ADS Athlete App & Coach Portal — Privacy Policy

Effective Date: August 2026

Applicability: United States Residents Only

Notice to Users: The ADS Athlete App and Coach Portal are operating solely within the United States and are intended exclusively for citizens and residents of the United States aged 13 and older. We do not offer services internationally, nor do we consent to the jurisdiction of foreign data protection regimes. If you reside outside the United States or are under 13 years of age, you are not authorized to use this App.

1. Scope

This policy covers the ADS Athlete App (iOS/Android, and its web development build) and the ADS Coach Portal (web application for coaches and staff), together referred to as “the App”. It describes what information the App collects, how it is used, who it is shared with, and the choices available to athletes, parents/guardians, and coaches.

This policy does not cover the www.athletedevelopmentsolutions.com marketing website, which governs website visits, course sales, and marketing tracking under its own dedicated policy.

2. Information We Collect

2.1 Account & Registration Information

Account Credentials: Name, email address, and password (managed via Supabase Authentication).
Athletic Profile: Sport (e.g. baseball, softball, volleyball, etc.), competitive program tier (e.g., “Durable Velo Pro” “Volleyball Power”, etc.), team assignment, and season status (in-season/off-season).
Parent/Guardian Contact Data: For any athlete under the age of 18, a parent or legal guardian’s email address and/or cell phone number is strictly required during registration to facilitate parental notification, verification, and account unlocking.
SMS Transactional Notice: When a parent or legal guardian provides a cell phone number, you expressly consent to receive automated transactional text messages (such as account verification links, authorization codes, and security alerts) from ADS at that number. Consent is not a condition of purchase. Message and data rates may apply, and message frequency varies. Reply HELP for help, or contact us at [email protected]. Reply STOP at any time to opt out of future text messages.

2.2 Training, Competition and Body Soreness Information

This is the core category of data collected by the App, all of it self-reported by the athlete or entered by their designated coach:

Daily Check-Ins: Self-reported high-intensity activity, upcoming game/bullpen events, and specific body areas indicating soreness or “no soreness”.
Assigned Workouts: Workout assignments, completion logs, exercise sets, repetition counts, and resistance/weight levels.
Matches/Games Played,Throwing & Pitching Logs: Total matches/games played, throwing distances, total throw counts, plyometric throw counts, and—on designated game or bullpen days—pitch counts and maximum recorded velocity.
Disclaimer Regarding Health & Athletic Performance Metrics: Self-reported athletic performance, workout volume, throwing metrics, and general physical soreness are collected strictly for the operational purpose of calculating athletic conditioning routines. This data is non-clinical, non-diagnostic, and does not constitute Protected Health Information (PHI) under HIPAA, nor does it constitute "Consumer Health Data" under state health privacy laws (including the Washington My Health My Data Act) or medical diagnostic records. The App does not offer medical advice, medical diagnosis, or clinical treatment.

2.3 Coach & Team Management Information

Coach Profiles: Name, email address, role, and authorized team assignments.
Audit Logs: Administrative actions taken by coaches on an athlete’s account (e.g., season status changes, program updates, password reset requests, roster activations) are logged with a timestamp and the acting coach’s identity.
Coach Communications: Internal coach-to-coach messages (team broadcasts or individual) are stored.

2.4 Technical Information

Operational Request Data: Standard network request metadata required to securely operate the service (e.g., IP address for rate-limiting, authentication, and abuse protection).
Zero Ad Tracking: We do not use advertising tracking pixels, commercial analytics SDKs, or third-party marketing trackers in the App. We utilize strictly necessary local storage tokens and functional cookies required solely to maintain user login sessions and app security.

3. How We Use Information

We use the collected information strictly to:

Authenticate user identities and maintain secure accounts.
Calculate, determine, and display personalized workout assignments based on check-in answers and training logs.
Allow coaches and authorized staff to manage team rosters and monitor training compliance.
Operate, protect, secure, and maintain the functionality of the App.
Communicate transactional updates (e.g., password resets, parental consent requests, account security alerts).

We do not use athlete health or performance data for advertising, nor do we sell user data.

4. How We Share Information (Sub-Processors & Data Location)

Data is shared strictly as necessary to deliver the App's core functionality with the following third-party service providers, each operating under strict contractual data protection obligations:

Supabase: Primary database, authentication service, and secure file storage. Receives account, team, health, and training data. All data hosted via Supabase is stored exclusively on secure servers located within the United States.
Trainerize (ABC Fitness Solutions): Workout content library and exercise video delivery. Receives exercise assignment IDs to serve instructional video and exercise names. Trainerize does not receive athlete check-in answers, soreness logs, or velocity metrics. All calls are processed within the United States.
Twilio: Transactional SMS delivery engine. Receives parent/guardian cell phone numbers strictly to dispatch automated verification codes, account authentication links, and security alerts. Twilio does not store or use phone numbers for commercial marketing, nor is this data shared with third-party data brokers.

No Commercial Data Sales: We do not sell personal data, nor do we share athlete data with third-party advertising networks or data brokers. We may disclose information only if required by law, court order, to defend legal rights, or in connection with a business merger or asset sale (in which case affected users will be notified).

5. Data Retention & Deletion Schedule

Active Accounts: Account details and athletic history are retained for as long as the account remains active or associated with an active team roster.
Account Deactivation & Deletion: Upon account deactivation, team removal, or receipt of an explicit deletion request from an athlete or authorized parent/guardian, all associated personal and performance data will be permanently deleted or fully anonymized within 90 days.

6. Minor Athletes & Age Restrictions (13+ Policy & Under-18 Parental Consent)

Because the App is designed for high school and youth athletes, we enforce age restrictions and parental authorization protocols to comply with state youth privacy standards and the Children’s Online Privacy Protection Act (COPPA):

6.1 Strict Prohibition of Children Under 13

The App is not intended for or directed to children under 13 years of age. We do not knowingly collect, solicit, or maintain personal information from children under 13.

If we discover or have reason to believe that a child under 13 has created an account or provided personal information, we will immediately lock and permanently delete the account and all associated data. If a parent or guardian believes their child under 13 has provided us with personal information, please contact us immediately at [email protected].

6.2 Parental Consent Protocols for Minors Aged 13 to 17

Any account created for an athlete aged 13 to 17 is automatically initialized in a locked state (PENDING_PARENT_CONSENT).

Account Lock: Minor athletes aged 13 to 17 are blocked from logging in, performing check-ins, tracking soreness, or viewing assigned workouts until a parent or legal guardian authorizes the account.
Authorization Method: When a coach adds a minor athlete or when a minor signs up directly, an automated authorization request is dispatched to the provided parent/guardian email address or mobile phone number via Twilio. The account remains locked until the parent clicks the verification link, reviews this policy, and confirms consent.

6.3 Parental Rights & Controls

Parents and legal guardians of minor athletes aged 13 to 17 retain full authority over their child’s account. At any time, a parent/guardian may:

Review the personal and performance information stored about their child.
Request corrections to inaccurate or incomplete information.
Revoke previously granted consent and direct the permanent deletion of their child's account and historical data.
Refuse to permit further collection or use of their child's information.

To exercise these rights, parents may contact our privacy team at [email protected].

7. User Rights & State Specific Privacy Disclosures

7.1 General User Rights

Athletes, parents/guardians, and coaches have the right to:

Access and download a copy of the personal information stored in their profile.
Request corrections to any inaccurate or incomplete data.
Request complete account deletion, subject to our 90-day retention schedule.

Account settings can be managed directly within the App's Profile screen. Formal privacy requests submitted to [email protected] will be processed within 30 days.

7.2 State-Specific Consumer Rights (e.g., Indiana, California, Virginia)

Depending on your state of residence, state privacy laws may grant you specific statutory rights regarding your personal data. ADS provides the following assurances to all users:

Right to Opt-Out of Sale / Targeted Advertising: ADS does not sell personal data or engage in targeted behavioral advertising.
Right to Opt-Out of Profiling: ADS does not engage in automated profiling that produces legal or similarly significant effects.
Non-Discrimination: We will never discriminate against any athlete, parent, or coach for exercising their statutory privacy rights.

7.3 Appeals Process

If ADS denies or is unable to fulfill your data privacy request, you will receive a written explanation within 30 days. You have the right to appeal our decision by replying to the denial notice or emailing [email protected] with the subject line "Privacy Request Appeal." An executive compliance officer will review your appeal and respond in writing within 45 days. If your appeal is denied, you may contact your State Attorney General’s Consumer Protection Division.

8. Data Security

We maintain technical, administrative, and physical security measures to protect user data against unauthorized access, loss, or alteration:

Data Encryption: All data in transit is encrypted using modern HTTPS/TLS 1.2+ protocols. All databases, user profiles, and media assets stored within our infrastructure are encrypted at rest using industry-standard AES-256 encryption.
Access Control: System APIs enforce Role-Based Access Control (RBAC), strictly limiting coach access to athletes currently assigned to their active team roster.

While we implement commercial safeguards, no method of electronic storage or transmission is completely infallible, and absolute security cannot be guaranteed.

Security Incident & Breach Notification: In the event of a security incident resulting in unauthorized access to unencrypted personal data of any user or minor athlete, ADS will conduct a prompt investigation and notify affected users and/or their verified parents or legal guardians without unreasonable delay, in compliance with applicable state data breach notification laws.

9. Changes to This Policy

We may update this Privacy Policy to reflect app updates or legal requirements. Updates will be published with a revised “Effective Date” at the top of this document. For significant material changes that affect how we handle the personal data of minor athletes, direct notification will be sent to the parent/guardian email address on file prior to the change taking effect.

10. Governing Law & Dispute Resolution

This Privacy Policy and all matters arising out of the use of the App are governed strictly by the laws of the State of Indiana, without regard to conflict of law principles. Any legal dispute or claim relating to this policy shall be resolved exclusively through confidential mediation or binding arbitration held in Indiana.

11. Contact Us

For questions regarding this Privacy Policy or to exercise parental or user data rights, please contact:

Athlete Development Solutions

Privacy & Compliance Dept.

Email: [email protected]

Mailing Address: Athlete Development Solutions, 5534 Saint Joe Road, Fort Wayne, IN, 46835

Appendix: Scope Separation Notice

This policy applies strictly to the ADS Athlete App and Coach Portal. The public marketing website at athletedevelopmentsolutions.com operates under a separate Terms & Conditions and Privacy Policy governing general web browsing, ecommerce sales, and public marketing.