last four digits or a code — never a child, with one exception: an invitation to become a second guardian names the child’s first name, because it goes to an address another family member typed.	Microsoft, United States
The calendar service you choose (Google, Apple, Microsoft or another)	shows a child’s or a team’s schedule in your own calendar, if — and only if — you created a calendar link for it	the events on that schedule: their titles, times, venues and whether one was canceled. A calendar link is a secret web address; the calendar service polls it and stores a copy until you unsubscribe there. We do not send it anything and we do not know who is polling.	wherever that calendar service runs — it is not our choice and not our contract
Microsoft Azure, and Apple’s and Google’s push services	runs the servers, the database and the file storage; hands phone notifications, through Azure Notification Hubs, to Apple or Google, who deliver them; and tells an app that is open, through Azure Web PubSub, that something is new	everything the platform stores, at rest, in Azure. For a phone notification: the phone’s push address, an identifier of ours for your account, and a title and a short line. A chat notification says who wrote and in which chat, never the message; a club announcement carries the club’s own first line, which is text the club wrote. A live update carries identifiers and a position number — never a message, a name or anything anyone wrote.	Microsoft, United States; then Apple or Google

On the public donation and sponsorship pages, the payment form is Stripe’s own and loads from Stripe in your browser, so Stripe sees that you opened that page and runs its own fraud checks on the device you used.

6. How long we keep it

Deletion is never instant and never one sweep. A deleted thing is hidden immediately, waits out a window in which it can be brought back, and is then destroyed piece by piece. Personal details go; financial and legal records stay where they are needed.

How long we keep things
What	How long
Your account, after you delete it	30 days. Signing in again inside the 30 days cancels the deletion.
A child’s record, after the club deletes it	30 days. Then the personal detail is destroyed and an accounting record remains.
A club, after it is deleted	30 days. Then the club’s operational data is destroyed and its money record remains.
A team, after it is deleted	30 days.
A team chat, after the season closes	30 days. Then the messages and their attachments are destroyed.
The record of who did what	Seven years, which is the accounting horizon the financial records already imply.
A donor’s name and email on a gift	Three years. Then the name and the email are erased and the gift remains.
The contact person at a sponsoring business	Three years. Then the person’s details are erased and the business record remains.
Names you give for your tickets	30 days after the event. Then the names are erased and the tickets remain.
A document or photograph you delete	Destroyed at once, with no undo. The stored file is destroyed first, then the record of it.

What survives a purge is the accounting, tax, audit, insurance, dispute, waiver and legal-defense record: what was paid, when, by which account, and for which registration. It carries no health information and no emergency contact.

Two names are part of that record and are kept for as long as it is. A registration line keeps the child’s name as it was typed at the time, so the club’s books can say which child a payment was for. A signed waiver keeps the child’s name, the name the adult typed and the relationship they stated, so the waiver stays legible as a legal record. Those names are kept for those legal-record purposes, and today nothing ends them: they are not erased by deleting your account, by the club deleting the child, or by the passing of any window. Nothing else about a person survives in that record — no address, no phone number, no email, no date of birth, no health information.

If a record is subject to a legal hold, nothing about it is destroyed until the hold is released.

7. Privacy rights

Depending on where you live and which record is involved, you may have rights to access, correct or delete personal information, or to receive a portable copy of it; to opt out of sale, targeted advertising, certain profiling or certain uses of sensitive data; and to appeal a decision on a privacy request.

GameDay Huddle does not sell personal information, does not share it for cross-context behavioral advertising, and does not use it for targeted advertising or profiling. That is why there is no “Do Not Sell or Share” link in the product.

When the information is part of a club’s record, the club is the controller: we pass the decision to the club and help it respond with the tools the platform provides. When it is part of your sign-in account, your account-security record, a support record or the platform’s audit and security record, GameDay Huddle responds as the controller.

To make a privacy request, write to privacy@gamedayhuddle.com. We may need to verify your identity before acting on it. If we deny a request, you may appeal by replying to our decision, or by writing to the same address with the word “appeal” in the subject line.

8. What you can do

What you can do today
What	How
Delete your account	In the app: More → Delete my account, or on the web at `/account`. It is scheduled, not destroyed, and signing in again inside 30 days cancels it.
Correct your own name or phone number	In the app: More → Name and phone, or on the web at `/account`. Every club you belong to sees the change.
Change the email address you sign in with	In the app: More → Sign-in email, or on the web at `/account`. You confirm the new address before the change is made.
Download a copy of your data	On the web at `/account`: Download my data. The download holds the data the app shows you, and a copy a computer can read.
Delete a document or photograph you uploaded	Open the child, open the document, and delete it. This is immediate and has no undo.
Correct your child’s details	Open the child in the app and edit them. A verified date of birth is locked until the club withdraws or rejects the verification.
Correct health information and emergency contacts	Edit them on a current registration in a season that is still open. They belong to a registration, not to your child’s general profile.
Say no to photographs of your child	The No photos of my child switch on the child’s screen.
Take your child’s fundraising page off the public web	The opt-out on the Fundraise screen.
Turn push notifications off	The switch on the More screen. Your notices still come to the app.
Change or switch off a calendar link	More → Calendar links. Rotate the link to make the old address stop working, or Revoke it to switch it off.
Mute a chat, or block somebody in it	In the chat itself. A blocked person is not told. A coach cannot block a family.
Hide a club you no longer use	On the More screen. Nothing is deleted and the club is not told.

9. Children

The account holder is an adult. A child does not sign in and the app is not directed to children. What the platform holds about a child, it holds because an adult with responsibility for that child typed it in, on the instruction of the club that child registered with.

The platform keeps no statistics about a registered child and produces none. That is a decision, not a gap.

10. How it is protected

Your password is held by Microsoft, not by us. We never see it.
Every request is checked against your role at that club, on the server, before anything is read.
Documents and photographs are stored privately, are never given a shareable link, and are streamed through the platform so every read is logged.
Health and emergency information is separated from the financial record by design.
Files uploaded to the platform are not yet scanned for malware. That is on the list and is not done.

11. Changes, and how to reach us

If this policy changes in a way that materially changes how personal information is collected, used, disclosed or retained, we will publish the new version here with a new effective date, and we will give additional notice, or ask for consent, where the law requires it or where the change materially affects a consent given before.

GameDay Huddle LLC, 1050 Pederson Blvd, Atco, NJ 08004. Privacy questions: privacy@gamedayhuddle.com. Anything else: support@gamedayhuddle.com. Questions about what your club asks for, or about a decision your club made, go to the club.