Privacy Policy

1. Information we handle and how we use it

We receive information directly from you, from authorized coaches, administrators, players, parents, and guardians, and automatically when you use the service. This may include:

• Account: name, email, country, authentication state, role, team access, and legal-consent records.
• Team operations: teams, schedules, practices, matches, events, attendance, invitations, and coaching content.
• Player data: name, number, positions, team, optional contact and emergency-contact details, gender/category, grade/school year, and uniform sizes.
• Restricted player data: account or guardian relationships, address, exact date of birth, medical information, and external identifiers when supplied by an authorized person.
• AI and voice: prompts, relevant team or match context, generated responses, temporary audio, transcripts, and operational usage information.
• Technical and support: app version, platform, pseudonymous usage events, security/audit events, error logs, and messages you send us.
• Pre-launch interest: name, email, and club submitted through the interest form.

We use this information to provide and secure RugbyEngine; manage accounts, teams, schedules, practices, matches, and statistics; provide requested AI and transcription features; enforce permissions and limits; provide support; diagnose problems; prevent abuse; comply with law; and understand general product usage. We do not sell personal information or use it for cross-site advertising. RugbyEngine does not use advertising SDKs or third-party behavioral analytics at launch.

2. Players and guardians

Player information is usually provided by an authorized adult Coach, administrator, player, parent, or guardian. The person or organization providing it must have authority to do so and must make this Policy available to the relevant player or guardian.

Assigned Coaches can access information needed to operate their teams. Address, exact date of birth, medical information, guardian relationships, and external identifiers are restricted to specifically authorized users and service operations. RugbyEngine accounts are limited to people aged 18 or older.

A player or guardian may ask what information we hold, request correction, or request deletion by emailing hello@rugbyengine.com. We may need to confirm identity and coordinate with the relevant team or club so that we do not disclose information to an unauthorized person.

3. AI and audio

When an authorized user requests an AI feature, RugbyEngine sends the prompt and relevant team, roster, match, event, or coaching context to OpenAI. Voice recordings are temporarily uploaded for transcription and deleted after the transcription attempt, including if it fails. A transcript intentionally saved as a team voice note remains team content until it or its workspace is deleted.

Operational AI records may include model, usage, duration, and credit information. OpenAI API data is not used to train OpenAI models by default. Provider security and abuse-monitoring records may be retained for up to 30 days unless different approved controls or legal requirements apply. You can avoid this processing by not using AI or voice features and can disable microphone access through your device settings.

4. Service providers and sharing

We use:

• Google Cloud and Firebase: hosting, authentication, database, file storage, server functions, app verification, and venue search.
• OpenAI: AI responses and voice transcription requested by an authorized user.
• Apple: iOS distribution and device services.
• Email and domain providers: account, security, support, and privacy communications.

We require providers handling RugbyEngine information to protect it consistently with this Policy and applicable law. We may also disclose information when required by law, when needed to protect users or the service, as part of a business transfer, or when you authorize us to do so.

5. International processing

Information is primarily processed in the United States. Our providers may also process information in other countries where they operate. Users in Australia and New Zealand should understand that their information may be processed overseas. We use contractual, technical, and organizational safeguards appropriate to the service and provider.

6. Retention

• Raw voice audio is deleted after the transcription attempt; duplicate AI retry records are deleted within 24 hours.
• Unverified signup records are retained for 7 days.
• Expired invitations and raw usage events are retained for up to 90 days.
• Operational logs are retained for up to 30 days and security records for up to 12 months.
• Non-identifying usage summaries and pre-launch interest records are retained for up to 24 months.
• Closed support, privacy, and compliance records may be retained for up to 3 years.
• Account and team content remains while the relevant account or workspace is active or until deletion is requested.
• Backup copies generally expire within 90 days.

We may retain limited information longer where reasonably necessary for legal, security, fraud-prevention, dispute, or compliance purposes.

7. Account deletion and choices

Start deletion in RugbyEngine under Settings → Account → Delete account. We require recent authentication and confirmation. Access is revoked after an accepted request, and deletion from primary systems is normally completed within 30 days. Backup copies expire within 90 days.

Shared team records may remain without personal attribution. A workspace owner must transfer the workspace to another verified adult Coach or choose to delete the workspace.

If you cannot sign in, email hello@rugbyengine.com from the account address. We will verify identity before acting.

You may request access, correction, or deletion; withdraw optional consent by stopping the relevant feature or changing device permissions; or make a privacy complaint. Rights and exceptions vary by location. Contact us first so we can investigate. You may also contact the privacy regulator where you live.

8. Security

We use technical and organizational safeguards designed to protect information, including authentication, access controls, protected server functions, and service-provider security measures. No system is completely secure. We will provide legally required notifications if a qualifying security incident occurs.

9. Contact and changes

Privacy, access, correction, deletion, and complaint requests may be sent to hello@rugbyengine.com.

RugbyEngine is operated by Bayindy Investments LLC.

We may update this Policy when the service, its providers, or applicable requirements change. We will publish the revised effective date and request renewed acceptance when a change is material.