Effective Date: February 24, 2026 · Last Updated: August 5, 2026
TeamLoop is owned and operated by Creative Design Software, LLC ("CDS, LLC," "we," "us," or "our"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use the TeamLoop platform ("Service"). By using the Service, you agree to the practices described in this policy.
Account Information: When you register or are invited to TeamLoop, we collect your name, email address, and role (e.g., administrator, coach, parent, player). If you sign in with Google or Apple, we receive your name and email from those providers. If you register a passkey, we store the public credential needed to verify your sign-in; your biometric data never leaves your device.
Team & Roster Data: Teams may collect and enter information about players and their families, including player names, dates of birth, jersey numbers and positions, photos, parent/guardian names and contact information, emergency contacts, and — where a team enables it during registration — school and grade, home address, uniform sizes, and experience level.
Medical Information: Parents and teams may record medical details for a player (such as allergies, conditions, and physical-on-file status) so that coaches have safety information at hand. This information is visible only within the team and is never published or sold.
Payment Information: Payments are processed by Stripe. We never see or store full card numbers. We keep transaction records — amounts, dates, payment status, and payment method type — and teams may record offline payments (cash or check) they receive directly.
Electronic Signatures: When you sign a waiver or permission slip, we record the typed name, the date and time, and the IP address of the signature, to support the integrity of the signed document.
Event & Location Data: Venue names and addresses entered for games and practices are converted to map coordinates so features like weather alerts can work. We do not track the real-time location of your device.
Usage Data: We automatically collect information about how you interact with the Service, including IP address, browser type, pages visited, and timestamps.
Cookies & Sessions: We use session cookies to keep you signed in. Our public marketing pages use Google Analytics to measure site traffic; the signed-in application and team websites do not. We do not use advertising cookies anywhere, and we do not sell or rent your personal information.
Your data is stored on secure, cloud-hosted infrastructure. We use industry-standard encryption for data in transit (TLS/SSL) and implement access controls to protect data at rest. Uploaded files such as photos, documents, and message attachments are stored in private storage and served through short-lived signed links. Only authorized personnel have access to production systems.
We use the following third-party services to operate TeamLoop:
These providers have their own privacy policies governing how they handle data. We do not sell or rent your personal information to any third party.
TeamLoop uses the Anthropic Claude API in two distinct ways.
Optional generative features. Coaches and administrators can request AI-assisted content such as message drafts, game recaps, and practice plans. Content needed to fulfil the request (such as game scores, stats, or message context) is sent to Anthropic for processing. These features are optional, and choosing not to use them has no impact on the rest of the Service.
Automated safety review. Because TeamLoop is used by teams that include minors, messages and uploaded images are automatically screened for safety before delivery — regardless of who sent them, including players aged 13–17. This means the text of a message or an uploaded image is sent to Anthropic for evaluation. Screening is a child-safety measure and is not optional. Content flagged by the review may be blocked or surfaced to team coaches or administrators.
In both cases, data sent to the Anthropic API is processed under Anthropic's API terms, is not used to train AI models, and is not retained by Anthropic beyond a limited period described in their privacy policy.
Messages you send in TeamLoop are visible to the people in that conversation. Two other parties can review them, for different reasons.
The owner of your club can review messages and content within their own teams, including private conversations, as part of keeping the club's members safe. These reviews are recorded in the team's activity log.
TeamLoop staff do not read your messages as a matter of course. We access message content when we are required to by law — for example in response to a warrant, court order, or similar lawful request. These reviews are recorded and retained.
Coaches do not have this access. A coach sees the channels they belong to and their own direct messages, and cannot read a conversation they are not part of — including messages between two parents.
Teams on certain plans can publish a public website with schedules, news, and roster or coach information. What appears on a public site is controlled by the team's administrators. Player photos are excluded from public pages where a parent has declined photo consent, and parents can decline or withdraw consent at any time through the team. If you believe information about you or your child appears on a team website in error, contact the team's administrator or email us at the address below.
TeamLoop takes the privacy of minors seriously. Our platform is used by sports teams whose rosters may include minor athletes.
Age Requirement: A player must be at least 13 to create their own account. During player sign-up we collect date of birth to check this, and account creation is blocked below 13 — with one exception, described next. A child under 13 can always take part in their team fully; this affects only whether they hold a login of their own.
Children Under 13, With Parental Consent: A club may give a player under 13 their own account, but only after a parent or legal guardian has signed a written consent form and returned it, and a club officer has confirmed the signature. Consent is obtained on a printed form returned by mail, fax or electronic scan; it is never given by ticking a box. Until that is done, no account exists and nothing is collected from the child.
What We Collect From a Consented Child: Their name, date of birth, and the email address used to sign in. If they set a profile photo, post a message in a team channel, upload a photo, or reply to say whether they are coming to a game or practice, we store that too. We also record the technical information described in Section 3, including IP address, device information, and a push-notification token if they enable notifications. We use all of it only to run the team — showing the schedule, letting coaches see who is coming, and letting teammates communicate. We do not sell it, and we do not use it for advertising.
What a Consented Child Cannot Do: They cannot send or receive private messages, cannot see or pay team fees, cannot see or edit medical information, and cannot see or sign waivers and other documents. Those remain with the parent's own account. The consent form lists this in full, and the parent can see the same list in their TeamLoop account at any time.
Third Parties That Receive a Child's Information: Messages and uploaded images are transmitted to Anthropic for the automated safety review described in Section 4a, before delivery, and this applies to children under 13 exactly as it does to everyone else. A coach may also generate a summary of a channel's recent messages, which sends that content to the same provider. Beyond that, information is held by our infrastructure providers — Supabase (database and file storage), Postmark (email delivery), Expo (push notifications), Cloudflare (network delivery), and Sentry (error reports) — each of which processes it only to provide those services to us.
We Do Not Require More Than Is Necessary: A child's participation in their team is never conditioned on giving consent or on providing more information than is reasonably necessary. A child whose parent gives no consent, or later withdraws it, remains on the roster with no loss of anything the family receives through the parent's account.
Minors Ages 13–17: Players between 13 and 17 years old may create an account to access team-related features such as game schedules, team messages, and team information. We collect limited personal information from these users, including name, email address, and date of birth. A parent or legal guardian must consent to their use of the Service, and documents that require an adult's signature (such as liability waivers) cannot be signed by a minor.
Coach-Entered Data: Coaches and administrators may also enter information about minor athletes (such as names, jersey numbers, positions, and team assignments) as part of roster management. This data is entered by authorized adults on behalf of the team.
Safety Review: Messages sent by any user, including minors, are automatically screened for safety as described in Section 4a.
Parental Rights: A parent or legal guardian has three separate rights, and may use any of them at any time.
Review. Ask to see everything we hold about your child, by contacting your club or us at the email address below.
Withdraw consent. Withdraw permission for your child to hold an account. You can do this yourself from your own TeamLoop account and it takes effect immediately, closing your child's login and removing them from team channels. You do not need to ask anyone.
Delete. Ask us to delete what we collected from your child. This is a separate request: withdrawing consent closes the account but leaves your child's past messages with their team. To have those removed as well, ask your club or write to us.
None of these removes your child from the team. If you believe a child under 13 holds an account without a parent's consent, please contact us immediately so we can close it.
Children's data and consent records. Information collected from a child under 13 is kept only while the account is active. When consent is withdrawn the account is closed at once; if deletion is also requested, what was collected from the child is removed. We retain the signed consent form itself after that, as our record that consent was given and that any withdrawal was acted on.
We retain your account and roster data for as long as your account is active or as needed to provide the Service. If you delete your account or request deletion, we will remove your personal data within 30 days, except that we retain records we are required or permitted to keep — financial and payment records in particular are retained for accounting, tax, and dispute-resolution purposes. Internal activity logs are kept on a schedule (roughly 3 months for routine operations and 13 months for security events) and then deleted automatically.
Depending on your jurisdiction, you may have the right to:
You can delete your account yourself at any time from the Settings page in the app. For any other request, contact us at the email address below.
We may update this Privacy Policy from time to time. We will notify you of material changes by posting the updated policy on this page with a revised "Last Updated" date. Your continued use of the Service after changes constitutes acceptance of the updated policy.
If you have questions about this Privacy Policy or your data, contact us at:
Creative Design Software, LLC
Email: [email protected]
© 2026 TeamLoop · Creative Design Software, LLC. All rights reserved.