SafePlayers Privacy Policy
Effective January 1, 2026
Who we are and what this policy covers
SafePlayers, LLC ("SafePlayers," "we," "us") is a Delaware limited liability company. We provide a platform that lets parents keep their children's sports eligibility documents in one place, and lets youth sports organizations see whether a player is eligible without collecting those documents themselves.
This policy explains what personal information we collect, how we use and share it, how long we keep it, and the choices you have. It applies to:
- the SafePlayers mobile app for iOS and Android
- the SafePlayers web app
- our website at safeplayers.org
SafePlayers is offered only in the United States. It is used by parents and guardians, organization administrators, club contacts, licensed healthcare providers and their administrators, and SafePlayers administrators. Players do not have accounts.
Information we collect
We collect information you give us, information about players that parents give us, and a limited amount of technical information collected automatically.
Information you give us
| Who | Information |
|---|---|
| All users | First and last name, email address, phone number, password (stored only as a secure hash), and an optional profile photo |
| Parents and guardians | Home address (optional), and the name and email address of anyone you invite to SafePlayers |
| Club contacts | Club and organization affiliation, title, and notes you record when you flag a player for review |
| Organization administrators | Organization affiliation, and organization contact name, email, phone number, address and logo |
| Healthcare providers | National Provider Identifier (NPI), and optionally PTAN and CCN numbers; practice or organization name, email domain, provider type, website and work address; and the verification decisions you make |
| Provider administrators | Organization affiliation and job title |
Information about players
Players are minors and do not have accounts. A parent or legal guardian enters all player information and decides who can see it. For each player we store:
- first name, last name and nickname
- date of birth, gender, height and weight
- sports, club associations and an optional photo
- eligibility status, including each verification decision, the provider who made it, and the date it is valid through
Eligibility documents
Parents can upload eligibility documents for a player, such as a birth certificate, report card, physical exam or proof of address. Documents are uploaded as images or PDF files and stored in our secure file storage. Images are stored as uploaded, so any information embedded in the image file by your phone or camera, which can include the location where a photo was taken, is stored with it. We do not read, scan or analyze the contents of documents.
Information collected automatically
- Server logs. Each time the app or web app communicates with our servers, we log your IP address, user ID, the time, and the address of the request. Request addresses can include information such as an email address or address search text.
- Push notifications. If you allow notifications, our push notification provider receives a device token and standard device information, such as device model, operating system, language and time zone.
- Crash reports. If the mobile app crashes, our crash reporting provider receives a report with technical device and app information.
- Version check. Each time the mobile app starts, it checks the Apple App Store or Google Play for a newer version, which shares your device's IP address with Apple or Google.
- Address search. When you type an address, the partial text you type is sent to our address lookup provider to suggest matches.
We do not collect your precise location, your contacts, or advertising identifiers, and we do not collect payment information.
Information stored on your device
The mobile app stores your sign-in token and a copy of your own profile in encrypted storage on your device. It also keeps cached copies of profile photos. When you pick or photograph a document to upload, a copy of that file remains in the app's temporary storage on your device. Removing the app from your device removes these copies.
Children and parental control
SafePlayers accounts are for adults 18 and older. Children cannot sign in to SafePlayers, and we do not knowingly collect personal information directly from children.
All information about a player is provided by the player's parent or legal guardian. By adding a player, you confirm that you are that player's parent or legal guardian and that you consent to SafePlayers collecting, storing and sharing the player's information as described in this policy.
The parent who adds a player controls that player's information. You can:
- review and update your player's profile at any time
- choose which documents to share, with whom, and for how long
- revoke a share at any time
- delete any document, or delete the player entirely
If we learn that a child has provided personal information to us directly, we will delete it. If you believe this has happened, contact us at privacy@safeplayers.org.
How we use information
We use personal information only to run SafePlayers and keep it secure. Specifically, we use it to:
- create and manage accounts and player profiles
- deliver verification requests to the providers and clubs a parent chooses, and show the resulting eligibility status
- verify that healthcare providers are licensed, using the identifiers they give us
- send email and push notifications about account activity, requests and decisions
- keep a record of who viewed shared documents and what actions were taken on a player's record, so parents can see it
- protect the platform, investigate problems and fix crashes
- respond to your questions and support requests
We do not sell personal information. We do not use it for advertising, and we do not share it with anyone for their own marketing.
How information is shared
Player information is shared only when a parent directs it, and each recipient sees only what their role requires.
Sharing a parent directs
| Recipient | When | What they see |
|---|---|---|
| Clubs (club contacts and organization administrators) | A parent submits a request to join a club | Player name, nickname, photo, sports, eligibility status and valid-through date; the parent's name and photo; and the documents the parent attaches. Clubs do not see date of birth, gender, height or weight. |
| Healthcare providers (providers and provider administrators) | A parent submits a verification request to that provider | Player name, nickname, photo, sports, date of birth, gender, height and weight; the parent's name; the documents the parent attaches; and the history of earlier verification decisions for that player by any provider, including provider name, organization, outcome and date. By submitting a request, the parent authorizes this access. |
| Shared parents | A parent shares a player with another parent's account, and that parent accepts | The full player profile, including date of birth, gender, height, weight and verification decisions; the documents the owning parent chooses; and the owning parent's name and email address. A shared parent can propose club requests, which the owning parent must approve. |
Document access ends on the date the parent chooses, or sooner if the parent revokes it. Each time someone other than the parent views a shared document, we record it, and the parent can see that record.
SafePlayers personnel
SafePlayers administrators can see each player's name, eligibility status and sports, and the parent's name and email address. Authorized SafePlayers personnel who maintain our systems can access stored data when needed to operate, secure and support the service.
Service providers
We use the following companies to run SafePlayers. They process personal information on our behalf.
| Provider | What it does | Information it receives |
|---|---|---|
| Microsoft Azure | Hosting, database, file storage, internal messaging, email delivery and system logging | All information stored in SafePlayers, including documents, the content of emails we send, and server logs |
| OneSignal | Push notifications | Device token and device information, and the content of each notification, which can include player names, provider names and verification outcomes |
| Google Firebase Crashlytics | Mobile app crash reporting | Crash reports with device and app information |
| Smarty | Address suggestions | The partial address text you type |
| Apple and Google | App distribution and update checks | Your device's IP address and the app's identifier |
| Squarespace | Hosting our website | Website visit information and website form submissions |
Legal requirements and business changes
We may disclose information if required by law, to respond to valid legal process, or to protect the safety of players, users or the public. If SafePlayers is involved in a merger, acquisition or sale of assets, personal information may be transferred as part of that transaction, and this policy will continue to apply to it.
Website, cookies and browser storage
Our website
Our website at safeplayers.org is hosted by Squarespace. It uses cookies and Squarespace's built-in analytics to understand how visitors use the site. When you first visit, a cookie banner lets you accept, manage or decline cookies, and you can change your choice at any time.
If you use the contact form, sign up for updates, or request a demo, we receive the information you enter, such as your name, email address and message, at info@safeplayers.org. We use it only to respond to you and send the updates you requested.
The SafePlayers web app
The web app does not use cookies or analytics. It stores your sign-in token, basic profile details and role selection in your browser's local storage so you stay signed in. Signing out clears this information.
Emails
Some emails we send load fonts and app store badge images from Google and Apple. When your email program displays these, Google or Apple may receive your IP address and basic browser information.
How long we keep information
We keep your information while your account is active, and we permanently delete it from our database and file storage within 30 days after you request account deletion.
| Information | How long we keep it |
|---|---|
| Eligibility documents | Until you delete the document, delete the player, or deactivate or delete your account. Documents are not deleted when a verification expires or a season ends. |
| Player profiles, verification history, activity records and notifications | While your account is active. We do not currently delete these on a fixed schedule. |
| A player you delete | The player's documents and photo are deleted right away. The player's name and verification request history stay in your account records until you delete your account. |
| Your account, after you request deletion | All of your account information, your players' information and their documents are permanently erased from our database and file storage within 30 days. |
Deactivating your account is different from deleting it. Deactivation suspends your account, and you can reactivate it later. When you deactivate, all documents you uploaded for your players are permanently deleted and cannot be restored.
Information held in system backups and logs, and by our push notification and crash reporting providers, is not removed by a deletion request. It is removed as those backups, logs and provider records expire under their own retention periods.
Your choices and rights
You can manage most of your information directly in the app.
- Review and update. View and edit your profile and your players' profiles at any time.
- Control sharing. Choose which documents to share and for how long, and revoke a share at any time.
- Delete. Delete individual documents or players, or request deletion of your entire account in the app.
- Notifications. You can turn email or push notifications off, but at least one must stay on. On your phone, you can also turn off push notifications in your device settings. Some emails are always sent because they are needed to use your account: password resets, verification codes, invitations, and notices that your account details changed.
- Website cookies. Use the cookie banner on safeplayers.org to accept, manage or decline cookies.
Depending on the state you live in, you may have additional rights, such as the right to know what personal information we hold about you or to correct it. To make a request or ask a question about your information, email privacy@safeplayers.org. We will not discriminate against you for exercising your rights.
Security and where information is stored
SafePlayers stores its data in the United States, on Microsoft Azure. The other service providers listed above handle information under their own security and storage practices.
We protect information with safeguards that include:
- encrypted connections (HTTPS) between the apps and our servers
- passwords stored only as secure hashes, never in readable form
- document links that expire 15 minutes after they are issued, and only for people the parent has authorized
- encrypted storage of your sign-in token and profile on your mobile device
- an optional Face ID, fingerprint or device passcode lock for the mobile app
No method of storing or sending information is completely secure. If a security incident affects your personal information, we will notify you as required by law.
Changes to this policy
We may update this policy as SafePlayers changes. When we do, we will post the new version on this page with a new effective date. If we make a material change to how we collect, use or share personal information, we will notify you by email or in the app before the change takes effect.
Contact us
For questions about this policy or your personal information, contact:
SafePlayers, LLC
Attn: Privacy
482 Peacock Lane S
Jupiter, FL 33458
Double-click to edit...