Privacy policy
Last updated: October 5, 2026Who we are
SportGrade ("SportGrade," "we," "us," or "our") provides player report card software to youth sports coaches and associations. This policy explains what personal information we collect, how we use it, and the choices available to you.
If you have questions about this policy, contact us at sportgrade@gmail.com.
Information we collect
We collect different information depending on your relationship to SportGrade.
Account holders (coaches and association administrators)
When you or your association signs up for SportGrade, we collect:
- Name
- Email address
- Login credentials
- Association or team affiliation
- Billing information, processed by our payment provider, Stripe (see Payment data below)
Players
Player information is entered into SportGrade by a coach or association administrator, not collected directly from the player. This includes:
- Name
- Age or age group
- Evaluation scores and coach notes, entered against sport- and position-specific templates
- Optional photo, if the association chooses to include one on report cards
SportGrade does not create accounts for players, and players do not log in to or interact directly with the platform.
Parents and guardians
We collect only the email address supplied by the coach or association, used solely to deliver the player's report card. Parents do not create an account, set a password, or log in to SportGrade.
Payment data
Payments are processed by Stripe. SportGrade does not store full payment card numbers on its own servers. Stripe's handling of payment data is governed by Stripe's own privacy policy.
Contact form messages
If you write to us through the contact form, we collect your name, email address, and the text of your message, and we use them to reply to you. The form is delivered to our inbox by a third-party service, FormSubmit, which is listed under Subprocessors.
How we use information
We use the information above to:
- Operate coach and administrator accounts
- Generate report cards from the evaluation data a coach enters
- Deliver report cards to the parent or guardian email address provided
- Process subscription billing
- Provide customer support
- Maintain and improve the security and reliability of the platform
Who is responsible for player consent
The association or coach entering a player's information into SportGrade is responsible for obtaining any consent required to do so, including parental or guardian consent where a player is a minor. SportGrade does not collect information directly from players and has no direct relationship with them; our relationship is with the coach or association acting as the data entry point.
Subprocessors
We use the following subprocessors to operate SportGrade:
| Subprocessor | Purpose | Location |
|---|---|---|
| Supabase | Database hosting | Canada (ca-central-1) |
| Stripe | Payment processing | United States |
| Anthropic | AI-generated report card narratives | United States |
| Resend | Transactional email delivery | Not yet in active use |
| FormSubmit | Delivers messages sent through the contact form to our inbox. | Not published by the provider. |
We will update this list as our subprocessors change.
Where your data is stored
SportGrade's database is hosted on infrastructure located in Canada (AWS Canada Central region). We consider Canadian data residency a meaningful commitment to associations and coaches, particularly those based in Canada.
Data retention and deletion
If an association or coach cancels their subscription:
- Report cards already sent to parents remain in the parent's inbox; we do not and cannot delete an email already delivered.
- The association retains read-only access to past seasons' data in the SportGrade dashboard for 60 days after cancellation.
- After that 60-day window, the association's data is removed from SportGrade's active systems.
Children's data
SportGrade is used by coaches and sports associations to evaluate youth athletes. We do not collect information directly from children; all player information is entered by an adult coach or association administrator on the association's behalf, as described above.
We are aware that this platform's handling of minors' data may fall within the scope of Canada's PIPEDA and, depending on where an association operates, the United States' COPPA.
This section, and SportGrade's overall approach to children's data, has not yet received formal legal review specific to COPPA and PIPEDA compliance. It should not be treated as a final, legally reviewed statement of our obligations until that review is complete.
Cookies and tracking
SportGrade does not currently use cookies, analytics, or tracking technologies on this site. If that changes, we will update this policy and, where required, obtain your consent before any tracking technology is activated.
Security
We take reasonable technical and organizational measures to protect the information in our care, including restricting database access, encrypting data in transit, and limiting who at SportGrade can access production data. No system is perfectly secure, and we cannot guarantee absolute security.
Your rights
Depending on your location, you may have the right to access, correct, or request deletion of the personal information we hold about you. To make a request, contact us at sportgrade@gmail.com. If you are a parent or guardian and want a report card removed or corrected, please contact the coach or association that sent it to you, or reach out to us directly and we will assist.
Changes to this policy
We may update this policy from time to time. If we make material changes, we will update the date at the top of this page and, where appropriate, notify account holders directly.
Contact us
Questions about this policy can be sent to sportgrade@gmail.com.