Last updated October 29, 2026
Playbook Room helps youth sports organizations run their coaches, players, teams and seasons. This policy explains what information the service holds, how it is used and the choices you have. If you have a question it doesn't answer, write to support@playbookroom.com.
Who is responsible for the data
Each organization that uses Playbook Room (a hockey association, a soccer league) decides what information to enter about its players, families and coaches, and who in the organization can see it. For that information the organization is in charge and we process it on its behalf. If you want to see, correct or remove information an organization holds about you or your child, start with that organization; we will help them do it.
We are responsible for the information we collect to run the service itself: accounts, sign-ins and the technical logs described below.
What we collect
Information organizations enter
- Players: name, date of birth, grade, gender, position, jersey number, shooting hand, governing-body membership number, address and team history.
- Parents and guardians: name, relationship to the player, email address and phone number.
- Coaches: name, contact details, membership number, team roles, whether they are paid, and the status of season requirements such as background screening and safety training (complete, needed or not required, with notes).
- Coaching material: drills, practice plans, PDF files, game lineups, game notes and links to videos.
Account information
Accounts are by invitation only. When you accept one we store your name, email address, optional phone number, a securely hashed password, the organizations you belong to with your role in each, and your notification preferences.
Technical information
Our servers log requests and errors, which can include your IP address, browser type, the pages requested and the time. We use these logs to keep the service running and secure.
Children's information
Players are often children, but children do not use Playbook Room. They have no accounts, and we do not collect information from them directly. Their information is entered by the organization they play for, which is responsible for having the permission it needs from parents or guardians. Player information is only visible to the organization's administrators and to coaches of the player's team.
Coaches can share a password-protected video page with their team's families. It shows only the videos the coach chose, never player information.
How we use information
- To provide the service: rosters, team assignments, coach requirements, lineups and the coaching library.
- To send the email and text messages you or your organization trigger: invitations, password resets and notifications.
- To keep the service secure, prevent abuse and fix problems.
We do not sell personal information, use it for advertising, or share it with data brokers.
Mobile phone numbers and text-message consent are never shared with third parties or affiliates for marketing or promotional purposes. They are used only to send the texts you turned on.
Who we share it with
We use a small number of service providers, each only for the job described:
- Microsoft Azure hosts the application and its database.
- SendGrid delivers email.
- Twilio delivers text messages, only to people who have turned them on.
- Google Fonts and jsDelivr serve the fonts and icons pages use, which means your browser contacts them.
- YouTube and Vimeo play videos a coach has linked. When you play one, that service may set its own cookies under its own privacy policy.
We may also disclose information when the law requires it, or to protect the safety of a person.
Cookies
We use only the cookies the service needs to work:
- a sign-in cookie that keeps you logged in;
- security cookies that protect forms against forgery;
- a cookie that remembers you entered the password for a coach's video page;
- a cookie that remembers your place in the demo tour.
We do not use advertising or analytics cookies.
Security
Information travels over encrypted connections. Passwords are stored as hashes, never as text. Each organization's information is kept separate from every other organization's, and within an organization, coaches see only their own teams. Drill and practice plan files are served only to signed-in members of the organization that uploaded them. No system is perfectly secure, and if a breach affects your information we will tell the affected organization and you as the law requires.
How long we keep it
We keep an organization's information while it uses Playbook Room. Coaches who have coached are deactivated rather than deleted, so a team's history stays accurate. When an organization stops using the service it can ask us to delete its information. Server log files are kept for seven days.
Your choices
- You can update your name, email, phone number and password, and download or delete your account, from Account Settings.
- You can choose which notifications you get by email or text. Text messages are off until you turn them on.
- To see, correct or remove information an organization entered about you or your child, contact that organization, or write to us and we will pass the request on.
Changes to this policy
When we change this policy we will update the date at the top. If a change is significant we will tell organization administrators before it takes effect.
Contact
Questions about privacy: support@playbookroom.com.