Children's Data Notice

Effective date: September 26, 2026

Version: 2026-09-26

This notice is for parents and guardians. It explains the information about children that some youth sports clubs keep in the WhereTheyPlay Ultimate Dashboard: what is kept, who can see it, how long it is kept, and how to have it deleted. It is part of our Privacy Policy.

Clubs can buy the Ultimate Dashboard, and its roster opens to a club, only while the automatic deletions in section 6 are switched on. This notice explains how it works when a club uses it.

1. The basics

• Children never use WhereTheyPlay. A child never has an account, never logs in and never receives a message from the Service. Everything on the Service is for adults.
• Information about a child comes from an adult. Either a parent gives it when paying the club, or the club enters it and promises us it has a parent's permission.
• It is private to the club. A child's name and stats are never shown on any public page, in search results, on maps, in link previews or in anything we give to search engines.
• No photos of children, anywhere. The Service has no place to store photos of children, and our rules forbid them on every page.
• No birth dates. We ask for a team age (for example 12U), never a date of birth.
• No health information. We never ask for it, and clubs agree not to enter it.
• We do not sell it, use it for advertising, or use it for anything except running the club's dashboard for the club.

2. What a club can keep

About each child:

• first name;
• last name (optional when a parent pays);
• team age;
• which team the child is on, and when they joined or left it;
• game stats, such as hits or goals, that the club records; and
• links to payment records.

About each parent or guardian:

• email address;
• name (optional);
• relationship to the child (optional);
• the exact words the parent agreed to when giving the child's details; and
• registration payments made through WhereTheyPlay, and cash or check payments the club records for its own books.

Clubs can also send emails to parents through the Service. The text of those emails is written by the club and could mention a child.

3. Where it comes from

From you, when you pay. If a club's payment page asks for your child's details, you give your child's first name, last name if you want to, and team age. Before you pay, you tick a box to confirm that you are the child's parent or legal guardian and that you agree the club may keep this information to run its teams. We record the exact words you agreed to.

From the club. A club owner can add a child by hand or from a spreadsheet. When they do, the club promises us that the family agreed. We record that promise and who made it. The club is responsible for having that permission. It agrees to this in our Organization Terms. If you are not sure whether a club has your child on its roster, ask the club, or email us with the club's name and we will ask it for you.

4. What it is used for

Only to help the club run its teams:

• putting each child on the right team;
• keeping the club's own records of who has paid;
• keeping game stats for the club's coaches; and
• letting the club email parents and coaches.

There is no public leaderboard or ranking of any kind.

5. Who can see it

• The club's owner can see everything the club keeps.
• A coach can see the names, team ages and stats of the children on their own team only. Coaches cannot see parents' email addresses or any payment records. Every coach confirms they are 18 or older and agrees to keep what they see private.
• WhereTheyPlay staff can reach it only when needed to run, fix or secure the Service, or when the law requires.
• Our service providers store it or send the club's emails for us: Supabase (database), Vercel (hosting) and Resend (email). They may use it only to provide their service to us.
• Nobody else. Not other clubs, not other parents, not the public.

6. How long it is kept

A few things are kept after that. None of them is designed to hold a child's name:

• Payment records. Registration payments made through WhereTheyPlay are kept for tax and dispute reasons. They hold the paying adult's name and email and the amounts. They have no place for a child's name, and clubs agree not to type one into a program name or note.
• Records of agreement. We keep the exact words a parent or club agreed to, and when. The words name the club, not the child.

We may keep information longer if the law requires it, or to deal with a legal claim.

7. How a parent can have it deleted

The quick way. Every email a club sends you through WhereTheyPlay ends with a link: "Ask [club] to delete your family's records." When you use it:

1. That club stops emailing you through WhereTheyPlay straight away.
2. The club is told, and can delete your records with one button.
3. The club has agreed to act within 14 days. If it has not, we are told and we follow up with the club.

When the club deletes your records, we delete your email address and name from its roster, and each of your children who has no other parent or guardian on that club's roster, along with their team history and stats.

Or email us. Write to leads@wheretheyplay.com from your email address and tell us the club's name. We will pass your request to the club and follow up until it is done.

To see or correct it, ask the club, or email us and we will help.

8. The law

The federal Children's Online Privacy Protection Act (COPPA) applies to information collected online from children. WhereTheyPlay does not collect information from children: the information in the roster comes from parents and clubs. Even so, we follow the practices that law expects, including a written information security program and a written retention policy, which this notice includes.

If we ever learn that a child has given us personal information directly, for example through a contact form, we delete it.

9. Security

The roster is kept in a separate, locked part of our database that no public page can read. We check this with automated tests before we release a change to the Service. Access is limited to the club's owner and its own coaches, as section 5 describes. Our Privacy Policy describes the rest of our security.

10. Changes and contact

If we change this notice in a way that matters, we will email the clubs that use the roster, and every parent whose child is on a roster, at least 30 days before the change takes effect.

WhereTheyPlay LLC

123 2nd Ave S, Suite 230 #67, Edmonds, WA 98020

Email: leads@wheretheyplay.com