Privacy Policy

Privacy Policy

Last Updated: April 27, 2025

Your privacy matters to us. This Privacy Policy explains how Splash Bay Inc (“Splash Bay,” “we,” “us,” or “our”) collects, uses, and protects information about you when you visit or use the Splash Bay website and ClubOS application (collectively, the “Platform”) at https://www.thesplashbay.com/. Please read this policy carefully. If you have questions, contact us at hartley@thesplashbay.com.
Our Core Commitment to You:
  • We will never sell your personal information to anyone, for any reason.
  • We will never share your personal information with third parties for their marketing purposes.
  • We collect only the information we genuinely need to operate the Platform and serve your family.
  • Any third-party vendors we work with (such as payment processors or SMS providers) are permitted to use your data only to perform services on our behalf — not for their own marketing or commercial use.

1. Who We Are

Splash Bay Inc is a club basketball organization and youth sports technology company based in Manhattan Beach, California. We operate ClubOS — a platform designed to support athlete development, team management, and club operations for youth sports programs. This Privacy Policy covers all data collected through the Splash Bay website and the ClubOS application.

2. Information We Collect & Why

We collect only what we need to operate ClubOS safely and effectively. The table below lists each category of data, what it includes, how it is collected, and the specific purpose it serves.

Category Examples How Collected Why We Collect It
Identity & Contact Full name, email address Account registration, contact forms, purchases To create and manage your account, send important notices, and identify you within the Platform
Phone Number Mobile phone number Account registration — primary identifier for all coaches and parents Phone number is your primary login credential on ClubOS. Used to deliver SMS one-time verification codes for authentication and team communications
Date of Birth Player date of birth Provided by parent during prospect registration or coach-led player onboarding To determine age group placement, apply the correct skill development rubric, and comply with COPPA for players under 13
Payment Information Billing address, payment card details (processed by our payment processor — we never store full card numbers) E-commerce checkout and prospect onboarding checklist (program fee) To process payments for program fees, registrations, and merchandise securely through our payment processor
Location Data General geographic location (city/state level) Account information, inferred from IP address To provide region-relevant content and support scheduling logistics
Medical & Emergency Information Medical conditions, allergies, emergency contact names and phone numbers Prospect onboarding checklist (required before roster assignment) To ensure athlete safety during practices, games, and events; accessible to coaches and Splash Bay staff in emergencies
Insurance Information Health insurance carrier, policy number Prospect onboarding checklist Required by Splash Bay’s program policies and league/insurance compliance requirements
Identity Documents Birth certificate (JPG, PNG, or PDF upload, max 10MB) Prospect onboarding checklist; stored in secure, access-controlled cloud storage To verify player age and eligibility for team and tournament participation as required by leagues and governing bodies
Electronic Signatures & Waivers Signed liability waiver, SafeSport acknowledgment (via electronic signature) Prospect onboarding checklist To document informed consent and compliance with program safety and legal requirements
Academic & School Information School name, grade; GPA and academic details as additional features become available Prospect registration form To place players in the appropriate age group and to support athlete development and recruiting profiles as those features become available
Player Development Data Skill ratings, coach feedback notes, development history, and attendance records Entered by coaches through the ClubOS application; stored as a cumulative record that preserves full history To track athlete development over time, generate coaching insights, and power additional development features as they become available
Communications Data In-app team and direct messages, SMS replies, and email replies In-app messaging, SMS, and email To facilitate team communications, route replies back to coaches, and maintain a record of interactions for accountability and minor safety
SMS & Mobile Data Mobile phone number, SMS opt-in status, message delivery and reply records SMS opt-in at account registration or via sign-up form To send team-related text notifications and authenticate users. Delivery records are maintained for troubleshooting
Usage & Analytics Data Feature interactions, session events, event types triggered, platform (iOS/web). No PII is ever included in analytics event payloads — only anonymized user IDs and behavioral signals Analytics instrumentation in the iOS and web apps To measure platform health, track feature adoption, identify onboarding drop-off, and improve the product. All analytics data is internal-only
Player / Minor Information Player name, date of birth, gender, team assignments, skill ratings, coach notes Provided by parent or guardian during registration; development data entered by coaches To manage team rosters, track athletic development, and comply with COPPA for players under 13. All minor data is managed through a parent/guardian account

3. How We Use Your Information

Your information is used only to operate and improve ClubOS and to serve you and your family directly. We do not use your data for purposes beyond those described here without your explicit consent.

  • Account management & authentication: Creating and maintaining accounts for parents, players, and coaches. Your phone number is used to verify your identity via SMS one-time code at sign-up and on new devices.
  • Prospect onboarding: Collecting and storing the information required to enroll a player — waivers, medical info, insurance, birth certificate, and payment — and tracking checklist progress until roster assignment is complete.
  • Payment processing: Completing program fee payments, merchandise orders, and registrations. Payment card data is handled entirely by our payment processor — we do not store full card numbers.
  • Team communications: Delivering in-app messages, SMS, and email between coaches, parents, and team members, and routing replies back to the sender.
  • SMS notifications: Sending opted-in users game/practice reminders, payment reminders, tournament updates, and other program communications. You may opt out at any time by replying STOP.
  • Player development tracking: Storing coach-entered skill ratings, feedback notes, and attendance records as a cumulative history to track athlete growth across seasons.
  • Scheduling & RSVPs: Managing team calendars, notifying families of events, and recording attendance.
  • Platform improvement: Analyzing anonymized, aggregated usage events (no PII) to improve features, fix issues, and measure adoption. Analytics data is for internal use only.
  • Safety & compliance: Protecting the safety of all users (particularly minors), preventing fraud, enforcing our Terms & Conditions, and meeting legal obligations including COPPA.

We do not use your personal information for third-party advertising, sell it to data brokers, or share it with any party for their own commercial or marketing purposes.

4. Children’s Privacy (COPPA)

Special Protections for Children Under 13

Our Platform may involve the collection of personal information from or about children under the age of 13 (such as player names, ages, and photos) in connection with team participation. We comply fully with the Children’s Online Privacy Protection Act (COPPA).

  • We collect personal information about children under 13 only with verifiable parental or guardian consent, obtained through our prospect registration and onboarding process. A parent or guardian must create the account, provide contact and identity information, complete the onboarding checklist, and sign required disclosures before a child’s profile is activated.
  • Children under 13 do not create their own accounts. All accounts for minors are managed by a parent or legal guardian.
  • We do not use a child’s personal information for marketing or share it with third parties for commercial purposes.
  • Parental Rights: Parents or guardians may at any time: (a) review the personal information collected about their child; (b) request corrections to that information; or (c) request deletion of their child’s information and refuse further collection, by contacting us at hartley@thesplashbay.com.

5. Cookies & Tracking Technologies

We use cookies, web beacons, and similar tracking technologies to enhance your experience on the Platform. These technologies help us:

  • Keep you logged into your account.
  • Remember your preferences and settings.
  • Analyze how users navigate and use the Platform (via third-party analytics tools).
  • Measure the effectiveness of our content and marketing.

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of the Platform. Our analytics tools are configured to minimize the collection of personally identifiable information, and anonymized data is used solely for internal platform improvement.

6. How We Share Your Information

We do not sell, rent, or trade your personal information. We do not share your data with third parties for their marketing or commercial purposes under any circumstances.

We work with a limited number of service providers who help us operate ClubOS. Each is permitted to use your data only to perform services on our behalf and is contractually prohibited from using it for any other purpose:

  • Cloud infrastructure & database provider: Stores user accounts, player profiles, team data, development records, messages, and uploaded documents in a secure, access-controlled environment. Authentication (phone-based verification) and file storage for sensitive documents are handled through this provider.
  • SMS delivery provider: Receives your mobile phone number to deliver authentication codes, team messages, event reminders, and other SMS notifications you have opted in to receive. Inbound SMS replies are routed back to the coach’s inbox. Your number is never used by this provider for their own marketing.
  • Email delivery provider: Receives your email address to deliver transactional emails including team announcements, event notifications, and account notices. Inbound email replies are routed back to the coach’s in-app inbox. Your email is never used by this provider for their own marketing.
  • Payment processor: Receives billing and transaction data solely to process your payments. Our payment processor is PCI-DSS compliant. We store only a customer reference ID — we never receive or store your full payment card number.
  • Electronic signature provider: Used to collect signatures on liability waivers and SafeSport acknowledgments during prospect onboarding. Signed documents are stored securely and returned to ClubOS to confirm checklist completion.
  • Analytics provider: Receives anonymized event data to help us understand how the Platform is used. No personally identifiable information (names, phone numbers, or emails) is ever included in analytics data. Only anonymized identifiers and behavioral signals are tracked. All analytics data is for internal Splash Bay use only.
  • Social media integrations: If you interact with social sharing features, limited data (such as a page URL) may be transmitted to those platforms per their own policies. We do not proactively share your profile data with social media companies.

Outside of the above, we may disclose information only in these limited circumstances:

  • Legal requirements: If required by law, subpoena, court order, or to respond to a valid government request.
  • Safety: To protect the health, safety, or rights of our users — particularly minors — where disclosure is reasonably necessary.
  • Business transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to a successor entity subject to the same privacy commitments in this policy.

7. Data Retention

We retain your personal information for as long as your account is active or as needed to provide services and comply with our legal obligations. If you close your account or request deletion, we will delete or anonymize your data within a reasonable period, except where retention is required by law.

For information collected about children under 13, we retain such data only as long as necessary to fulfill the purpose for which it was collected, and we will delete it promptly upon a parent’s request or when it is no longer needed.

8. Data Security

We implement reasonable technical and organizational measures to protect your personal information. These include encrypted connections (HTTPS), access controls that restrict each user to only the data they are authorized to see, secure storage for sensitive documents such as birth certificates, PCI-DSS compliant payment processing, and phone-based authentication to reduce password-related risks.

Player development data (skill ratings and coach notes) is stored as a cumulative record. Ratings and notes are never deleted or overwritten, providing a complete history and protecting against accidental data loss.

However, no method of transmission over the internet is 100% secure. We cannot guarantee absolute security and encourage you to keep your account session secure and notify us immediately if you believe your account has been compromised.

9. Your Rights & Choices

Depending on your state of residence, you may have the right to:

  • Access the personal information we hold about you.
  • Correct inaccurate or incomplete information.
  • Delete your personal information (subject to certain exceptions).
  • Opt out of marketing emails by clicking “unsubscribe” in any marketing email or contacting us directly.
  • Opt out of SMS at any time by replying STOP to any text message from us. You will receive a confirmation and no further messages will be sent.
  • Withdraw consent where processing is based on your consent (including consent given for a child under 13).

To exercise any of these rights, contact us at hartley@thesplashbay.com. We will respond within 45 days of receiving your request. Where reasonably necessary, we may extend this period by an additional 45 days and will notify you of any such extension within the initial 45-day period.

10. Third-Party Links

The Platform may contain links to third-party websites or social media pages. We are not responsible for the privacy practices of those sites and encourage you to review their privacy policies independently.

11. California Privacy Rights (CCPA/CPRA)

If you are a California resident, you have specific rights regarding your personal information under the California Consumer Privacy Act (CCPA) and the California Privacy Rights Act (CPRA), in addition to the rights described in Section 9:

  • Right to Know: You have the right to request disclosure of the categories and specific pieces of personal information we have collected about you, the categories of sources from which it was collected, the purposes for collection, and the categories of third parties with whom it is shared.
  • Right to Delete: You have the right to request deletion of personal information we have collected about you, subject to certain exceptions.
  • Right to Correct: You have the right to request correction of inaccurate personal information we maintain about you.
  • Right to Opt Out of Sale or Sharing: We do not sell or share your personal information for cross-context behavioral advertising. No opt-out is required, but you may contact us to confirm this at any time.
  • Right to Limit Use of Sensitive Personal Information: We collect certain categories of sensitive personal information as defined under CPRA, including precise health information, insurance information, and identity documents (birth certificates). We use this information only as necessary to provide the services you have requested and do not use it for purposes beyond those described in this Policy.
  • Right to Non-Discrimination: We will not discriminate against you for exercising any of your California privacy rights.

To exercise your California privacy rights, contact us at hartley@thesplashbay.com. We will verify your identity before processing any request. We will respond within 45 days, with the option to extend by an additional 45 days when reasonably necessary.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. When we make changes, we will update the “Last Updated” date at the top of this page. For significant changes, we will notify you by email or by posting a prominent notice on the Platform at least 14 days before the changes take effect. Your continued use of the Platform after that date constitutes acceptance of the updated policy.

13. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or your personal data, please contact:

Splash Bay Inc
717 29th St, Manhattan Beach, CA 90266
Email: hartley@thesplashbay.com
Phone: (310) 699-8346