Privacy Policy

Your club or league decides what to collect and why — they are the ones with the relationship to your family. Run The Diamond stores and processes it on their instructions, and doesn’t use it for our own purposes.

That means if you want your details changed or removed, your club is usually the right first stop. If they can’t help, we will.

For parents, guardians, coaches, treasurers and administrators: name, email address, phone number if given, which organizations you belong to and your role in each, the documents you’ve signed, and a record of payments you’ve made.

For adults who work with athletes, clubs may also record the status and expiry of background checks and safety training. We store the status, not the underlying report.

We store a child’s name, date of birth, sport, team, and jersey number. Their date of birth is there because age divisions depend on it, not for any other purpose.

A parent or guardian provides this, or a club imports it from their existing records. Consent is recorded with a timestamp the first time a guardian signs a document for that athlete.

Children don’t have logins. There is no account for an athlete to sign into, no messaging, no profile, and nothing a child can publish. Everything about a child is visible only to their own guardians and to staff at their own club.

We don’t use children’s information for advertising, we don’t build profiles from it, and we don’t share it with anyone outside the processors in section 5.

Card and bank details never reach our servers. Payment pages are hosted by Stripe, and what comes back to us is the amount, the date, and whether it worked.

Stripe holds the payment method itself, under their own privacy policy. That is also why a saved card for a payment plan is stored with them and not with us.

We use a small number of processors, each for one job:

Stripe — payments and payouts. Resend — sending email. Vercel — running the service. Neon — the database.

Each is bound to use the data only to provide that service. Beyond them, we share your information with nobody. We don’t sell it, and we don’t allow it to be used for advertising.

We may disclose information if the law requires it, or to protect someone’s safety. If that ever happens and we’re permitted to tell you, we will.

If you belong to more than one organization, you have one account across all of them. Each club sees only its own athletes, its own invoices, and your role with them — never your involvement with another club.

While your club uses Run The Diamond, and while records are needed for their accounting. Financial records are kept for seven years, which is the ordinary retention period for them.

If a club closes its account, we hold their data for 30 days so they can export it, then delete it apart from those financial records.

You can ask for a copy of what we hold about you or your child, ask for corrections, or ask for deletion. Deletion may be limited where a record is part of a club’s financial history — we’ll tell you if that applies and what we can remove.

Depending on where you live you may have additional rights under laws such as the California Consumer Privacy Act. We apply the same practices to everyone regardless.

Transactional email — a payment reminder, a receipt, a document to sign — isn’t marketing and can’t be unsubscribed from while you owe a club money, because it is how they communicate with you. We don’t send marketing email to families.

Data is encrypted in transit and at rest. Every query is scoped to a single organization at the database layer, and that separation is verified automatically before any change ships. Sign-in is by emailed link — there is no password to be reused or leaked.

If we change this policy in a way that affects how your information is used, we’ll email account administrators before it takes effect, and clubs are expected to pass that on to their families.

Questions, or a request about your own information: privacy@runthediamond.org. See also our terms of service.