1. Who Uses Dugout Master

Dugout Master is a team-management tool for adults: coaches, team and league administrators, and parents or guardians. Accounts may only be created by people aged 18 or older. Children do not create accounts or log in. However, the people who use the Service routinely enter information about children — the players on their teams and the players who register for their events. Section 3 explains how we handle that information.

2. Information We Collect

2.1 Account Information

• Name, email address, and password (or your Google sign-in identity)
• Profile details you choose to add, such as a profile photo, team name, club colors and logo
• Subscription and billing status (plan, renewal date, and a subscription reference from our payment provider — we do not receive or store your full card number)
• Messages you send to support and feedback you submit, including the optional reason you give when deleting your account

2.2 Team Content You Create

Rosters, games, lineups, batting orders, practices, drills, diagrams, schedules, notes, voice notes, player evaluations, assessments, statistics (including statistics you import from GameChanger), videos, photos, events, and event registrations. Coaches you invite to a team can see and, if permitted, edit that team's content.

2.3 Information Submitted Through Public Event Pages

When a coach publishes an event (for example a tryout, clinic, lesson, or camp), a parent or guardian can register a player on the event's public page. The coach chooses which fields the form asks for. Available fields include the player's name, date of birth, graduation year, height, jersey number, positions, bats/throws, current team, experience, the parent or guardian's name, email and phone number, and free-text "Medical Conditions / Important Info" and notes. This information is delivered to the coach who runs the event.

If an event takes a fee, the event page links to a payment method the coach has supplied (such as Venmo, PayPal, or Cash App). Payment happens directly between the registrant and the coach on that third-party service. Dugout Master does not process, receive, or confirm those payments.

2.4 Connected Services

If you connect Google Calendar, we receive the email address of the Google account you connect, the list of calendars you can write to, and OAuth tokens that let us create and update the team events you choose to sync. See Section 7.

2.5 Automatically Collected Information

• IP address, browser type, operating system, and device information
• Pages viewed, features used, and in-app interactions
• Error reports and performance data
• If you enable notifications, a Web Push subscription for your browser or device
• Approximate or precise location only when you ask for it (for example, searching for a nearby venue)

2.6 Business Contact Information From Public Sources

To reach coaches and organizations who may benefit from Dugout Master, we sometimes record business contact details (such as a coach's name, team, organization, and publicly listed email or phone number) from posts and flyers that have been published publicly, for example on social media. We do not collect information about children this way. If you'd like us to delete a record like this, email support@dugoutmaster.com.

3. Children's Information

Dugout Master does not knowingly collect personal information directly from children under 13, and children cannot hold accounts. Information about players — many of whom are under 13 — is entered by coaches, team and league administrators, and parents or guardians. Where Dugout Master holds a child's information, it does so on behalf of the coach or organization that entered it, and only to provide the Service to that team.

3.1 Who Provides It

Coaches and administrators add players to their rosters, and parents or guardians submit event registrations. Anyone who enters a child's information represents that they are the child's parent or guardian, or that they have the parent or guardian's permission (for example, through their league or club's registration process) to provide it for the purpose of running the team or event.

3.2 What May Be Stored

• Name, jersey number, positions, bats/throws, and similar baseball details
• Date of birth, graduation year, and height
• Player photos, including face crops a coach creates from a team photo
• Practice and game video clips, and still frames extracted from them for motion analysis
• Statistics, playing time, lineups, attendance, evaluations, assessment results, and coach notes (including voice notes that mention players)
• Event registration details, including parent or guardian contact information and any medical or important information the parent chooses to provide

3.3 How It Is Used

Children's information is used only to operate the team and event features the coach uses, including the AI-assisted features described in Section 5. We do not sell children's information, we do not use it for advertising or marketing, and we do not build advertising profiles from it.

3.4 Parental Access and Deletion

A parent or guardian may ask to review the information held about their child, ask us to correct or delete it, or ask that no further information about their child be collected. Email support@dugoutmaster.com with the child's name and the team or event involved. We will verify that you are the child's parent or guardian, may involve the team's coach (who controls the team's records), and will act on verified requests within 30 days. Coaches can also delete a player or a registration at any time from within the app.

4. How We Use Information

• To create and manage accounts and provide the Service's features
• To sync, send, and display schedules, reminders, and notifications you have enabled
• To provide the AI-assisted features you choose to use (Section 5)
• To process subscriptions and billing
• To send transactional emails, such as email verification, coach invitations, and account notices
• To send product and marketing emails to account holders, which you can unsubscribe from at any time
• To provide customer support
• To diagnose errors, keep the Service secure, and prevent abuse
• To understand how the Service is used and improve it, using analytics only where you have allowed it
• To comply with legal obligations

5. AI-Assisted Features

Some features send information to OpenAI to generate a result. These run only when a user triggers them:

• Drill and diagram generation: the text description you enter.
• Voice-note transcription: the audio recording, plus the names on your roster so that players' names are transcribed correctly.
• AI Lineup Builder: your spoken or typed instruction, plus the names, jersey numbers, and current lineup of the players in that game.
• Motion analysis: a small set of still frames extracted from a player's video clip.

OpenAI processes this information as our service provider. Under OpenAI's API terms, data sent through its API is not used to train OpenAI's models. AI output is a suggestion; the coach remains responsible for reviewing it.

On-device face detection: when a coach imports a team photo to create individual player photos, faces are found using Google's MediaPipe library running entirely in the coach's browser. The photo is not sent to Google or to us for detection; only the crops the coach chooses to save are uploaded.

6. Service Providers and Sharing

We do not sell or rent personal information, and we do not share it for cross-context behavioral advertising. We share information with the service providers below, only as needed to run the Service and under their own privacy and security terms:

We may also disclose information:

• Within your team: to coaches and administrators you invite, according to the permissions the team owner sets, and publicly only where you choose to publish something (such as an event page or a shared game).
• For legal reasons: when required by law, or to protect the rights, safety, and security of our users, the public, or Dugout Master.
• In a business transfer: as part of a merger, acquisition, or sale of assets. Any successor would remain bound by this policy for information already collected.

7. Google User Data and Limited Use

If you connect Google Calendar, Dugout Master requests only the permissions it needs: to create and update events (calendar.events), to list the calendars you can choose from (calendar.calendarlist.readonly), and your Google account's email address so we can show which account is connected. We use this access only to write the team schedule you choose to sync into the calendar you select. We do not read, and do not store, the contents of your other calendar events. OAuth tokens are stored encrypted on our servers.

Dugout Master's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements. Specifically, information received from Google APIs is:

• used only to provide and improve the user-facing calendar sync feature you enabled;
• not transferred to others except as necessary to provide that feature, to comply with law, or as part of a merger or acquisition;
• not used or transferred for advertising, including personalized or retargeted advertising;
• not used to develop, improve, or train generalized AI or machine-learning models;
• not read by humans, except with your affirmative consent, when necessary for security purposes or to comply with law, or when aggregated and anonymized for internal operations.

You can disconnect Google Calendar at any time in Dugout Master's settings. Disconnecting revokes our access with Google and deletes the stored tokens. Events already written to your calendar stay there unless you delete them. You can also remove access from your Google Account permissions page.

8. Cookies and Analytics

We use necessary cookies and local storage to keep you signed in and remember your settings. Optional analytics (Google Analytics and FullStory) stay off until you allow them, and you can change your choice at any time through Privacy Preferences in the website footer. Our Cookie Policy lists the technologies we use. Sentry error monitoring is treated as necessary for keeping the Service working.

9. Data Retention

• Active accounts: we keep account and team information for as long as your account is active or as needed to provide the Service.
• Account deletion: you can delete your account yourself in Settings. Deletion removes your profile, the teams you own and their content (rosters, games, notes, videos, photos, events and registrations), and your uploaded files. Deletion runs straight away and is completed within 30 days, consistent with Section 11 of our Terms of Service. Any active subscription is set to cancel at the end of its billing period.
• Content you delete: players, registrations, notes, videos, and other items a coach deletes are removed from the live Service when deleted.
• Connected services: Google Calendar tokens are deleted when you disconnect or delete your account.
• Backups and logs: copies may remain in backups and system logs for a limited period (no longer than 30 days after deletion from the live Service in normal operation) before they are overwritten.
• What we keep longer: we may keep limited records where required by law or for legitimate purposes, such as resolving disputes, preventing fraud, or keeping a record of an unsubscribe request. Paddle, as merchant of record, keeps transaction records under its own legal obligations. Anonymous exit feedback you give when deleting an account is kept to help us improve.

10. Security

Data is encrypted in transit and stored on Google Cloud infrastructure, which encrypts data at rest. Access is controlled by per-team permissions enforced on our servers. Uploads require authorization, and payment details are handled by Paddle rather than by us. No system is perfectly secure, so we cannot guarantee absolute security. If a breach affecting your information occurs, we will notify you as required by law.

11. Your Rights and Choices

• Access and correction: view and edit most information directly in the app, or ask us for a copy.
• Deletion: delete your account in Settings, or ask us to delete specific information.
• Marketing: unsubscribe from marketing emails using the link in any of them. Transactional emails about your account will still be sent.
• Analytics: change your analytics choice at any time in Privacy Preferences.
• Notifications and connected services: turn off push notifications in your browser or in Settings, and disconnect Google Calendar at any time.

Depending on where you live, you may have additional rights under local law. We honor them regardless of your location, and we will not discriminate against you for using them. To make a request, contact support@dugoutmaster.com. We may need to verify your identity first.

12. Third-Party Links

The Service links to third-party sites and services, such as payment links a coach provides and embedded videos. Their privacy practices are governed by their own policies, which we encourage you to review.

13. Data Location

Dugout Master is operated from the United States, and information is processed and stored in the United States by us and our service providers.

14. Changes to This Policy

We may update this policy from time to time. If we make material changes, we will notify account holders by email or in the app before they take effect and update the effective date above.

15. Contact Us

Dugout Master LLC
Email: support@dugoutmaster.com
Phone: +1 (480) 522-5807