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.

We do not sell 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 minors. Accounts on the platform are held by adults (club admins, coaches, staff, parents or guardians). Information about a minor 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. Clubs remain responsible for configuring their own safeguarding rules and for supervising communications inside and outside the platform.

If you believe we have collected information from a child in a way that is not consistent with this policy or with applicable law, please contact us 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).

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.

Depending on where you live, you may have rights to access, correct, delete, port or restrict the processing of your personal information, and to object to certain uses. You can exercise many of these rights directly in your account settings. For anything else, please contact us using the details below. When information about you is held by a club that uses Waresport, please contact that club first, as they are the controller of that 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 technologies to keep you signed in, remember preferences, measure usage and improve the platform. You can control cookies through your browser settings. Some parts of the platform may not work correctly if cookies are disabled.

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.