Privacy Policy

1. Overview

This Privacy Policy explains how information is collected, used, stored, shared, and protected when users access or use Suite Athletics. The App is designed to support school athletics, activities, teams, clubs, organizations, coaches, advisors, parents, guardians, students, staff members, and authorized administrators.

The App is intended to help organizations communicate, manage schedules, share announcements, organize registrations, track attendance or participation, and provide team or activity-related information. The App is not intended to replace official district emergency systems, school administration systems, or legally required school record systems.

2. Information We May Collect

Depending on how the App is configured and used, we may collect the following types of information:

Account Information

• Name
• Email address
• User role, such as student, parent, guardian, coach, advisor, staff member, volunteer, or administrator
• Organization, team, activity, or group membership
• Account login and authentication information, including credentials from a third-party sign-in provider (such as Sign in with Google or Sign in with Apple) when you choose to use one

Team, Activity, and Participation Information

• Rosters and group membership
• Event registrations
• Attendance or participation records
• Volunteer sign-ups
• Team assignments
• Activity-related notes submitted by authorized users

Communication Information

• Announcements, messages, comments, replies, and other communications submitted through the App
• Notification preferences
• Delivery status or read status where available

Uploaded Content

• Documents, forms, media, or files voluntarily submitted by users or authorized administrators
• Photos only where permitted by App settings and organizational rules
• Other information users choose to submit through available features

Technical and Usage Information

• Device type
• Browser type
• Operating system
• IP address
• App usage activity
• Login activity
• Error logs
• Security logs
• Approximate technical location information derived from network activity, where applicable

3. How We Use Information

Information collected through the App may be used to:

• Create and manage user accounts
• Provide access to teams, activities, organizations, and groups
• Facilitate school-related communication
• Manage schedules, events, registrations, attendance, and participation
• Send announcements, reminders, and notifications
• Support coaches, advisors, administrators, parents, guardians, and participants
• Respond to support requests
• Troubleshoot technical issues
• Improve app functionality, performance, and reliability
• Monitor for misuse, security issues, or policy violations
• Enforce applicable terms, policies, and community standards

4. Information Visible to Other Users

Certain information may be visible to other authorized users within the same organization, team, activity, or group. This may include names, roles, team membership, event registrations, attendance status, messages, announcements, comments, and information voluntarily submitted by the user.

Visibility may depend on user role, organization settings, administrative permissions, and the specific feature being used. Users should not submit information they do not want visible to authorized members of their organization or group.

5. Children's and Student Privacy (COPPA and FERPA)

Suite Athletics is a general-audience school-athletics and activities platform intended for school administrators, coaches, advisors, staff, parents, guardians, and student participants. It is not directed to children as a general-audience consumer product, is not part of the Apple Kids Category, and does not knowingly collect personal information from children under 13 for its own commercial purposes.

Accounts and participation are provisioned in a school or organization context. Where a student under 13 uses the App, it is only in connection with a school, team, club, or activity and with the involvement and authorization of a parent, guardian, school representative, coach, advisor, or authorized administrator. Consistent with the Children's Online Privacy Protection Act (COPPA) and the school-consent provisions recognized under it, schools and organizations may authorize the collection of a student's information for the educational and activity purposes described in this Policy, acting on behalf of parents and guardians; parents and guardians may review, request changes to, or request deletion of their student's information by contacting the school, organization, or support.

To the extent Suite Athletics processes education records or personally identifiable information from those records on behalf of a school or district, it acts as a "school official" with a legitimate educational interest under the Family Educational Rights and Privacy Act (FERPA), uses that information only for the authorized purpose, does not re-disclose it except as directed by the school, and remains under the direct control of the school or district with respect to that information.

• We do not sell or rent students' or minors' personal information.
• We do not use students' or minors' personal information for behavioral or targeted advertising, and we do not serve third-party advertising in the App.
• We do not build advertising or marketing profiles of students or minors.
• Student and minor information is used only to operate the school-related features described in this Policy (rosters, schedules, registrations, attendance, communication, and safety).
• Access to a student's information is limited to authorized users within that student's organization, team, or family relationship, based on role and organization settings.
• Parents, guardians, and schools may request access to, correction of, or deletion of a student's information by contacting the organization or support@suiteathletics.org.

Parents, guardians, schools, teams, clubs, and organizations remain responsible for determining whether use of the App is appropriate for their students or participants, for obtaining any consents their own policies or applicable law require, and for their own compliance with applicable legal requirements. If we learn that we have inadvertently collected personal information from a child under 13 outside of an authorized school or parental-consent context, we will take reasonable steps to delete it.

6. How Information Is Shared

Mohawkfoot Holdings LLC and Mohawkfoot Digital Studios do not sell, rent, or trade personal information.

Information may be shared with:

• Authorized school personnel
• Coaches, advisors, and organization administrators
• Parents or guardians when appropriate
• Users within the same team, activity, organization, or group when required for App functionality
• Service providers necessary to operate, secure, host, or maintain the App
• Legal, safety, or administrative authorities when required by law, school policy, safety concern, or valid legal process

Information is shared only to the extent reasonably necessary to operate, support, secure, and administer the App.

7. Third-Party Services and Sign-In Providers

The App may use third-party services for hosting, authentication, database storage, cloud functions, notifications, analytics, email delivery, crash reporting, and similar operational purposes. These providers may process information on behalf of the App according to their own security and privacy practices.

The App offers optional third-party sign-in through Sign in with Google and Sign in with Apple. If you choose one of these, the provider confirms your identity and shares a limited set of information, typically your name and email address, so an account can be created or accessed. If you use Sign in with Apple and choose to hide your email, Apple provides a private relay email address instead of your personal email, and communications are routed through Apple's relay service.

Examples of third-party services may include cloud hosting, database, authentication, email, notification, or analytics providers. The exact providers may change over time as the App is improved or maintained.

8. Push Notifications, Email, and Alerts

The App may send notifications, alerts, reminders, and announcements through mobile push notifications, email, in-app messages, or other available communication methods. Notification delivery is not guaranteed and may be affected by device settings, internet access, cellular service, operating system restrictions, email filters, third-party service outages, or user configuration.

Users remain responsible for checking the App and official organization communication channels for important information.

9. Data Security

Reasonable administrative, technical, and organizational safeguards are used to protect information from unauthorized access, disclosure, alteration, or destruction. However, no electronic transmission, storage system, or online service can be guaranteed to be completely secure.

Users are responsible for protecting their account credentials, using secure devices, and notifying support if they believe their account has been compromised.

10. Data Retention

Information may be retained while an account is active and for a reasonable period afterward as needed for:

• App operation
• School or organization administration
• Recordkeeping
• Backup and recovery
• Security monitoring
• Legal compliance
• Dispute resolution
• Enforcement of policies

When information is no longer reasonably needed, reasonable efforts will be made to delete, anonymize, or securely archive it, subject to technical limitations and legal or organizational requirements.

11. Account and Data Deletion

Users may permanently delete their account and personal account information directly in the app from the Settings screen, or by request as described in the Account Deletion Policy. Deleting an account removes the user's login and personal account profile.

Certain records are retained as part of the school's or organization's records even after an account is deleted, and are kept as historical records rather than an active account. These may include messages sent to teams or groups and the sender name attached to them; team, roster, and program membership and participation history, including roster information for an athlete a parent or guardian managed; family or guardian relationship records, which no longer function as an active authorization after deletion; and a limited internal record of the deleted account consisting of its name, email address, and deletion date, kept so retained records remain attributable. Records may be retained when necessary for legal compliance, safety, security, conduct or safety investigations, operational recordkeeping, school administrative requirements, or dispute resolution.

12. User Choices

Users may be able to update certain account information, adjust notification settings, request corrections, delete their account in the app or by request, or contact support regarding privacy concerns.

13. No Sale of Personal Information

Mohawkfoot Holdings LLC and Mohawkfoot Digital Studios do not sell personal information collected through the App.

14. Changes to This Privacy Policy

This Privacy Policy may be updated periodically. Updated versions may be posted within the App and on associated public web pages. Continued use of the App after updates may indicate acceptance of the updated Privacy Policy.

15. Contact Information

Questions regarding this Privacy Policy may be directed to:

Mohawkfoot Digital Studios

App development side of Mohawkfoot Holdings LLC

Email: support@suiteathletics.org