Terms of Service

Effective Date: February 12, 2026 | Version: 2.0

Last Updated: February 12, 2026

By creating an account or using Team Captain (the “Service”), you agree to these Terms of Service, which include our Data Processing terms below.

Who We Are
Who You Are
What We Do
Your Data — Data Processing Terms
Organization Responsibilities
Parent Responsibilities
Fees and Payment
Intellectual Property
Communications
Warranty Disclaimer
Limitation of Liability
Indemnification
Term and Termination
Changes to These Terms
Privacy Policy
State Privacy Rights
Dispute Resolution
General Terms
Contact Us

1. Who We Are

Team Captain (“we,” “us,” “our”) provides a web-based platform for recreational youth sports league management. We are located in Atlanta, Georgia.

Contact: support@teamcaptain.ai

2. Who You Are

Team Captain serves multiple types of users. These Terms apply to all of them.

A. Organizations

You are a recreational sports league, park, or organization (“Organization”) that:

Operates youth sports programs
Has collected personal information from participants and parents
Has obtained all required parental consents under COPPA
Has authority to enter this agreement on behalf of your organization

By accepting these Terms as an Organization, you represent that:

You obtained valid parental consent before collecting data from children under 13
You provided all required privacy notices to parents
You have legal authority to provide participant data to us
You comply with all applicable privacy and youth protection laws

B. Coaches and Volunteers

You are a coach, volunteer, or administrator (“Coach”) who has been invited by an Organization to access the Service. You access only the data your Organization has authorized you to see.

C. Parents and Families

You are a parent or legal guardian (“Parent”) who uses the Service to register your children for sports programs, view player information, and communicate with your Organization. You access the Service through your Organization. Only Parents (not children) may create accounts, submit personal information, or make payments through the Service.

By using the Service as a Parent, you represent that:

You are the parent or legal guardian of the children you register
The information you provide about your children is accurate
You consent to the Organization and Team Captain processing your children’s data as described in these Terms, including Section 4E (Children’s Data Protection)
You understand that your children’s data will be stored and used by the Organization for league management purposes, including player evaluations, draft placement, and team assignment
You may withdraw consent at any time as described in Section 4E, understanding that withdrawal may affect your child’s participation

D. General

Regardless of your role, you agree to:

Provide accurate information
Maintain confidentiality of your login credentials
Notify us immediately of any unauthorized access
Use the Service only for lawful purposes
Not attempt to access other organizations’ or users’ data
Not reverse engineer, copy, or misuse the Service

3. What We Do

We provide a platform to help youth sports organizations manage their programs and help families participate. The Service includes:

For Organizations and Coaches

Player management — Persistent player database with cross-season records, duplicate detection, and data import from other platforms
Draft management — Live draft sessions with multiple formats (snake, round-robin, snake-random-middle), pick tracking, and team assignment
Coach evaluations — Detailed skill-level player assessments that carry across seasons
League and season management — Sports, leagues, seasons, and teams with configurable structures
Roster management — Team rosters, player assignments, and coach assignments
Registration management — Season registration with eligibility recommendations, waitlist management, and discount codes
Payments — Registration fee collection via integrated payment processing, with funds deposited directly to the Organization’s connected payment account
Communications — Email, SMS, and push notifications to coaches and families
CRM — Player and family history, registration tracking, and administrative workflows
Data import — CSV import for player enrollment data, including compatibility with other platforms

For Parents and Families

Registration — Register players for seasons, camps, and events through a streamlined mobile-friendly experience
Player profiles — View your children’s information, season history, and team assignments
Payments — Pay registration fees securely via credit card or mobile payment
Notifications — Receive email, SMS, and push notifications about registrations, team assignments, and organization announcements
Multi-organization support — Manage registrations across multiple organizations from a single account

We may add, modify, or discontinue features at any time. We will provide reasonable notice for changes that materially affect your use of the Service.

4. Your Data — Data Processing Terms

A. Our Role

Organizations are the Data Controllers. Organizations control participant data and decide how it is used within their organization.

We are the Data Processor. We process data only on behalf of Organizations and only as needed to provide the Service.

Parents provide data to their Organization through the Service. When a Parent registers a player, the data belongs to that Organization. Team Captain processes it on the Organization’s behalf.

B. Data We Process

Participant names, dates of birth, gender, and age information
Parent/guardian contact information (names, emails, phone numbers, addresses)
Sports data (leagues, teams, draft history, evaluations, skill assessments)
Registration information, payment history, and participation records
Waiver acceptances and timestamps
Login credentials (encrypted) and account settings
Device information for push notifications (if enabled)
Communication preferences

C. How We Use Your Data

We will:

Use data only to provide the Service
Keep each Organization’s data completely separate from other Organizations
Encrypt all data in transit (TLS 1.3) and at rest (AES-256)
Log all data access for security
Delete your data when you request it

We will NOT:

Sell, rent, or share your data with third parties for marketing or advertising
Use your data for advertising or profiling
Collect data directly from children
Track participants across other websites
Use data for any purpose outside the Service

D. Data Isolation Between Organizations

Each Organization’s data is isolated. An Organization cannot access another Organization’s player records, evaluations, draft history, or registration data.

Parents may have accounts linked to multiple Organizations. Their login identity is shared across Organizations, but each Organization’s player data remains independent. A player’s records at one Organization are not visible to another Organization.

If a Parent wishes to share a player’s history with a new Organization (for example, when transferring to a different league), the Parent initiates the transfer and chooses what information to share. No automatic cross-organization data sharing occurs.

E. Children’s Data Protection and COPPA Compliance

The Service is not directed toward children. Children under 13 are not permitted to create accounts or access the Service directly. Children aged 13–17 may only access the Service with parental consent and through their Organization.

All children’s personal information enters the Service through one of two paths:

Organizations import player data (including children’s information) from their records or other platforms
Parents provide their children’s information during registration

In both cases, the Organization is the Data Controller and is responsible for obtaining verifiable parental consent under COPPA before children’s data is provided to the Service.

Our COPPA obligations. We process children’s data under the “support for internal operations” exception to COPPA (16 CFR § 312.5(c)(7)). We:

Maintain a written data security program as required by COPPA
Conduct annual security reviews
Train our personnel on children’s data protection
Do not use children’s data for advertising, profiling, or behavioral targeting
Do not sell, rent, or share children’s personal information for marketing purposes under any circumstances
Do not collect personal information directly from children under 13
Do not contact children directly — all communications are sent to Parents or Organization administrators
Store and process all children’s data within the United States

Unauthorized collection. If we learn that we have collected personal information from a child under 13 without verifiable parental consent, we will delete that information and any related records promptly. If you believe we have inadvertently collected such information, contact us at support@teamcaptain.ai.

Consent withdrawal. A Parent may withdraw consent for the processing of their child’s data at any time by:

Contacting their Organization directly
Contacting us at support@teamcaptain.ai

Upon consent withdrawal, we will work with the Organization to cease processing the child’s personal information and delete it within 30 days, except where retention is required by law or necessary to complete a transaction already in progress (such as a paid registration for a current season). Withdrawal of consent may affect the child’s ability to participate in the Organization’s programs.

Changes to children’s data practices. If we materially change how we use children’s personal information, we will notify affected Organizations and Parents by email before implementing the change. We will only use children’s information in a materially different manner with affirmative parental consent.

F. Third-Party Service Providers

We use these services to operate the platform:

Provider	Service	Location
Heroku	Application hosting	USA
Supabase	Database hosting	USA
Amazon Web Services	Email delivery (SES), SMS delivery (SNS), infrastructure	USA
Google	Authentication (OAuth)	USA
Stripe	Payment processing (Stripe Connect)	USA

All providers have contractual obligations to protect your data. We will update this list if we add or change providers and will notify Organizations of material changes.

G. Security Measures

We implement industry-standard security including:

Encryption: TLS 1.3 in transit, AES-256 at rest
Access Controls: Organization-based data isolation, secure authentication, session timeouts
Monitoring: Activity logging, security alerts, regular updates
Infrastructure: Secure cloud hosting, firewalls, regular backups
Policies: Written security program, designated security personnel, annual risk assessments

H. Data Breaches

If we discover a security breach affecting your data:

We notify affected Organizations within 24 hours via email
We provide: What happened, what data was affected, what we are doing about it
Organizations decide: Whether to notify parents and participants (we will support your decision)

Encryption Safe Harbor: If only encrypted data was accessed and encryption keys remain secure, Georgia law does not require notification to individuals.

I. Your Rights

Organizations can:

Export data anytime (CSV format)
Correct or update data through the platform
Delete specific records or all organizational data
Close their account

Parents can:

Access: View their children’s information, registration history, team assignments, and evaluation summaries through the Service
Right to know: Request disclosure of what personal information we hold about their children, including the categories of information collected, the sources of that information, and the purposes for which it is used
Correction: Request corrections to their children’s data through their Organization or by contacting us directly at support@teamcaptain.ai
Deletion: Request deletion of their children’s personal information and their own account data
Data portability: Request an export of their children’s data in a standard format (CSV)
Withdraw consent: Withdraw consent for processing their children’s data at any time (see Section 4E)

How to exercise these rights: Parents may exercise these rights by contacting their Organization or by emailing us directly at support@teamcaptain.ai. We will take reasonable steps to verify a Parent’s identity before disclosing or modifying any child’s personal information.

Response timeline: We will respond to verified requests within 5 business days. If we need additional time, we will notify you of the reason and expected timeline.

If we deny a request: If we deny any access, correction, or deletion request, we will provide the reason in writing. Parents may appeal a denial by emailing support@teamcaptain.ai within 30 days of receiving the denial. We will respond to appeals within 10 business days.

J. Data Retention and Deletion

Active account: We retain data as long as the account is active
After Organization closure: We delete all organizational data within 30 days
After Parent account closure: We delete account data within 30 days; player records within Organizations are retained until the Organization deletes them or closes their account
Backups: Deleted from backups within 90 days
Certification: We will provide written confirmation of deletion upon request

5. Organization Responsibilities

Organizations agree to:

Obtain all required parental consents before providing children’s data to the Service
Provide accurate information about participants, families, and programs
Maintain appropriate access controls for coaches, volunteers, and administrators
Notify us immediately of any unauthorized access or data concerns
Use the Service only for lawful purposes related to sports program management
Comply with all applicable laws, including COPPA and state privacy laws

Coaches and Volunteers

Organizations may invite coaches, volunteers, and administrators to access the Service. Organizations are responsible for:

Their coaches’ and volunteers’ use of the Service
Ensuring they protect participant data
Revoking access when appropriate (when a coach leaves, season ends, etc.)
Their compliance with these Terms

6. Parent Responsibilities

Parents agree to:

Provide accurate information about themselves and their children
Keep their login credentials secure
Notify their Organization or us if they believe their account has been compromised
Use the Service only for purposes related to their children’s sports participation
Not attempt to access other families’ or organizations’ data

7. Fees and Payment

A. Organization Fees

The Service may include fees for certain features, including but not limited to registration processing. Fee details are provided to Organizations during onboarding or as features are enabled.

We may change fees with 30 days’ written notice. If an Organization does not agree to a fee change, the Organization may cancel before the new fees take effect.

B. Registration Payments

When Organizations collect registration fees through the Service:

Payments are processed by our third-party payment processor (Stripe) and deposited directly into the Organization’s connected payment account
Team Captain is not a party to the transaction between the Organization and the Parent — we facilitate payment processing on the Organization’s behalf
Applicable processing fees are disclosed during registration checkout
How fees are allocated (absorbed by the Organization or passed to the Parent) is configured by the Organization
Refund policies are set by each Organization — Team Captain facilitates refunds as directed by the Organization

C. Parent Payments

Parents pay registration fees to their Organization through the Service. By submitting a payment:

You authorize the charge to your selected payment method
You acknowledge that the Organization sets the registration fee and any applicable policies (refunds, cancellations, discounts)
You understand that payment processing is handled by Stripe and subject to Stripe’s terms of service
Refund requests should be directed to your Organization

8. Intellectual Property

Organizations retain ownership of all data they enter into the Service.

Parents retain ownership of personal information they provide.

We retain ownership of the Service itself (software, design, features, trademarks).

License to us: You grant us permission to use your data solely to provide the Service.

License to you: We grant you a non-exclusive, non-transferable license to use the Service while your account is active.

9. Communications

A. Service Communications

By using the Service, you consent to receive communications necessary to operate the Service, including:

Account verification and security notices
Registration confirmations and payment receipts
Team assignments and draft notifications
System updates and maintenance notices

These communications are part of the Service and cannot be opted out of while your account is active.

B. Organization Communications

Organizations may send communications to Parents and Coaches through the Service, including announcements, reminders, and updates related to their sports programs. These communications are sent by the Organization using the Service — Team Captain delivers them on the Organization’s behalf.

C. Communication Preferences

Parents and Coaches can manage their notification preferences (email, SMS, push) in their account settings. Opting out of a communication channel applies across all Organizations. You may not be able to opt out of essential transactional communications (payment confirmations, security alerts).

D. SMS

By providing a phone number and enabling SMS notifications, you consent to receive text messages from the Service. Message frequency varies. Message and data rates may apply. Reply STOP to opt out of SMS at any time.

10. Warranty Disclaimer

THE SERVICE IS PROVIDED “AS IS” WITHOUT WARRANTIES OF ANY KIND, EXPRESS OR IMPLIED, INCLUDING WARRANTIES OF MERCHANTABILITY, FITNESS FOR A PARTICULAR PURPOSE, OR NON-INFRINGEMENT.

We strive for high availability but cannot guarantee uninterrupted access. We are not responsible for data loss caused by circumstances beyond our reasonable control.

11. Limitation of Liability

To the fullest extent permitted by law, in no event will our total aggregate liability arising out of or relating to the Service or these Terms exceed the greater of (a) one hundred dollars (US $100) or (b) the total fees paid to us by the applicable Organization in the twelve (12) months preceding the claim.

We are not liable for:

Indirect, incidental, consequential, or punitive damages
Lost profits, data, or business opportunities
Events beyond our reasonable control
Actions taken by Organizations, Coaches, or other users of the Service
Payment disputes between Organizations and Parents

Exceptions: This limitation does not apply to:

Data breaches caused by our gross negligence or willful misconduct
Our violations of COPPA or other privacy laws
Death or personal injury caused by our negligence
Anything that cannot be limited by law

12. Indemnification

Organizations agree to indemnify us against claims arising from:

Failure to obtain required parental consents under COPPA or applicable state privacy laws before providing children’s data to the Service
Violation of privacy laws, including COPPA, in the Organization’s collection and handling of participant data
Providing children’s personal information to the Service without verifiable parental consent
Inaccurate or unlawful data provided to the Service
Breach of these Terms
Disputes with Parents regarding registration fees, refunds, or program participation

We agree to indemnify Organizations against claims arising from:

Our breach of the Data Processing terms above, including our children’s data protection obligations in Section 4E
Our unauthorized use or disclosure of organizational data, including children’s personal information
Our violation of COPPA or applicable state privacy laws in our processing of data

13. Term and Termination

Term: These Terms continue until you or we terminate.

Organizations may terminate by:

Closing their account through the platform or by emailing us at support@teamcaptain.ai
Stopping use of the Service

Parents may terminate by:

Closing their account through the platform or by emailing us at support@teamcaptain.ai

We may terminate or suspend an account if:

You breach these Terms
An Organization does not pay applicable fees
We discontinue the Service (with 30 days’ notice)
We reasonably believe the account is being used fraudulently or in violation of law

Effect of termination:

Organizational data will be deleted within 30 days (or exported if requested before closure)
Parent account data will be deleted within 30 days; player records within Organizations are retained per the Organization’s data retention
Outstanding fees remain due
Sections that should survive termination (indemnification, liability limits, data processing obligations, dispute resolution) continue to apply

14. Changes to These Terms

Material changes (fees, data use, liability, etc.):

We will email affected users at least 30 days in advance
When you next log in, you will be asked to accept the updated Terms
If you do not accept, you may export your data and close your account

Non-material changes (clarifications, typos, reorganization):

We will update the “Last Updated” date above
We will notify you via email or in-app notice
Continued use means you accept the changes

You can always review the current Terms at this page.

15. Privacy Policy

For information about how we handle user accounts, usage data, cookies, and analytics, see our Privacy Policy.

The Data Processing terms in Section 4 above govern participant and player data provided to us by Organizations and Parents.

16. State Privacy Rights

Residents of certain states have additional rights regarding their personal information and the personal information of their children. These rights are in addition to the rights described elsewhere in these Terms.

If you are a resident of California, Colorado, Connecticut, Delaware, Florida, Indiana, Iowa, Montana, Nebraska, New Hampshire, New Jersey, Oregon, Tennessee, Texas, Utah, or Virginia, you may have additional rights under your state’s consumer privacy laws, including the right to:

Know what personal information we collect and how it is used
Access your personal information
Delete your personal information
Correct inaccurate personal information
Opt out of the sale or sharing of personal information (we do not sell or share personal information for advertising purposes)

We do not sell personal information. We do not sell, rent, or share personal information — including children’s personal information — for monetary or other valuable consideration.

We do not use personal information for targeted advertising. We do not use personal information for behavioral advertising or cross-context behavioral advertising.

To exercise any state-specific privacy rights, contact us at support@teamcaptain.ai. We will not discriminate against you for exercising your privacy rights.

17. Dispute Resolution

Governing Law: These Terms are governed by the laws of the State of Georgia, without regard to conflict of laws principles.

Disputes: Any disputes will be resolved in the state or federal courts located in Fulton County, Georgia.

Informal Resolution: Before filing any lawsuit, you agree to contact us at support@teamcaptain.ai to try to resolve the dispute informally. We will attempt to resolve disputes within 30 days of notification.

18. General Terms

Entire Agreement: These Terms, along with our Privacy Policy, are the entire agreement between us regarding the Service.
Severability: If any provision is found unenforceable, the rest remains in effect.
No Waiver: Our failure to enforce any right does not waive that right.
Assignment: You cannot transfer these Terms without our consent. We can transfer them with notice to you.
Force Majeure: Neither party is liable for delays caused by events beyond reasonable control (natural disasters, war, government actions, pandemics, internet outages, or power failures).
Independent Contractors: We are independent contractors, not partners or joint venturers.
Notices: We will send notices to the email address associated with your account. You are responsible for keeping your email address current.

19. Contact Us

Questions about these Terms?

Team Captain
Atlanta, Georgia
Email: support@teamcaptain.ai

Acceptance

Organizations: By checking the box during account setup and clicking “Create Account,” you acknowledge that you have read, understood, and agree to be bound by these Terms of Service on behalf of your organization.

Coaches: By accepting an invitation and accessing the Service, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.

Parents: By creating an account or completing a registration, you acknowledge that you have read, understood, and agree to be bound by these Terms of Service.

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