Privacy policy

The short version

• We only keep what a team needs to run its season.
• No ads. We never sell or rent your information.
• No tracking, analytics or advertising tools, on the website or in the app.
• Your team sees your contact details. Nobody else does.
• You can delete your account yourself, at any time, from Profile.

What we keep

About you. Your name, the email address you sign in with, and your phone number if you add one. You can change them in Profile.

About players. Players don’t have accounts. A team manager or a player’s guardian adds the player’s name, birth year, jersey number and position, and the email addresses of their guardians.

What your team adds. The schedule and its change history, who is or isn’t going to each event and who said so, announcements and who has read or confirmed them, chat messages, and photos and PDFs shared with the team. Reports of chat messages sent to managers are kept too.

To keep you signed in and send notifications. Each sign-in records the IP address and the kind of device and browser it came from. If you turn on notifications, we keep the address your phone or browser gave us for sending them. If you subscribe to the schedule from a calendar app, we keep the private link for your calendar.

Server logs. Our server records each request, including its IP address, to keep TeamBook working and secure.

Delivery records. For each email and notification, we record its kind, when it was due and when it was sent, so we can tell if delivery is slow. These records don’t include names, addresses or message text.

Who sees it

• Your team. Managers, staff and families on a team see its roster, schedule, attendance and announcements, and the contact details of everyone on it. You’re told this before you accept an invitation. A group’s chat and announcements are seen by the people in the group and the team’s managers.
• Managers also see the team history: who changed the roster, schedule, invitations and permissions, and when.
• Nobody outside your team. Leaving a team, or a player leaving it, removes your access to it, and removes your contact details from it.

Companies that help us run TeamBook

These companies handle information only to provide their service to us.

• DigitalOcean runs our server in Toronto, Canada. Accounts, rosters, schedules, attendance and messages are stored there.
• Cloudflare carries traffic to and from teambook.ca, and stores photos, PDFs and our encrypted backups.
• Resend sends our emails, such as sign-in codes and schedule changes.
• Apple delivers notifications to the iPhone app. On the website, notifications go through your browser’s own notification service; their content is encrypted so that service can’t read it.

Cloudflare’s file storage and Resend are outside Canada, so photos, PDFs, backups and emails may be stored or processed in other countries, such as the United States. Emails say what changed and link to TeamBook; they don’t include contact details.

If you subscribe to the schedule from a calendar app, the calendar provider you choose (such as Apple, Google or Microsoft) gets a copy of your team’s events: their names, times, places and descriptions. It never gets attendance, contact details or files.

On your phone

So TeamBook works at the rink without a connection, the website and the app save your schedule, attendance, team contacts, announcements and chats on your phone. Photos and PDFs you open are saved for up to 30 days. Signing out removes all of it, and so does Clear offline data in Profile.

The website uses one cookie, to keep you signed in. There are no other cookies.

How long it’s kept

• Teams: while the team is active. At the end of a season a team is archived: its members can read it for 2 years, then it’s deleted with everything in it.
• Players: deleted when they’re no longer on any team.
• Sign-ins: codes and sign-in links stop working after 15 minutes. A sign-in not used for 6 months is removed.
• Invitations: expire after 30 days if not accepted.
• Team history and reports of messages: 3 years.
• Server logs: no more than 30 days.
• Backups: encrypted, and kept for 30 days.
• Delivery records: 13 months.

Deleting your account

Choose Delete my account in Profile, on the website or in the app. It happens straight away: you’re removed from all your teams and your contact details, sign-ins and notification settings are deleted. If you’re a team’s only manager, you’ll be asked to make someone else a manager first.

Some things stay with the team, because others rely on them: messages you sent (shown as from “Deleted user”), schedule events you created and their change history, and the team history, which records that you deleted your account. Copies in our backups are gone within 30 days.

Keeping it safe

TeamBook uses encrypted connections only. Phone numbers are also encrypted in our database, and backups are encrypted. There are no passwords to steal: you sign in with a code or link emailed to you. Photos and PDFs are shown only to people on the team, through links that stop working after a short time.

Your choices

You can see and change your details in Profile, turn notifications off, and delete your account. To ask for a copy of the information we have about you, to correct something you can’t change yourself, or with any other privacy question, email [email protected]. We’ll reply within 30 days.

If you’re not satisfied with our answer, you can contact the Office of the Privacy Commissioner of Canada.

Changes to this policy

If we change this policy, we’ll update the date at the top of this page. If a change affects how your information is shared, we’ll tell you by email before it takes effect.