AthleticDesk ("we," "our," or "the app") is a web-based tool for managing high school athletic and activities department schedules, staffing, facilities, and communications. This policy explains what information we collect, how we use it, and how it's protected.
AthleticDesk is used by school employees (athletic directors, coaches, club sponsors, fine arts staff, and other staff) and, on certain public pages, by volunteers and parents who don't have an account. It is not directed at students or children, and we do not knowingly collect personal information directly from children.
We use the information above solely to operate the features of AthleticDesk: displaying schedules and results, managing staffing assignments, and — for staff who choose to connect their Google account — publishing schedules to Google Calendar and exporting data to Google Sheets. Reports such as the daily athletics email are prepared in the app for the staff member to copy and send themselves. AthleticDesk also sends a small number of automatic notification emails directly to the people they concern: space request approvals and decisions, volunteer sign-up confirmations, and trial reminders to a school's administrators. These are sent from an athleticdesk.net address through an email delivery provider, never through a user's Gmail account. We do not sell personal information, and we do not use it for advertising.
We do not share personal information with third parties except: (1) with the school's own staff, as necessary for them to do their jobs within the app; (2) with service providers that host or operate the app (such as our hosting, database, and email delivery providers), who process data only on our behalf; and (3) when required by law.
AthleticDesk's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.
Specifically, we use Google user data only to provide the features you can see and use in AthleticDesk (publishing your schedule to your calendar and creating Google Sheets exports). We do not transfer it to third parties except as needed to provide those features, for security purposes, or to comply with the law; we do not use it for advertising; and no person reads it unless you ask us to look into a problem, it is necessary for security, or the law requires it. You can revoke AthleticDesk's access at any time from your Google Account permissions page. For a scope-by-scope explanation, see Google Data & Privacy.
Schools that use Microsoft 365 can sign in with their school Microsoft account. AthleticDesk asks Microsoft only for permission to sign the person in and read their basic profile (name and email address), which is used solely to match them to their AthleticDesk account. AthleticDesk does not request access to Outlook mail, calendars, OneDrive, Teams, or any other Microsoft data, and does not store Microsoft access tokens after sign-in. A school's Microsoft 365 administrator can review or remove AthleticDesk's access at any time in the Microsoft Entra admin center, and individuals can do so from their My Apps page.
We take reasonable measures to protect information stored in AthleticDesk, including encrypted connections (HTTPS) and access controls limiting who can view or edit a school's data.
AthleticDesk is built for staff, not students. Students do not sign in, and we never collect information directly from students. The only place student information can appear is the optional equipment inventory, where a school tracks which equipment is issued to each athlete.
When a school uses AthleticDesk, we act on the school's behalf and under its direction, as a "school official" with a legitimate educational interest under FERPA. Schools remain responsible for their own student data privacy obligations (such as FERPA and applicable state student data privacy laws). We're happy to sign a district's student data privacy agreement if its policies require one.
We may update this policy from time to time. Material changes will be reflected by updating the "Last updated" date above.
Questions about this policy or your data can be sent to support@athleticdesk.net.