Privacy Policy

Last updated 2026

This is a plain-language starting template, not a substitute for review by an actual attorney. Because Mound HQ stores information about student-athletes, some of whom are minors, we'd strongly recommend having this reviewed by a lawyer familiar with youth-sports and privacy law (including COPPA, if it applies to your situation) before relying on it.

1. What we collect

When an Organization uses Mound HQ, the following may be stored:

Player info: name, jersey number, position, grad year, measurables (height, weight, bats/throws, 60-yard time), academic info (GPA, test scores, intended major), and contact details for the player and their listed contacts (phone, email).
Performance data: pitching/hitting stats, TrackMan session data, and any other numbers a coach logs.
Photos and videos uploaded by coaches or players, plus comments left on them.
Account info: name, email and/or phone number, and a securely hashed password for anyone with a login (coaches, admins, parents, players, or recruiting coaches).
Basic technical data like IP address and timestamps, collected automatically by our hosting provider's server logs for security and troubleshooting.

We don't run advertising trackers, third-party analytics, or marketing pixels on the site. The only cookie we set is a functional session cookie that keeps you signed in.

2. Who adds this data, and why

This information is entered by an Organization's own coaches/admins (or by players and parents directly, when invited to do so) as part of tracking that Organization's own athletes. We don't collect this data ourselves or buy it from anyone else. See our Terms of Service for who's responsible for getting appropriate consent before adding a minor's information.

3. How it's used

To run the product: showing a player's own stats/video to their own Organization, sending password-reset codes and account invites, and generating recruiting reports.
To show an opted-in player's profile to approved college coaches on the recruiting portal, but only after that player (or their parent/guardian) explicitly turns visibility on.
To keep the service running securely and to fix problems when something breaks.

We do not sell personal information, and we do not use it for advertising.

4. Where it's stored

Data is stored on Render's hosting infrastructure and backed up nightly to Cloudflare's object storage (R2). Uploaded photos and videos are also stored on Cloudflare R2, at a web address that isn't linked from anywhere public and isn't indexed by search engines, but that also isn't protected by a login. Treat a direct link to a photo or video the same way you'd treat any shared link: don't post it somewhere public if you don't want it seen.

Password-reset codes and account invitations are sent by email (via Gmail's SMTP service) and, if a program has it configured, by text message (via Twilio). Neither provider stores athlete data beyond what's needed to deliver that one message.

5. Who can see what

An Organization's coaches/admins can see everyone in their own Organization.
Players and parents can see their own player's profile (and any teammates visible on shared pages like leaderboards, depending on how the Organization has set things up).
College coaches on the recruiting portal can only see players who've explicitly opted in, and only after the coach's own account has been individually approved.
One Organization can never see another Organization's players, videos, or stats.
The person operating Mound HQ has the technical ability to access data across Organizations in order to run backups, provide support, and keep the platform working, but does not use that access to view player data except when necessary for those purposes.

6. Your choices

A player (or their parent/guardian) can turn recruiting visibility on or off at any time from their profile.
You can ask your Organization's admin to correct or remove your information, or contact us directly at [email protected] and we'll help.
An Organization's owner can delete their Organization's data entirely; when that happens, all associated players, stats, photos, and videos are permanently removed.

7. Children's privacy

Mound HQ is a tool provided to sports organizations, not a service marketed directly to children. Any information about a minor athlete is added by that athlete's own coach, program, or parent/guardian, not collected by us directly from the child. If you're a parent and want to review, correct, or remove your child's information, contact your Organization's admin or reach us directly at [email protected].

8. Changes to this policy

If we make a material change to how we handle personal information, we'll update the date at the top of this page.

9. Contact

Questions about this policy, or a request about your data? Reach us at [email protected].

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