Whistle Ready helps basketball programs run their schedule, roster, stats and communication. This page says in plain language what information the app holds, why, who receives it, and what you can do about it. Many people on a team are under 18, so we keep the circle of people who can see anything small.
Who is responsible. The coach or school that sets up a team decides what information about the team and its players goes in, and is responsible for having the right to enter it. Whistle Ready runs the app for them and uses that information only to provide the app. For your account details, such as your email and password, we are the one responsible.
What we collect
- Your account: your name, email address and a password (stored only as a one-way hash, so nobody can read it), an optional profile photo, whether you have confirmed your email, and when you agreed to the Terms.
- Team information entered by coaches: roster details such as names, jersey numbers, positions, graduation years, height, weight, photos and short bios; attendance; game scores; box-score statistics, and for games tracked live, the play-by-play, playing time, plus/minus and lineup results; practice plans, drills, plays and videos; scouting notes; competitions. Private coach notes about a player are encrypted before they are stored and only coaches can read them.
- What members post: announcements, chat messages, poll votes, photos and files.
- Notifications and calendar: if you turn on alerts, a token that lets your phone or browser receive them; your notification choices; and, if you ask for one, a private calendar link.
- Technical data: a sign-in cookie that keeps you logged in; a short-lived, one-way scrambled form of your network address used only to stop abuse; records of recent sign-in attempts; one-time codes for password reset and email confirmation (kept only as hashes); a security log of events such as password resets, data exports, two-step sign-in changes and account deletions; and error reports (what went wrong, on which page and in which browser, with no message content) so problems can be fixed. Personal details such as email addresses are removed from error reports before they are saved.
- On your own device: your theme and menu choices, the team you last opened, and unfinished text such as a half-written message or announcement, so closing a screen doesn't lose it. These stay on your device, and unfinished text is erased when you sign out.
- Visit counts, only if you say yes: the page, where you came from, your browser type, a country guessed from your time zone, and a random visit number kept on your device for 30 minutes. Never your network address or anything after a question mark in a link.
Why we use it
Privacy law asks us to name the reason for each use. Ours are:
- To provide the app you or your team asked for (a contract): showing your team its schedule and information, storing what you post, signing you in, and keeping accounts working.
- To keep the app secure and working (our legitimate interests): stopping abuse and guessing attacks, fixing errors, keeping backups, and keeping the security log.
- Alerts and reminders you turn on (your consent, which you can withdraw in Settings at any time): push notifications and emails for announcements, polls, event reminders and chat.
- Visit counts (your consent, which you can change with Cookie choices in the page footer).
- To meet legal duties, such as answering a lawful request or reporting a data breach.
We do not sell your information, do not share it for advertising, and do not build advertising profiles.
Marketing
We do not send marketing or promotional messages. The emails and alerts the app sends are team communications (announcements, polls, reminders), messages about your account and security, and the confirmation of your email address. You can turn off the team ones in Settings. If we ever add marketing, we will ask for your permission first and make it easy to stop.
Cookies and similar technology
The app uses one cookie, which keeps you signed in and is strictly necessary. It uses your device's storage for the choices and unfinished text described above. There are no advertising cookies or trackers. Counting visits is optional: nothing is stored on your device for it until you tap Accept, and you can change your mind with Cookie choices in the page footer. The typefaces are served from the app itself, not from another company's servers.
Who receives your information
We share information only with the companies that help us run the app, and only so they can do that job:
- Our hosting platform (Floot) and the infrastructure it uses: the application servers, a managed Postgres database, and file storage on Amazon Web Services in the United States. They also send our emails and push notifications and, if you agree, count visits.
- Push notification services run by Apple, Google and Mozilla, only if you turn on alerts on your device. They receive the alert so they can deliver it.
- Google Maps, only if you tap Directions on an event. That opens Google's own site with the address, and Google's privacy policy applies from then on.
- Authorities, only when the law requires it.
- Your team. What you enter or post is shown to the people on your team according to their role (see below). A coach who exports information is responsible for how it is used after that.
Each provider handles the information under its own terms and privacy commitments, which limit what it may do with it. We do not give information to advertisers or data brokers.
Young people
The app is not directed to children under 13, and you must be at least 13 to create an account unless a parent or guardian is creating it for you. Coaches may add roster information about players under 18. Coaches who do so are responsible for having the permission of those players' parents or guardians and, where it applies, their school or league. If your team is part of a school, the school may have its own rules for student information and we follow the instructions of the coach or school that set the team up. Roster details are visible only to members of that team, never to the public. A parent or guardian can ask to see, correct or remove their child's information by asking the coach or by contacting us. If we learn that an account was created by a child under 13 without a parent's involvement, we will delete it.
Who can see what
- Head coaches and assistant coaches can see and edit everything for their team.
- Players can see the schedule, roster and player cards, announcements, chat, polls, files, the leaderboard, team stats, competitions and the playbook. They cannot see attendance, private coach notes, practice plans, scouting reports, lineup statistics or the member list.
- Parents can see the same as players except the playbook.
- People on one team cannot see another team's information.
Where your information is kept
Information is stored on servers in the United States. If you use the app from outside the United States, including the European Economic Area, the United Kingdom or Canada, your information is transferred to and processed in the United States.
Your choices and rights
- Get a copy: Settings, then Your data, then Download my data. You get a file of the information tied to your account.
- Correct it: change your name and photo in Settings. Coaches can edit roster information.
- Delete it: Settings, then Delete my account, removes your account and what you posted. Head coaches can delete a whole team and everything in it from Team & Invites, or remove one player and everything about that player from the roster.
- Stop notifications: Settings lets you turn off push, email, reminders and chat alerts.
- Other requests or complaints: email domdavenport215@gmail.com. We answer within 30 days, and may need to confirm who you are first. Depending on where you live (for example the EU, UK or California) you may also have the right to object to or restrict processing, to ask for your information in a portable form, and to complain to your local data protection authority. We do not sell or share personal information, and we do not treat anyone differently for using these rights.
How long we keep it
- Account and team information: until you, or the coach who entered it, delete it. When an account, player or team is deleted it is removed from the live database right away.
- Backups: our encrypted nightly backups are kept for 14 days, so deleted information is gone from them within 14 days. The hosting provider's own backups are overwritten on its normal schedule.
- Sign-in sessions: end after a week, or three days without use, and are deleted soon after.
- Password-reset and email-confirmation codes: valid for 15 and 60 minutes, and deleted after 7 days.
- Sign-in attempt records and abuse-prevention counters: 30 days and 2 days.
- Error reports: 30 days.
- Security log: 24 months. Once an account is deleted, its entries no longer carry your name.
- Expired or cancelled invite links: 90 days. Plays undone during game tracking: 30 days.
How we protect it
- Everything travels over encrypted connections (HTTPS).
- Passwords are stored as salted one-way hashes. Private coach notes and backups are encrypted.
- Access is limited by role, and every request is checked on the server, not just in the app.
- Sign-in, sign-up and password reset are rate limited, and two-step sign-in is available to everyone.
- Player photos and team files are private and shown only through links that expire.
If something goes wrong
No system is perfectly secure. If a breach affects your information, we will investigate quickly, tell the head coach of each affected team and the people affected without unreasonable delay, say what happened and what to do, and notify authorities where the law requires it.
Changes
If we change this policy in a way that matters, we will update the date above and ask people to agree again where the law requires it. See also our Terms and the open-source notices.
Contact
Questions about privacy: domdavenport215@gmail.com.