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Synergy Sports CMS Privacy Policy

Last updated: October 10, 2026

This Privacy Policy explains how Synergy Sports Management ("Provider"), the operator of Synergy Sports CMS, collects, uses, shares, and protects personal information. It covers the Synergy Sports CMS platform, including club websites, registration, payments, director desks, the Synergy HQ phone app, and recruiting tools (together, the "Services"), and our website at synergysportscms.com.

This policy is part of, and should be read together with, the Synergy Sports CMS Service Agreement between Provider and each club ("Club" or "Customer"). If this policy and the Service Agreement conflict about a Club's data, the Service Agreement controls.

1. Who Is Responsible for Your Data

1.1 Clubs control family and player data. When a Club uses the Services to run its website, registrations, teams, payments, and communications, the Club is the controller of the personal information of its families, players, coaches, and members. The Club decides what information to collect and how it is used.

1.2 Provider processes data for the Club. For that data, Provider is the Club's processor (also called a "service provider"). Provider handles it only on the Club's behalf and under its instructions, as described in the Service Agreement, to provide, maintain, secure, and support the Services.

1.3 Provider controls its own customer data. Provider is the controller of personal information about its own customers' contacts, such as club directors, billing contacts, and people who visit our website, request a demo, or contact us about buying the Services.

1.4 What this means for families. If you are a parent, guardian, or player, your Club is your first point of contact for questions about your information. Please also review your Club's own privacy notice.

2. Information We Collect

2.1 Club staff and contacts. Name, email, phone number, role, login details, club name and details, and account activity for directors, billing contacts, coaches, and other staff the Club adds.

2.2 Families and players (including minors). Information the Club chooses to collect through registration forms and the Services, which may include:

• parent or guardian name, email, phone, and address;
• player name, date of birth, gender, age group, team, and jersey or roster details;
• emergency contacts, and medical or allergy information if the Club requests it;
• signed waivers, consents, and permissions;
• photos, schedules, attendance, check-in records, and messages; and
• recruiting information, such as academic details, highlights, and athletic statistics, if the Club or family enters it.

2.3 Payments. Payments are processed by Stripe. Families pay Clubs through Stripe Connect, and Clubs pay Provider through Stripe. Provider does not store full card numbers. We receive limited payment information from Stripe, such as the payer's name, the amount, the date, the last four digits and brand of the card, and the payment status. Stripe handles card data under its own privacy policy.

2.4 The Synergy HQ phone app. When you use the app, we may collect:

• Device information: device type, operating system, app version, and diagnostic and crash data;
• Push tokens: identifiers from Apple or Google used to send you notifications (you can turn notifications off in your device settings);
• Location (optional): your device's location only for check-in features and only if you give permission. You can turn location access off at any time in your device settings, but some check-in features may then not work; and
• Camera and selfie (for check-in): if the Club uses photo check-in, the app uses your camera to capture a check-in photo only when you choose to take one. We use these photos only for the Club's check-in and attendance records, not for facial recognition or advertising.

2.5 Helpdesk. When an authorized Club contact contacts support, we collect their name, email, the content of the message, any attachments, and the support history.

2.6 Cookies and analytics. Our websites and the Services use cookies and similar technologies to keep you signed in, remember preferences, keep the Services secure, and understand how the Services are used (for example, pages visited, features used, browser type, and IP address). You can control cookies through your browser settings. Blocking essential cookies may stop parts of the Services from working.

3. How We Use Information

We use personal information to:

• provide, operate, and maintain the Services for Clubs, including websites, registration, payments, communications, check-in, and recruiting tools;
• create and manage accounts and verify Authorized Contacts;
• process subscription billing for Clubs and enable Clubs to accept payments through Stripe;
• send service notices, such as receipts, account alerts, security messages, and push notifications enabled by the Club or user;
• provide support to Club directors and billing contacts;
• keep the Services secure, prevent fraud and abuse, and enforce the Service Agreement;
• understand usage and improve the Services, using aggregated or de-identified data where possible; and
• comply with law and respond to valid legal requests.

We never sell personal information. We do not share personal information for cross-context behavioral advertising, and we do not use family or player data to market to families.

4. How We Share Information

4.1 Subprocessors. We share information with trusted service providers ("subprocessors") that help us run the Services, only as needed for them to perform their services and under contracts that require them to protect it. These include:

We may update this list as our service providers change. Clubs may request the current list at support@synergysportscms.com.

4.2 Within the Club. Information is visible to the Club and the people the Club authorizes, such as directors, coaches, and team managers, according to the Club's settings. Information a Club publishes on its public website, such as rosters or photos, is visible to the public.

4.3 Legal and safety reasons. We may disclose information if required by law, subpoena, or court order, or when we believe in good faith that disclosure is necessary to protect the safety of any person (especially a child), to prevent fraud, or to protect the rights of Provider, Clubs, or users.

4.4 Business transfers. If Provider is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this policy.

5. Children's Privacy

5.1 Clubs obtain parental consent. The Services are used by youth sports clubs and may contain information about children, including children under 13. The Club is responsible for obtaining verifiable parental or guardian consent before it collects, uses, or shares a child's information through the Services, as required by the Children's Online Privacy Protection Act (COPPA) and other applicable laws.

5.2 Provider's role. Provider collects and processes children's information only on behalf of the Club and only to provide the Services. We do not use children's information for advertising, and we do not sell it.

5.3 Children using the app. Children under 13 should use the Services only with a parent's or guardian's involvement and with the consent their Club has obtained.

5.4 Parents' rights. Parents and guardians may ask to review, correct, or delete their child's information, or to stop further collection, by contacting their Club. Provider will help the Club respond. If you believe a child's information was collected without proper consent, contact your Club or email support@synergysportscms.com.

6. Security

We use reasonable administrative, technical, and physical safeguards to protect personal information, including encryption in transit, access controls, and limiting staff access to those who need it. No system is perfectly secure. If we learn of a security incident affecting a Club's data, we will notify the Club without undue delay and as required by law, so the Club can notify affected families where needed.

7. How Long We Keep Information

7.1 During the subscription. We keep Club data for as long as the Club has an active account.

7.2 After cancellation. After a Club's Service Agreement ends, the Club may request an export of its data within 30 days. After that, we delete or de-identify the Club's data within a reasonable period, except where we must keep it longer for legal, tax, accounting, or dispute purposes. Copies in routine backups are deleted as those backups expire.

7.3 Provider's own records. We keep billing records, contracts, and support history for as long as needed for business, legal, and tax purposes.

8. Your Choices and Rights

8.1 Families and players: contact your Club first. Because the Club controls family and player data, please send requests to access, correct, delete, or export your information to your Club. If you contact Provider, we will refer you to your Club and help the Club respond as required by law.

8.2 Clubs. Club directors and billing contacts can access and update much of their information in the Services, and can make privacy requests, including requests on behalf of their families, by contacting support@synergysportscms.com.

8.3 App permissions and notifications. You can turn off location, camera, and push notification permissions at any time in your device settings.

8.4 State privacy rights. Depending on where you live, you may have additional rights under state law. We will respond to verified requests as required by applicable law, and we will not discriminate against anyone for exercising their rights.

9. Governing Law and US-Only Service

9.1 US only. The Services are offered only to clubs and users in the United States, and personal information is stored and processed in the United States. The Services are not intended for use outside the United States.

9.2 Governing law. This Privacy Policy is governed by the laws of the State of Florida, consistent with the Service Agreement. Disputes between Provider and a Club are resolved as described in the Service Agreement's dispute resolution and arbitration section.

10. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version at https://synergysportscms.com/privacy/ and change the "Last updated" date. If we make material changes, we will notify Club directors and billing contacts by email or in the Services before the changes take effect.

11. Contact Us

Questions about this Privacy Policy or a privacy request:

Synergy Sports Management (operator of Synergy Sports CMS)
[ADDRESS]
Email: support@synergysportscms.com
Web: https://synergysportscms.com/privacy/

Families: please contact your Club first. Clubs: please contact us through your director or billing contact.