Privacy policy

Who we are

ScoutSheet is a tryout evaluation tool used by volunteer youth baseball and softball leagues. A league uses it to check players in at tryouts, let its volunteer evaluators score them, and rank players for its draft.

The league decides which players and which information go into ScoutSheet and what it is used for. ScoutSheet ("we") stores and processes that information on the league's behalf and under its instructions. If you are a parent with a question about your child's information, start with your league: it can see and erase that information directly.

Children do not have accounts

Children never sign in to ScoutSheet, and ScoutSheet collects nothing directly from children. Only adult league volunteers (board members, check-in volunteers and coaches who evaluate) have accounts. Information about players comes from the league, usually from its registration system, and from what volunteers record at tryouts.

What we hold about players

• Name, birth date (or birth year), gender when the league collects it, and positions.
• Fields the league chooses to bring from its registration export, such as league age or last year's division.
• Parent or guardian contact details: email, phone, text-message number and WhatsApp number. The email address is also used to send the league's Eval Group signup emails (see "Email to parents").
• Which Eval Group a family chose, when the league has opened signup. The private signup links themselves are stored only as one-way hashes, with the time each was sent and whether it was replaced; no email address is kept with them.
• Tryout details: division and group, tryout number, league age at the time of placement, check-in time and the volunteer who checked the player in, and whether an age document was checked (with an optional note).
• A photo taken at check-in so evaluators can recognize the player. A retake keeps the earlier photo until the player is erased.
• Evaluators' scores for each skill and any notes they write. When a tryout is scored on printed paper sheets, a league Admin types the scores in under the evaluator name written on the sheet; those scores carry no notes and are recorded as entered by that Admin.

What we hold about volunteers

• Name and email address from the sign-in service (Clerk), each league role you hold, and invitations sent to your email address.
• The scores and notes you enter, with the times they were made and received.
• A log of league administration actions (for example role changes, report releases, imports, exports and erasures): who acted, what kind of action, when, and counts. It never records player names, scores or notes.
• Network addresses of failed tryout access-code attempts, kept for one day to stop guessing, and per-address request counts held briefly in memory to limit abuse.
• If you ask for a new league: the league name, time zone and age cutoff you enter, any note you write to the operator, which version of the data processing agreement you accepted and when, and the operator's decision with the reason if the request was declined. It is kept with your account, and only you and the operator see it. If it is approved, the new league's Admin invitation is made out to your verified sign-in email address and applies when you next use ScoutSheet; ScoutSheet sends no email about requests.

Email to parents

When a league opens Eval Group signup for a tryout, one of its Admins can send each family a private link by email, so the family can pick the hour-long group that fits their schedule without making an account. ScoutSheet sends these emails only when an Admin presses the send button; it never sends on its own.

• Whose address: the parent email the league brought in from its registration export. ScoutSheet reads it only to send the email and does not keep a second copy.
• Which emails: an invite, a reminder to families who have not chosen yet, and a confirmation to the child's parent addresses each time a group is picked or switched. A family with several children at one address gets one email listing them.
• What an email contains: the league's name, each child's first name and division, a private link for each child, the signup deadline, and the league's reply-to address, so replies go to the league. A confirmation also names the chosen group, its time and its place. Emails never contain a last name, birth date, photo, score or note.
• The links: each link is a long random code that opens one child's signup page. It needs no sign-in, so anyone who has the link can change that child's group until the deadline; please do not forward it. The page shows the child's first name, their division and the open groups. A link stops working 30 days after the signup deadline, or sooner if the league sends a newer email for that child or asks for a new link. ScoutSheet keeps only a hash of each link, so it cannot show a link again. The page asks browsers not to send a referrer and not to cache it.
• No tracking: the emails carry no open or click tracking, and the signup page uses no advertising or analytics trackers.
• Delivery: mail is sent through Resend, listed under "Where it is stored". Only the production service sends real email; test and rehearsal tryouts never do.
• Bounces: ScoutSheet does not yet record which addresses bounced or unsubscribed. Handling them is planned; until then the league sees only whether a send was accepted, and families who do not receive an email can ask the league to resend.

Who can see what

• League Admins see their own league's players, parent contacts, photos, every score and note, and every report. Parent contacts are shown only to Admins.
• Check-in volunteers see the tryout roster at the check-in desk (names, birth dates, tryout numbers, photos) so they can check players in. They do not see parent contacts or scores.
• Evaluators see only the players placed in a group and numbered at the tryout they joined: tryout number, name, birth year, positions, league age and photo. They see their own scores and notes, the notes of their coaching partner if the league pairs them, and a division's combined results only after an Admin releases them. Combined results never include notes.
• Leagues never see each other's data. A child registered in two leagues has two separate records.
• The person who operates ScoutSheet can reach the stored data to run, fix and secure the service, and does not use it for anything else. In the app, the operator sees each league's name and settings and requests for new leagues (with the requester's name and email), and holds no role in any league.

Where it is stored

• The application runs on Vercel in its Portland, Oregon region.
• The database is Neon Postgres, hosted in Amazon Web Services' us-west-2 (Oregon) region.
• Photos are kept in a private Vercel Blob store. They are never public: each is served only through ScoutSheet, to a person allowed to see it, and is never cached by browsers or shared caches.
• Signup emails to parents are sent by Resend, a US email delivery service. For each message it receives the parent's email address and the message content described under "Email to parents", and it keeps delivery records for the period set in Resend's data processing agreement. Resend receives no other player information.
• Sign-in is handled by Clerk, which holds volunteers' names, email addresses and sign-in details. Clerk receives no player information.
• An evaluator's phone keeps an offline copy of their tryout's player list (no photos and no parent contacts) and the scores they have not yet sent. Signing out, or another person signing in on the same phone, clears that copy; unsent scores stay with their author until sent.

Analytics on the public site

ScoutSheet's public pages (the landing and marketing pages, the docs, and these legal pages) use Vercel Web Analytics to count page views, so we can see which pages bring leagues to ScoutSheet. It runs only on those public pages, and only on the live site: never anywhere in the app (sign-in, check-in, scoring, reports and league administration) and never on the family signup page. It never sees league data.

• What is recorded: for each page view, the page's address without its query string or anything after a "#" (ScoutSheet removes them before anything is sent), the page you came from, an approximate location (country, region and city) that Vercel works out from the request, the browser and operating system with their versions, and the device type (desktop, mobile or tablet).
• No cookies: it does not use cookies to identify visitors. Vercel counts a visitor by a hash made from the incoming request and discards it after 24 hours. Vercel says the page views it keeps are not tied to a person or an IP address.

What we do not do

• We do not sell personal information or share it for advertising.
• We show no ads. The app and the family signup page use no advertising or analytics trackers; the public pages use only the page-view counting described under "Analytics on the public site".
• Our public pages (the marketing pages and the docs, and these legal pages) may be indexed by search engines. Every other page, including everything behind sign-in and the family signup pages, asks search engines not to index it.
• We do not use player information for anything other than the league's tryouts.

How long we keep it

• Player records are never erased automatically. They are erased when a league Admin erases a player, or when a parent asks the league to and the league does. Erasing a player removes their record, tryout entries, check-in history, every photo (retakes included), every score and note, and parent contacts. The league's administration log keeps only that an erasure happened, who did it, and counts.
• Tryout photos: once a league closes a season, a daily job deletes that season's tryout photos (retakes included) a set time later, 60 days by default, which each league can change. Until the season closes, photos are kept unless the player is erased.
• Scores and notes: the same daily job deletes a closed season's scores, evaluators' notes and score history a set time after the season closes, 12 months by default, which each league can change.
• Signup links: a link is deleted with its child, tryout or league, and with the rest of a closed season's scores when the season data is purged (above). Delivery records at Resend are kept for the period in Resend's data processing agreement; ScoutSheet cannot shorten them.
• Legal hold: a league can place a hold, for example during a dispute; while it is on, nothing of that league's is deleted automatically. Deletion resumes when the hold is lifted.
• Backups: the database keeps point-in-time history for up to 7 days, so erased information can remain in that history for up to 7 days. A copy is also taken before each database upgrade; copies older than 7 days are deleted, except the most recent one, which is kept until the next upgrade.

Your choices

Parents and guardians can ask their league to show, correct or erase their child's information. Leagues view, correct and erase information directly in ScoutSheet. Volunteers can ask their league to remove their role, or ask us to delete their account.

If something goes wrong

If we learn that information in ScoutSheet was accessed or disclosed without permission, we will tell the affected league within 72 hours of confirming it, and help the league notify affected families as the law requires.

Contact

Contact your league first. To reach ScoutSheet's operator: [contact address to be added before publication]. See also the terms of service.