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Privacy Policy

Effective Date: January 2026 | Last Updated: January 2026

BenchBalancer ("we", "us", "our") is committed to protecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information when you use our sports rotation management platform.

By using BenchBalancer, you agree to the collection and use of information in accordance with this policy.

1. Information We Collect

1.1 Information You Provide

When you create an account or use BenchBalancer, we collect:

Data Type	Required/Optional	Purpose
Email address	Required	Account creation, authentication, notifications
Full name	Required	Account identification
Password	Required	Account security
Home club/organisation	Optional	Team organisation
Player names	Required for use	Rotation management, statistics
Player date of birth	Optional	Age group management
Parent/guardian names	Optional	Contact information for players
Phone numbers	Optional	Parent/guardian and emergency contact
Team names	Optional	Match organisation

1.2 Information Collected Automatically

We collect minimal automatic data:

• IP addresses: Standard server logging by our hosting provider for security purposes
• Browser storage (localStorage): Authentication tokens, game state, and user preferences stored locally on your device

2. Children's Privacy

2.1 Account Requirements

• Users must confirm they are 18 years or older, OR have parental/guardian consent to create an account
• This confirmation is required during the signup process
• Accounts are designed for coaches and parents to manage team rosters

2.2 Player Data

• Player information (including children's data) is entered and managed by the adult account holder
• The account holder is responsible for having appropriate consent to enter player information
• Parents can request deletion of their child's data by contacting the relevant coach or by using the account deletion feature if they hold the account

3. How We Use Your Information

We use collected information to:

• Provide the service: Manage player rotations, track playing time, record match statistics
• Account management: Create and maintain your account, authenticate logins
• Communication: Send account-related emails (confirmation, password reset, magic links)
• Improve the service: Understand usage patterns to enhance features
• Support: Respond to your enquiries and provide technical assistance

We do NOT use your information for:

• Targeted advertising
• Selling to third parties
• Marketing from third parties
• Profiling or automated decision-making

4. Data Storage and Location

Aspect	Details
Database provider	Supabase (PostgreSQL database)
Hosting Infrastructure	Amazon Web Services (AWS)
Server location	United States (AWS us-east-1, Northern Virginia)
Data transfer	Data is transferred to and stored in the United States
Backups	Automatic daily backups with point-in-time recovery

5. Data Sharing and Third Parties

5.1 Third-Party Services

We use the following third-party services:

Service	Purpose	Data Shared
Supabase	Database, authentication, realtime updates	All user data (stored securely)
Supabase Email	Account emails	Email addresses only
Google Charts API	QR code generation for game sharing	Share URLs only (no personal data)

5.2 We Do Not Share Data With

• Advertising networks
• Data brokers
• Social media platforms
• Marketing companies

5.3 Legal Disclosure

We may disclose your information if required by law, court order, or government request, or to protect our rights, safety, or the rights and safety of others.

6. Data Security

We implement industry-standard security measures:

Security Measure	Implementation
Password encryption	bcrypt hashing algorithm
Authentication	JWT tokens, OAuth 2.0, Magic Links
Data access control	Row-Level Security (RLS) ensuring users only access their own data
Data transmission	HTTPS/TLS encryption for all connections
Password requirements	Minimum 8 characters, 1 number, 1 special character

While we take reasonable precautions, no method of electronic storage or transmission is 100% secure. We cannot guarantee absolute security.

7. Your Rights and Choices

You have the following rights regarding your personal data:

7.1 Access Your Data

You can export all your data at any time:

• Go to Settings in the app
• Click "Export My Data"
• Your data will download as a JSON file

7.2 Correct Your Data

You can edit your information directly in the app:

• Profile information in account settings
• Player rosters and details
• Match information and statistics

7.3 Delete Your Data

You can permanently delete your account and all associated data:

• Go to Settings in the app
• Click "Delete My Account"
• Confirm deletion (this action cannot be undone)

Deletion removes:

• Your profile and account information
• All games and match history
• All player statistics
• All team rosters
• All scheduled matches

7.4 Alternative Requests

If you cannot access the self-service options, contact us at support@benchbalancer.com. We will respond to requests within 30 days.

8. Data Retention

Data Type	Retention Period
Account data	Until you delete your account
Game and match data	Until you delete your account
Live game sessions	Automatically deleted after 24 hours
Database backups	7-30 days (managed by Supabase)

After account deletion, your data is permanently removed from our active database. Backups containing your data will be automatically deleted according to the backup retention schedule.

Note on Subscriptions: Cancelling a subscription stops billing but does not delete your data. Data remains accessible until you delete your account.

9. Cookies and Tracking

We use browser localStorage to store:

• Authentication tokens: To keep you logged in
• Game state: To prevent data loss if you refresh the page
• User preferences: Theme settings, sound preferences
• Roster data: Saved team lineups

This data is stored locally on your device and is not transmitted to third parties for tracking purposes. We do not use third-party analytics cookies.

10. Spectator and Sharing Features

BenchBalancer allows coaches to share live game updates with spectators:

• Coaches can generate a shareable link or QR code
• Spectators can view the live game without creating an account
• Shared sessions automatically expire after 24 hours
• Only game state data is shared (player names, positions, playing time, scores)
• Contact information (phone numbers, addresses) is NOT shared with spectators

11. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of significant changes by:

• Posting the updated policy on this page
• Updating the "Last Updated" date
• For material changes, notifying you via email or in-app notification

Your continued use of BenchBalancer after changes are posted constitutes acceptance of the updated policy.

12. Payments

Payment features are currently in development.

When enabled, we will not store full credit card information on our servers. All payments will be processed by a secured third-party payment processor (such as Stripe). We will only retain transaction records as required for accounting and tax purposes.

13. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact us:

We aim to respond to all enquiries within 30 days.

14. Governing Law

This Privacy Policy is governed by the laws of Australia. For users in other jurisdictions, local privacy laws may provide additional rights.

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