Your club's data, handled like it matters.
Community clubs trust you with information about kids, parents, and volunteers. We take that trust seriously — and we built TurfTime to hold less of it, not more.
Here's exactly how your data works in TurfTime, in plain language.
What we store
- •Your fields, parks, and permit details
- •Your teams, age groups, and seasons
- •Your season schedule: games, practices, rainouts, reschedules
- •Names and contact info for the adults in your club: coaches, admins, and team managers
- •Records of who changed what, so you can trust the schedule
What we store when you use the Team App
The Team App puts schedules and team information in front of families, which means it has to know who those families are. If your club uses it, we hold roster information on your behalf:
- •Player names and the teams they're on — plus a jersey number where a league roster provides one
- •Guardian names, email addresses, and optional phone numbers, and which children each guardian is linked to
- •Roster offers — who was offered a place, what was sent, and how the family answered
- •Season survey answers submitted by a guardian for a child
- •Coach posts and team events for the team
That data is your club's, not ours. You decide what goes in, who sees it, and when it goes away.
What we never store
The line we hold is on sensitive information about children. A player record in TurfTime contains a name and a team. It does not contain:
- •No dates of birth or ages. Teams carry age-group labels; children don't carry birthdates.
- •No home addresses.
- •No photos or video of children.
- •No medical, health, or dietary records.
- •No payment information. All billing is handled by Stripe; we never see card numbers.
- •No advertising data. We don't track you across the web. We don't sell anything to anyone. We don't train models on your club.
How families get in — and stay protected
- •No account for a parent to create. Access is tied to the email address your club already holds, so there's no password for a family to manage or leak.
- •Sign-in through Google or Microsoft if a family prefers it — we receive a confirmed name and email, never a password.
- •A guardian sees only their own children. Not the club, not the age group — their own.
- •The directory doesn't hand out addresses. One family can message another and the message is relayed; the sender never sees the recipient's email.
- •You control the team list. Clubs and coaches decide which players appear on it and who can see it.
- •Access ends with the roster. Take a family off the roster and their access to that club goes with it.
Where your data lives
- •Hosted on Microsoft Azure in US data centers
- •Encrypted in transit (TLS 1.2+) and at rest (AES-256)
- •Backed up daily with point-in-time recovery
- •Each club's data is isolated — your schedule and roster are in your own database, not mixed with other clubs' data
Who can see your data
- •You and the admins you invite. Coaches see their own teams. Guardians see their own children.
- •We do not access your club's data unless you specifically ask us to (e.g., for support).
- •When we do, the access is logged.
- •We don't share, sell, or rent your data to anyone — ever.
Your data is yours
You can export everything — schedules, fields, permits, history — to CSV anytime, from your TurfTime account. If you ever leave, your data leaves with you. Nothing held hostage.
Subprocessors we use
To run TurfTime, we rely on a small number of trusted services:
- •Microsoft Azure — hosting and database
- •Stripe — billing and payments
- •Google Workspace — email and transactional notifications (rainouts, schedule changes, roster offers)
- •Google and Microsoft — optional sign-in for coaches and families. They confirm identity to us; they do not receive your club's data.
We update this list whenever it changes.
Reporting a concern
Found something that worries you? Email info@turftimefms.com and we'll respond within one business day. If it's urgent — anything that affects your club's data security — write "URGENT" in the subject line and we'll respond same-day.
Parents and guardians: if you want your family's information corrected or removed, your club can do that immediately — start there. We'll help if you'd rather come to us.
For the legal details, see our Privacy Policy and Terms.