Privacy Policy

Last updated: 2026-09-16

This Privacy Policy describes how TurfTime ("TurfTime," "we," "our," or "us") collects, uses, and shares information when you use our website and club operations service (the "Service").

We've tried to write this in plain language. If anything is unclear, email us at info@turftimefms.com and we'll explain.

1. Who controls the data

This distinction matters for everything below, so we'll state it first.

Your club decides. When a club uses TurfTime, the club determines what information goes into the Service, who may see it, and how long it stays. The club is the controller of that information. TurfTime processes it on the club's behalf and under the club's instructions — we are a service provider, not the owner of your club's records.

We decide about our own site and accounts. For information we collect directly — website visits, contact form submissions, and the accounts of the people who administer TurfTime for a club — we are the controller.

In practice: if you are a parent and want your family's information corrected or removed, your club can do that immediately. We will also help, but we will act through the club rather than change a club's roster without its knowledge.

2. Information we collect

Information you give us

• Account information. Your name, email address, club name, and password — or, if you sign in with Google or Microsoft, the name and email address that provider confirms to us. We never receive your password from those providers.
• Club content. Fields, parks, permits, schedules, games, practices, closures, and the names and contact information of the adults in your club (coaches, admins, team managers).
• Roster content. Where the club uses the Team App: players, the teams they are on, their guardians, and the link between them. Section 3 sets out exactly which fields this covers.
• Team content. Posts a coach writes to a team, team events, roster offer letters and the responses to them, and season survey questions and answers.
• Payment information. Billing is handled by Stripe. We never see your card number — we only receive a confirmation that payment succeeded, the subscription tier, and basic billing metadata.
• Communications. Anything you send us through the contact form, by email, or in a support conversation. This includes messages sent through a team directory relay, which pass through our systems in order to be delivered.

Information we receive from leagues

• League schedules. Published game schedules, venues, and changes to them, collected on behalf of the clubs that subscribe to those league sources.
• League rosters. Where a league publishes roster information and your club subscribes to it, we receive player and guardian records from that source. Those records are subject to the same protections as records your club enters directly.

Information we collect automatically

• Usage data. Pages viewed, features used, error logs, and timestamps. We use this to keep the Service working and to fix problems.
• Device and connection data. Browser type, operating system, IP address, and approximate location (city / region only) — collected by our hosting and logging providers.
• Change records. An audit record of who changed what inside the Service, so a club can trust its own schedule and roster.

Information we do not collect

• No advertising data. We do not track you across the web. We do not sell or rent your information.
• No profiling. We do not build behavioural profiles of players, guardians, or coaches.
• No model training. We do not use your club's data, or your family's data, to train machine-learning models.

3. Players, including children

Youth clubs are, by definition, organizations full of children. When a club uses the TurfTime Team App, the Service holds a limited set of information about the players on its rosters. We are specific about it here rather than leaving it to inference.

What a player record contains

• Given name and family name, and any display-name preference the club sets.
• The team or teams the player is on, and the season.
• A jersey number, where a league roster source supplies one.
• The status of any roster offer made to the player's guardian, and the reason given if the offer was marked tentative.
• Answers submitted on the player's behalf to a season survey the coach created.
• Whether the player appears on the team list other families can see.
• An email address only where a player is old enough to hold their own sign-in and the club or league record provides one.

What a player record never contains

• No date of birth or age. Teams carry age-group labels; players do not carry birthdates.
• No home address.
• No photographs or video.
• No medical, health, injury, or dietary information.
• No academic or school records.
• No payment or financial information about a family.

The Service is not designed to hold any of the above, and clubs should not put it into free-text fields such as survey questions or team posts.

How player information reaches us

We do not solicit information from children. Player records reach TurfTime in one of three ways: a club administrator or coach enters them, a coach imports a roster the club already holds, or a league roster source the club subscribes to supplies them. In every case the club has the relationship with the family, and the club is responsible for having the permission it needs to share that information with us.

Where a player is old enough to sign in to the Team App themselves, they see their own team's schedule and information — the same view a guardian of that player sees.

If you believe a child's information is in the Service and should not be, contact your club first, since the club can remove it immediately. You can also email us at info@turftimefms.com and we will investigate with the club.

4. Parents and guardians

If your child's club uses the Team App, the Service holds a record for you as a guardian.

• Your name and email address, as the club holds them. Your email address is how the Service recognizes you — there is no separate account for you to create.
• A phone number, only if you choose to add one so your club can reach you a faster way.
• Your relationship to each child as the club or league records it ("Mother", "Father", "Guardian") — used for display only.
• Which children you are a guardian for. If you have more than one child at the club, you are one person in our records with several children linked to you, not several duplicate records.
• A record of roster offer letters sent to you, including how many times and when, and your response.
• Your survey responses for each child.
• How you signed in — with Google, with Microsoft, or with the email address the club holds.

What other families can see

The team directory is controlled by the club and the coach, who decide which players appear on it. When one family contacts another through the directory, the Service relays the message — the sender is not shown the recipient's email address. We process the relayed message only in order to deliver it.

What your coach and club can see

A coach can see the roster for their own team, the guardians linked to those players, the status of offers they have sent, and responses to surveys they have created. Club administrators can see the club's records. A guardian sees the children they are a guardian for, and nothing beyond that.

5. How we use information

We use the information we collect to:

• Provide, maintain, and improve the Service.
• Authenticate users and protect against fraud or abuse.
• Send transactional notifications (sign-in links, roster offers, schedule changes, closures, billing receipts).
• Deliver messages a user has asked us to relay, such as a coach's post to a team or a directory message between families.
• Respond to support requests and feedback.
• Comply with legal obligations.

We do not use your information for advertising, profiling, machine-learning training, or any purpose unrelated to running the Service.

6. How we share information

We share your information only in these limited cases:

• Service providers (subprocessors). We rely on a small set of trusted services to run TurfTime. These providers may process your data on our behalf, under contractual obligations to keep it confidential. The current list is published on our Security & privacy page.
• Within your club. Administrators, and coaches for their own teams, can see the data your club puts into TurfTime, as described in sections 3 and 4.
• Between families, when asked. A directory message is delivered to the family you addressed it to. Email addresses are not disclosed by the relay.
• Legal compliance. If we receive a valid legal request (subpoena, court order), we will comply only to the extent required and notify the affected club when permitted by law.
• Business transfers. If TurfTime is acquired or merges with another company, information may transfer as part of that transaction. We will notify affected clubs in advance.

We do not sell, rent, or trade personal information to anyone. We do not share player or guardian information with advertisers, data brokers, or league partners beyond what the club has subscribed to.

7. Cookies and sign-in

We use a small number of cookies and locally stored sign-in tokens to keep you signed in, remember your preferences, and protect against abuse. If you sign in with Google or Microsoft, that provider confirms your identity to us; we receive your name and email address and never your password.

We do not use third-party advertising or marketing cookies, and we do not use behavioural tracking pixels.

8. Data retention

We keep a club's data for as long as the club's account is active. If a club cancels, we retain its data for up to 30 days so it can reactivate without losing its work, after which the data is permanently deleted from our active systems. Encrypted backups may persist for up to 90 additional days before being purged.

Player and guardian records follow the club's roster. When a club removes a player or a family from its roster, that record is removed from the active roster and the family's access to the Team App for that club ends. Clubs may retain historical season records for their own operational and reporting purposes.

A club can request immediate deletion at any time by emailing info@turftimefms.com.

9. Your rights

Depending on where you live, you may have the right to:

• Access the personal information we hold about you or your child.
• Correct or update inaccurate information.
• Delete your information.
• Export your data in a portable format (CSV).
• Opt out of certain processing activities.

Parents and guardians: your club holds your family's roster record and can correct or remove it straight away, so contacting the club is usually the fastest route. You can also email us at info@turftimefms.com. Where the club is the controller of the information, we will work with the club to resolve your request rather than alter its roster unilaterally.

We respond to rights requests within 30 days.

10. International users

TurfTime is operated from the United States and our servers are located in US data centers. If you are accessing the Service from outside the United States, you understand that your information will be transferred to, stored, and processed in the US, where data protection laws may differ from those in your country.

11. Changes to this policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or through the Service at least 30 days before the changes take effect. The "Last updated" date at the top of this page indicates when this policy was last revised.

12. Contact us

Questions about this Privacy Policy? Email us at info@turftimefms.com. We typically respond within one business day.

See also: Security & privacy · Terms