How does ScoutSheet handle players' data?

• Admins see their own league's players, parent contacts, photos, scores, notes and reports.
• Check-in volunteers see the tryout roster at the desk, with names, birth dates, numbers and photos. Not parent contacts, and not scores.
• Evaluators see only the numbered players in the tryout they joined, by tag, with name, birth year, positions and league age, and the photo while online. They see their own scores and notes, and a division's combined results only after an Admin releases them.
• Families see only their own child's first name, division and open Eval Groups, from a private link, when the league uses signup.

Parent contacts never reach an evaluator's phone, the check-in desk, a report or a report CSV, and automated tests fail if any other part of the code reads them.

The evaluator who wrote them, their coaching partner if the league pairs them, and the league's Admins on that evaluator's report. The division rankings, the overall ranking, released results and the division and draft CSVs never include a note: the code that builds them never reads the note field.

Many leagues share one ScoutSheet, and a person can hold a different role in each. Every page and request names its league or tryout, and every other id it carries (a division, a player, a photo, a score) must belong to that league, or the request is refused. The database backs this up: a record in one league can't point at another league's records. An automated test calls every page and request with another league's ids and fails if any of them shows or changes that league's data. A child registered in two leagues has two separate records.

• Photos are optional, taken at the check-in desk, and kept in a private store, never at a public address.
• Each photo is served only through ScoutSheet, to the league's Admins and check-in volunteers, or to an evaluator on a tryout where that player has checked in, and browsers are told not to cache it.
• Evaluators' phones don't keep photos for offline use.
• Photos are deleted with the player, and on the league's schedule after a season closes (below).

• After a league closes a season, a daily job deletes that season's photos after 60 days and its scores, notes and score history after 12 months. Each league can change both numbers, or place a legal hold that stops deletion.
• An Admin can erase a player at any time, which removes their record, tryout entries, check-in history, photos, scores, notes and parent contacts. Player records are never erased automatically.
• Database backups keep up to 7 days of history, so erased information can stay in them for up to 7 days.

The player list of the tryout they joined, without photos or parent contacts, and the scores they haven't sent yet. Signing out, or another person signing in on the same phone, clears the player list; unsent scores stay with the person who made them until they are sent.

Only Eval Group signup email, and only when an Admin presses send: an invite, a reminder and a confirmation after each pick. An email names the league, each child's first name and division, the deadline and a private link, never a last name, birth date, photo or score. There is no open or click tracking, and test and practice tryouts never send real email. Recording bounces is planned.

• Sign-in is handled by Clerk, which holds volunteers' names and email addresses and no player information.
• Browsers are told to connect over HTTPS only, and every request that changes data is rate limited.
• Error reports and logs carry codes, never names, birth dates, contacts or notes.
• Each league has an administration log of role changes, imports, report releases, exports and erasures, with who acted and counts, never player names or scores.
• ScoutSheet shows no ads and does not sell or share information for advertising.

The documents below are the full terms; this page only summarizes them. They are drafts pending review by a lawyer.

• Privacy policy: what is held about players, parents and volunteers, where it is stored, and who can see it.
• Terms of service.
• Data processing agreement: what a league accepts when it asks for a league, including the services that process its data.