Privacy Policy

Waresport provides club management software for youth sports organizations, including registration, scheduling, communication, payments, and related tools. In this policy, "Waresport", "we", "us" and "our" refer to Waresport. "Platform" means our websites, web app and mobile app.

When a club uses Waresport, that club is the controller of information about its members, and Waresport acts as a processor on the club's behalf. For visitors to our marketing website and for account holders who sign up directly with us, Waresport is the controller.

We collect the following categories of information:

• Account informationname, email, phone, password hash, club name and role.
• Profile informationdate of birth, guardian contacts, emergency contacts, team, division and photo.
• Registration responsesinformation the club asks for during registration, tryouts or waivers.
• Payment informationtransaction amounts, status, invoice history and last four card digits.
• Communicationsmessages sent through the platform, delivery status and support requests.
• Usage and device infoIP address, browser type, device identifiers, pages viewed and referring URLs.
• Content you uploadfiles, documents, images and video clips uploaded by users.

Full card numbers and bank details are collected and stored by Stripe, not by Waresport.

Where the EU or UK GDPR applies, we rely on the following legal bases: performance of a contract with you or your club, our legitimate interests in operating and improving the platform, consent where required (for example marketing emails or optional cookies), and compliance with legal obligations.

Clubs in the EEA or UK that use Waresport as a processor can review our Data Processing Agreement and current sub-processor list.

We do not sell personal information. To opt out of sharing for advertising cookies, visit Do Not Sell or Share My Personal Information.

Waresport uses Stripe to process card payments, ACH transfers and payouts. When you pay through the platform, your card and bank details are submitted directly to Stripe and are not stored on Waresport servers. Stripe's handling of your payment information is governed by Stripe's own privacy policy and terms. Waresport receives and stores only limited information such as transaction identifiers, amount, status and the last four digits of the payment method for reconciliation and support.

Waresport is designed to be used by clubs that serve athletes of all ages, including children under 13. Accounts on the platform are held by adults (club admins, coaches, staff, parents or guardians). Information about a child is provided by a parent, guardian or a club that has obtained appropriate authorization from a parent or guardian.

We have controls in place so that direct one-to-one messaging from a coach or staff member to a minor is not permitted through the platform. Messages intended for a minor are routed to include a parent or guardian, consistent with the U.S. Center for SafeSport Minor Athlete Abuse Prevention Policies.

For detailed information about how we collect, use and protect children's personal information, including your rights as a parent or guardian, please see our Children's Privacy Notice.

If you believe we have collected information from a child in a way that is not consistent with our Children's Privacy Notice, our Privacy Policy or COPPA, please contact us at privacy@waresport.com and we will take appropriate steps.

We retain information for as long as an account is active, as needed to provide the platform, and as required to comply with our legal obligations, resolve disputes and enforce our agreements. When a club or account is closed, we will delete or anonymize information within a reasonable period, except where longer retention is required by law (for example for tax or financial records).

For specific retention periods by data category and our practices regarding children's personal information, see our Data Retention Policy.

We take security seriously and use administrative, technical and physical safeguards designed to protect information on the platform. These include encryption in transit (TLS), encryption at rest for our production databases, role based access controls, password hashing, audit logging and least privilege access for our team. No method of transmission or storage is completely secure, and we cannot guarantee absolute security. See our Safety and Security page for more detail.

In the event of a security incident that results in the unauthorized access, acquisition, use, disclosure, destruction or modification of personal information, Waresport will take the following steps:

• Investigation and containment: We will promptly investigate the incident, take steps to contain it and assess the nature and scope of the affected information.
• Notification to clubs: Where Waresport acts as a processor on behalf of a club, we will notify the affected club without undue delay and in any event within 72 hours of becoming aware of the breach, so the club can fulfill its own notification obligations as the controller.
• Notification to supervisory authorities: Where Waresport acts as a controller and the breach is likely to result in a risk to the rights and freedoms of individuals, we will notify the relevant supervisory authority within 72 hours of becoming aware of the breach, as required by GDPR Article 33.
• Notification to affected individuals: Where the breach is likely to result in a high risk to the rights and freedoms of individuals, we will notify the affected individuals without undue delay, as required by GDPR Article 34 and applicable US state breach notification laws.
• Notification to US state authorities: Where required by applicable state law, we will notify the relevant state attorney general or other authority within the timeframes specified by that state's breach notification law.

Breach notifications will include, to the extent known: the nature of the breach, the categories and approximate number of individuals affected, the likely consequences of the breach, the measures taken or proposed to address the breach, and a contact point for further information.

We maintain internal records of all security incidents, including those that do not meet the threshold for external notification.

Rights for all users

Depending on where you live, you may have the following rights regarding your personal information: the right to access the personal information we hold about you, the right to correct inaccurate personal information, the right to request deletion of your personal information, the right to data portability (receiving your data in a structured, machine-readable format), and the right to restrict or object to certain processing of your personal information.

You can exercise many of these rights directly in your account settings. For additional requests, contact us at privacy@waresport.com. When your information is held by a club that uses Waresport, please contact that club first, as they are the controller of that information.

For requests made under GDPR, we will respond within 30 days. For requests made under US state privacy laws, we will respond within 45 days (with a possible 45-day extension if reasonably necessary).

Additional rights for California residents

If you are a California resident, the California Consumer Privacy Act (CCPA), as amended by the California Privacy Rights Act (CPRA), provides you with the following additional rights:

• Right to know: You have the right to request that we disclose the categories of personal information we have collected about you, the categories of sources from which we collected it, the business or commercial purposes for collecting or selling it, the categories of third parties with whom we share it, and the specific pieces of personal information we have collected about you.
• Right to delete: You have the right to request that we delete personal information we have collected from you, subject to certain exceptions (for example, where retention is required to complete a transaction, comply with a legal obligation or maintain security).
• Right to correct: You have the right to request that we correct inaccurate personal information that we maintain about you.
• Right to opt out of sale or sharing: You have the right to opt out of the sale or sharing of your personal information for cross-context behavioral advertising. Waresport does not sell personal information. If our use of advertising tracking technologies constitutes "sharing" under the CCPA, you can opt out using the Do Not Sell or Share My Personal Information link on our website, or by enabling the Global Privacy Control signal in your browser.
• Right to limit use of sensitive personal information: You have the right to limit our use of sensitive personal information to purposes necessary to provide the services you have requested.
• Right to non-discrimination: We will not discriminate against you for exercising any of your privacy rights. We will not deny you services, charge you a different price, provide a different level of service or suggest that you will receive a different level of service for exercising your rights.

To exercise any of these rights, contact us at privacy@waresport.com or through our contact page. We will verify your identity before processing your request. You may also designate an authorized agent to submit a request on your behalf.

We will respond to verified requests within 45 days of receipt. If we need additional time, we will notify you of the extension and the reason.

Additional rights for residents of other US states

Residents of Virginia, Colorado, Connecticut, Texas, Oregon, Montana, Indiana, Kentucky, Rhode Island and other states with comprehensive privacy laws may have similar rights to access, correct, delete and port their personal information, and to opt out of targeted advertising, the sale of personal information and profiling. To exercise these rights, contact us at privacy@waresport.com.

For rights requests under state privacy laws that provide an appeal process, you may appeal our decision by contacting us at privacy@waresport.com with the subject line "Privacy Rights Appeal."

Global Privacy Control

We recognize and honor the Global Privacy Control (GPC) opt-out preference signal. When we detect a GPC signal from your browser, we treat it as a valid opt-out request for the sale or sharing of your personal information.

Waresport is operated from the United States and information may be processed in the United States or other countries where our service providers operate. Where required we rely on lawful transfer mechanisms such as the Standard Contractual Clauses.

We use cookies and similar tracking technologies on our website and platform. Essential cookies keep you signed in and remember your preferences. Non-essential cookies, such as analytics and marketing cookies, are only placed after you provide consent through our cookie banner. You can manage your cookie preferences at any time by clicking Cookie Settings in our website footer. For detailed information about the cookies we use and your choices, see our Cookie Policy.

We may update this Privacy Policy from time to time. When we do, we will change the "Last updated" date at the top of this page and, when appropriate, notify you through the platform or by email.

For privacy questions or to exercise your rights, contact us at privacy@waresport.com or through our contact page.