Athletify Privacy Policy
Effective date: [Month Day, Year]
Athletify, Inc. ("Athletify," "we," "us," or "our") provides workforce, scheduling, communication, and related services through our websites, mobile applications, and platform (collectively, the "Services"). This Privacy Policy explains how we collect, use, disclose, and protect personal information when you use the Services or interact with us.
This policy is written to be clear about a simple point: we do not sell or rent personal information, and we do not use Customer Data for third-party advertising. We use personal information to operate, secure, support, and improve Athletify for our customers and their users.
1. Scope and our role
This policy applies to information we collect from website visitors, prospective customers, account holders, and users of the Services.
When an organization (such as a city, parks and recreation department, school, or employer) provides the Services to its workforce or community (a "Customer"), that Customer generally decides why and how its workforce and operational data is used. In that setting, the Customer is responsible for its notices, permissions, retention rules, and responses to requests about information it controls; Athletify processes that Customer Data to provide the Services and as directed by the Customer. If a Customer has a signed agreement or data processing addendum with Athletify, that agreement controls to the extent of a conflict.
2. Information we collect
We collect the information needed to provide the Services. The categories below may apply depending on the features a Customer enables and how you use them.
| Category | Examples |
|---|---|
| Account and contact information | Name, email address, phone number, username, password or authentication information, role, organization, and profile image. |
| Workforce and operational information | Schedules, availability, time-off and shift requests, time and attendance information, assignments, positions, locations, task status, notes, and related audit history. |
| Customer content | Messages, forms and form responses, documents, photographs, attachments, and other content submitted to the Services. Form fields are configured by the Customer and may collect additional information chosen by the Customer. |
| Commerce information | Order and transaction details, purchaser contact information, and limited payment status information. Payment-card details are submitted directly to our payment processor and are not stored by Athletify. |
| Communications and support information | Messages sent through in-app chat or support, email and SMS communications, notification preferences, and information you provide when requesting support. |
| Device, usage, and security information | IP address, browser and device type, operating system, application version, session and log information, identifiers, error reports, and cookie or similar-technology data. |
| Location and mapping information | A location or address supplied to provide a location, directions, or map feature. We may derive coordinates from a supplied address. |
We collect information directly from you, from a Customer or another authorized user who creates or manages your account, automatically as you use the Services, and from service providers that support a feature you choose to use. We do not buy personal information from data brokers.
3. How we use information
We use personal information to:
- provide, maintain, and personalize the Services requested by a Customer or user;
- create and secure accounts, verify identity, prevent fraud and abuse, and troubleshoot problems;
- deliver scheduling, communications, notifications, payments, reporting, and customer support;
- respond to requests, enforce our agreements, and comply with applicable law;
- understand aggregate use of the Services, diagnose performance, and improve features, accessibility, reliability, and security; and
- send service, security, and account-related communications. We send marketing communications only where permitted by law, and you may opt out of those communications at any time.
Where we use data to improve Athletify, we use aggregated, de-identified, or otherwise minimized information where reasonably practicable. We do not use identifiable Customer Data to build advertising audiences or sell it to data brokers.
4. How we disclose information
We disclose personal information only as necessary to provide the Services, at a Customer's direction, with your direction, or as required or permitted by law. This may include:
- Within a Customer organization. Authorized Customer administrators and users may see information according to the Customer's configured roles and permissions. For example, a supervisor may see schedules or a message sent in a shared channel.
- Service providers. We use carefully selected providers to host and secure the Services, store files, deliver communications, process payments, provide messaging and support, detect errors, provide maps, and measure use of our public-facing site. They receive only the information reasonably necessary for their service.
- Legal, safety, and security matters. We may disclose information to comply with law, legal process, or a valid government request; enforce our agreements; protect the rights, safety, or property of Athletify, our Customers, users, or the public; or prevent fraud or security incidents.
- Business transfers. If Athletify is involved in a merger, financing, acquisition, reorganization, bankruptcy, or sale of assets, information may be transferred as part of that transaction, subject to applicable law and appropriate safeguards.
- With consent or at your direction. We disclose information when you or the Customer instructs us to do so.
We do not sell personal information. We do not share Customer Data for cross-context behavioral advertising, and we do not permit advertising networks to use Customer Data to target advertising.
5. Service providers and third-party features
The following providers may receive personal information when the relevant feature is used or enabled. Athletify uses them to provide services to you and our Customers, not to sell personal information.
| Provider or service | Purpose and information involved |
|---|---|
| Stream | In-app messaging and related push-notification delivery. This may include user ID, name, profile image, organization/channel membership, messages, attachments, message activity, and device tokens. |
| Intercom | Customer support and help-center communications. This may include account/contact details, organization and role, and support messages or attachments. |
| With consent, Google Analytics measures limited use of selected public and onboarding pages. Google Maps and Places may receive location or address queries to provide mapping and location features. Google Firebase Cloud Messaging may receive a device token and notification-delivery information when you enable push notifications. Google Analytics is configured with advertising storage, ad personalization, ad user data, and Google Signals disabled. | |
| Stripe | Payment processing and connected-account commerce. Stripe processes payment-card information directly; Athletify may receive limited transaction and payment-status information. |
| Mailjet and Telnyx | Transactional email and optional SMS authentication, invitations, and notifications. They may receive recipient contact information and the content needed to deliver the message. |
| Sentry | Error monitoring and performance diagnostics. Error reports can include device, browser, IP, and limited account or technical context necessary to investigate an issue. |
| Cloudflare | Website delivery, security, and optional bot-abuse protection. This may include IP address, device/browser information, and challenge-response information. |
| Object-storage and hosting providers | Securely host the Services and Customer-uploaded content. This may include files, attachments, and the information needed to retrieve and protect them. |
| OpenRouter or Google Vertex AI | Only if an AI feature is enabled for a Customer. The prompt, conversation, and the operational context needed to answer it may be sent to the configured provider. Customers should not enable an AI feature for sensitive data unless their agreement and configuration permit that use. |
Athletify operates its Metabase reporting environment as an internal, self-hosted analytics tool. It is not a separate recipient of Customer Data. We configure access to internal reporting according to role and need.
Links above are provided so you can read a provider's own privacy information. Their policies govern their independent processing; they are not incorporated into this policy, and you do not need to interpret each provider policy to understand Athletify's commitments here.
6. Cookies and analytics choices
We use cookies and similar technologies that are necessary for account access, security, settings, and core operation of the Services. Where required by law, we request consent before enabling non-essential analytics. You can manage browser cookies through your browser settings; disabling certain cookies may affect functionality.
Google Analytics is optional and is limited to designated public and onboarding pages. You may decline or withdraw analytics consent through the Services' cookie or analytics controls, where available. You may also use browser controls or Google's available opt-out tools. A Customer may separately control analytics or similar technologies on Customer-managed webpages or communications.
7. Data retention and export
We retain personal information for as long as reasonably necessary to provide the Services, meet the Customer's documented instructions, resolve disputes, enforce agreements, comply with legal obligations, and maintain appropriate security and audit records. Retention can vary by data type, Customer configuration, and applicable record-retention law.
Customers should maintain records in accordance with their own retention obligations. The Terms of Service describe Customer access to, and export of, Customer Data at termination or a planned discontinuation of the Services. After the applicable retrieval period, we may delete or de-identify Customer Data, subject to legal retention requirements, backup cycles, and any signed agreement.
8. Security
We use reasonable administrative, technical, and organizational measures designed to protect personal information. No system is completely secure, and we cannot guarantee absolute security. Please use a strong, unique password, protect your account credentials, and promptly notify us at support@athletify.com if you suspect unauthorized access.
9. Your privacy choices and rights
Depending on applicable law, you may have the right to request access to, correction of, deletion of, or a portable copy of personal information, or to object to or limit certain processing. You may also have the right to appeal a decision about your request.
For information controlled by a Customer, please make the request to that Customer first. We will assist Customers in responding to valid requests as required by applicable law and our agreements. For information Athletify controls directly, such as a website inquiry or support interaction, contact support@athletify.com with "Privacy Request" in the subject line. We may need to verify your identity and authority before responding.
You can opt out of promotional email by using the unsubscribe link in the message. You can stop SMS messages by replying STOP where that option is provided. Transactional, security, and account-service messages may still be sent when necessary.
10. Children
The Services are not directed to children under 13, and Athletify does not knowingly collect personal information from children under 13 without appropriate authorization. A Customer that invites or manages younger users is responsible for obtaining any consent or authorization required by law. If you believe that a child has provided personal information to Athletify inappropriately, contact support@athletify.com.
11. International processing
Athletify and its service providers may process information in the United States and other countries where they operate. When required, we use appropriate safeguards for international transfers.
12. Changes to this policy
We may update this policy to reflect changes in the Services, law, or our practices. We will post the revised policy and update its effective date. For a material change, we will provide reasonable advance notice when practicable and actively bring the change to affected users' attention before the new processing begins.
Changes generally apply prospectively. We will not use personal information collected under an earlier version of this policy for behavioral advertising, targeted advertising, or another materially different purpose unless we provide the notice, opt-out, and affirmative consent required by applicable law. When consent is required, it will be requested separately from these Terms and will not be inferred merely from continued use of the Services. If Customer Data is involved, Athletify will not repurpose it for advertising without the Customer's documented authorization and all legally required choices or consents.
13. Contact us
Questions, requests, and concerns may be sent to:
Athletify, Inc. support@athletify.com