Privacy Policy

At RespectPlay, we take your privacy seriously. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our platform.

1. Information We Collect

1.1 Account Information

When you create an account, we collect:

• Name and email address
• Association membership information
• Role within your sporting organization (e.g., official, team manager, administrator)
• Contact information and communication preferences

1.2 Usage Information

We collect information about how you use our platform, including:

• Feedback submissions and responses
• Game assignments and attendance records
• Rules library queries and interactions
• Access logs for audit and security purposes
• Device information, IP address, and browser type

1.3 Feedback Content

When you submit feedback, we collect and store:

• Original submission: The raw content you submit (access restricted and logged)
• Sanitized version: An AI-moderated, cleaned version suitable for sharing
• Moderation metadata: Flags, severity scores, and moderation decisions
• Contextual data: Game details, timestamps, and participant information

2. How We Use Your Information

We use the information we collect to:

• Provide our services: Enable feedback submission, moderation, and delivery
• Ensure safety: Moderate content, detect abuse, and maintain a safe environment
• Support officials: Provide constructive feedback and track development over time
• Association management: Help administrators manage programs, review trends, and make data-driven decisions
• Communication: Send notifications, updates, and important platform announcements
• Improve our platform: Analyze usage patterns to enhance features and user experience
• Legal compliance: Maintain audit trails and comply with legal obligations

3. AI Moderation & Content Processing

All user-submitted feedback passes through our AI-powered moderation pipeline:

• Automatic processing: Submissions are analyzed for inappropriate content, abuse, and professionalism
• Content sanitization: Abusive or unprofessional language is automatically cleaned or flagged
• Dual storage: We maintain both raw and sanitized versions for accountability and transparency
• Human oversight: Association administrators can review and override AI decisions when appropriate

Privacy protection: By default, only sanitized versions are shared with officials and other users. Access to original, unmoderated content is restricted to authorized administrators and is logged in our audit trail.

4. Data Sharing & Disclosure

4.1 Within Your Association

Your data is shared within your sporting association according to your role and permissions:

• Officials: Receive sanitized feedback about their performance
• Team managers: Can view feedback they've submitted and responses from administrators
• Administrators: Have access to all feedback within their association, including moderated content (with audit logging)

4.2 Multi-Tenancy & Data Isolation

RespectPlay is a multi-tenant platform. Each sporting association's data is strictly isolated:

• Your association's data is never shared with other associations
• Users can belong to multiple associations with different roles, but data remains separated
• Association administrators can only access data for their own association

4.3 Third-Party Service Providers

We use trusted third-party services to help us operate our platform:

• Cloud hosting and database providers
• AI moderation services
• Email delivery services
• Analytics and monitoring tools

These providers are contractually obligated to protect your data and use it only for the purposes we specify.

4.4 Legal Requirements

We may disclose your information if required by law, court order, or government request, or if necessary to:

• Comply with legal obligations
• Protect the safety of users or the public
• Investigate fraud or security issues
• Defend our legal rights

5. Data Security

We implement industry-standard security measures to protect your data:

• Encryption: Data is encrypted in transit (HTTPS/TLS) and at rest
• Access controls: Role-based permissions limit who can access what data
• Audit logging: All access to sensitive data (like raw feedback) is logged and monitored
• Regular backups: Data is regularly backed up to prevent loss
• Security monitoring: We actively monitor for suspicious activity and security threats

6. Data Retention

We retain your data for as long as necessary to provide our services and comply with legal obligations:

• Account data: Retained while your account is active
• Feedback submissions: Retained according to your association's data retention policy (typically 2-7 years)
• Audit logs: Retained for compliance and security purposes (typically 1-3 years)

When data is no longer needed, it is securely deleted or anonymized.

7. Your Rights & Choices

You have the following rights regarding your personal information:

• Access: Request a copy of the personal data we hold about you
• Correction: Request correction of inaccurate or incomplete information
• Deletion: Request deletion of your personal data (subject to retention requirements)
• Export: Request a portable copy of your data
• Opt-out: Unsubscribe from marketing communications (service notifications may still be sent)

To exercise these rights, please contact your association administrator or reach out to us directly.

8. Cookies & Tracking

We use cookies and similar technologies to:

• Keep you logged in
• Remember your preferences
• Understand how you use our platform
• Improve performance and user experience

You can control cookies through your browser settings, but some features may not work properly if cookies are disabled.

9. Children's Privacy

RespectPlay is not intended for children under 13. We do not knowingly collect personal information from children. If you are a parent or guardian and believe your child has provided us with personal information, please contact us.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we make significant changes, we will notify you via email or through a prominent notice on our platform. Your continued use of RespectPlay after changes are posted constitutes your acceptance of the updated policy.

11. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

Last updated: January 30, 2026