Privacy policy

Summary. We collect what OT Elevate needs to advise your family, and nothing to sell. We do not run ads, do not sell your personal information, do not collect your precise location, and do not put ad or tracking SDKs in the app. Your athlete’s information goes to one kind of outsider only, and only when you turn it on: college coaches, sent by your athlete’s own coach (see “Sending to college coaches”). Health information about your athlete — injuries, physical clearance dates, training load — is treated as consumer health data under its own rules, set out in its own section below. Everything has a deletion date, and deletion reaches our backups. A parent can read, export, and delete the whole record at any time.

This policy is written for parents. If any part of it is unclear, that is our fault; write to us and we will fix the wording.

Who we are#

OT Elevate is made by OverTime Sport Operations, LLC (the “Company,” “we,” “us”), a Texas limited liability company. We are the controller of the personal information described here.

Contact: support@otsportops.com
Safety: safety@otsportops.com

Who can have an account#

• The account holder is a parent or guardian, 18 or older. The subscription, the account, and every decision about the data belong to them.
• An athlete gets a login under the parent’s account, and must be 13 or older.
• A coach the parent invites — the athlete’s high school, club, select or private coach — can be connected to send to college coaches for that athlete (see “Sending to college coaches”). The coach does not get the family’s account, and never pays.
• We do not accept anyone under 13. Before we collect anything at all, the app shows a neutral age screen. If the answer is under 13, the signup stops there and we keep nothing from that attempt beyond what is needed to enforce the refusal.

Because under-13 users are refused before any collection, we do not operate a service directed to children under 13 under the Children’s Online Privacy Protection Act (COPPA) as amended, and we do not collect personal information from children under 13. See “Children’s and athlete data” below.

What we collect#

From the parent, at signup

• Name and email address.
• Your Apple sign-in identifier (held by our sign-in provider, Firebase). No password: you sign in with Apple, so there is no password for us to keep.

From Apple, if you subscribe

• Apple’s signed record of your subscription: which plan, when it started, renews or ended, whether it began with a free month, the price and currency, the App Store country, whether Apple refunded or revoked it, and Apple’s transaction identifiers. Apple processes the payment; we never see or store your card.

About the athlete, from you

• Name or nickname, birth year or age, graduation year, school, state, sport, position, grade level, and similar profile facts.
• Academic facts you choose to enter, such as GPA and test scores.
• Athletic record you choose to enter: teams, seasons, stats, testing numbers, awards.
• Health-related information — see “Consumer health data” below.
• Photographs of documents you upload for extraction, such as a sports physical form.

From using the app

• Conversations with Eli, and the memory Eli keeps about your athlete so it does not ask you the same thing twice.
• What the rules engine was asked and what it answered.
• Device and log information needed to run and secure the service: app version, operating system version, coarse timestamps, and IP address in server logs. When something goes wrong on our servers, the details of the error are kept in those same logs. We do not use a separate analytics or crash-reporting service.

What we do not collect

• No precise geolocation. The app does not request or collect precise location. State and school come from what you type.
• No advertising identifiers, and no ad or tracking software development kits (SDKs) in the app at all.
• No contacts, no photo library scanning, no microphone, no browsing history elsewhere.
• No biometric identifiers.

How we use it#

• To answer your questions: run the rules engine, keep the athlete’s record, and let Eli explain answers.
• To keep the account working: authentication, subscription status, support.
• To keep it safe: the crisis protocol in Crisis protocol, abuse prevention, and security.
• To fix and improve the product: our server logs and the errors in them, and investigating a bad answer you report.
• To meet legal obligations, including the annual crisis-referral count described in the crisis protocol, which does not include message content.

What we never do#

• No targeted advertising. We do not run advertising of any kind, and we do not profile anyone for anyone else’s advertising.
• No sale of personal information. We do not sell it and we do not share it for cross-context behavioral advertising, for money or for anything else of value.
• No disclosure of your personal information to clubs, camps, showcases, recruiting services, trainers, or anyone else who might want to sell your family something. See Conflicts and funding. College coaches receive your athlete’s information only through the sends you turn on, described below, and never your own contact details.
• No training of AI models on your content — see below.
• No selling of health data, ever, under any circumstance.

Third-party AI processing#

Eli’s explanations are generated by a third-party AI provider, which means some text from your account leaves our systems, and so does any document photo you ask Eli to read. We are explicit about it:

• Consent. Third-party AI processing is disclosed and consented to explicitly at onboarding, on its own screen, before Eli is used.
• No training. We use AI providers only on paid tiers whose contract terms commit that customer content is not used to train their models.
• Names are not removed. We do not yet take personal names out of the text before it is sent to a model. A document photo you ask Eli to read is sent as the photo, with whatever names are on it. Before a photo leaves your phone, the app removes its location and camera details.
• Minimum necessary. We send what the question needs, not the whole record.
• A safety check. Before Eli answers, the same provider also checks the message for signs that someone is in crisis, as Crisis protocol describes. That check only decides whether the fixed crisis response is shown.
• No ads, no sale. Nothing sent to a model is used for advertising or sold.

Consumer health data#

This section is the Company’s consumer health data privacy policy for purposes of the Washington My Health My Data Act. It also applies to every user, in every state, because we are not going to treat a kid’s injury history differently depending on where they live.

What we mean by health data. In OT Elevate, consumer health data is information about your athlete’s body and health, including:

• injuries, symptoms, and recovery status you record
• physical-exam and clearance dates, and clearance status
• restrictions or return-to-play notes you enter
• training load logs, soreness, and similar wellness entries
• information extracted from a sports physical form you photograph

How we get it. Only from you or your athlete typing it in, or from a document you choose to photograph and upload.

Why we use it. To keep the athlete’s record in one place, to remind you of clearance and expiration dates, and to let Eli answer questions about paperwork and participation requirements. Eli does not give medical opinions; see How Eli works.

Our commitments on health data

• It is never sold. Not to anyone, at any price, with or without consent. We do not offer the authorization form that a sale would require, because there will be no sale.
• It is never used for advertising, ours or anyone else’s, and it is never used to build a profile for marketing.
• We never put it in iCloud. The app keeps health data out of iCloud backup, iCloud Drive, and any Apple sync surface; it lives in our own systems and on the device. A folder you export and choose to save is yours — including to iCloud Drive; we never put it there.
• It is not shared except with the processors in the table below that are strictly necessary to store and serve it, each under a written contract limiting them to our instructions. We do not share it with schools, clubs, coaches, colleges, or insurers, and it is never included in a message sent to a college coach.
• Deletion reaches backups. When you delete health data, it is removed from live systems immediately and purged from backups within the window in Retention schedule.
• Photographs stay in the file until you delete them. A document photo, such as a sports physical form, is kept with the athlete’s record as proof of what it said, next to the fields read from it. You can delete the photo at any time, and it goes with the account.
• Access is limited to the smallest number of people who need it to operate the service, under the controls in Information security program.

Your rights in health data. You may withdraw consent to the collection or sharing of consumer health data, and you may ask us to delete it, at any time, using the contacts under “Rights requests.” Withdrawing consent may mean parts of the app stop working — a clearance reminder needs a clearance date — and we will tell you which parts. We do not charge you or degrade the rest of the service for exercising these rights.

Children’s and athlete data#

• The floor is 13. Under-13 signups are refused at a neutral age screen before any collection, which is how we sit within the mixed-audience treatment under COPPA as amended without collecting children’s data.
• The parent holds the account. An athlete login is created by the parent and can be turned off by the parent at any time.
• Athletes are told at their first login, in plain language, what their parent can see: the conversations, the record, and Eli’s memory. Nothing in this app is private from the account holder, and we say so up front rather than letting a kid assume otherwise.
• No targeted advertising to anyone, minor or adult, and no profiling of a minor for advertising.
• No social feed, no rankings of athletes, and no messaging between adults and minors inside the product. There is no mechanism for a stranger to contact your athlete here, because there is no mechanism for anyone to contact your athlete here. Messages to college coaches go from one adult, the athlete’s own coach, to another, and replies go back to that coach, not to the athlete.
• The break reminder and AI disclosure described in How Eli works apply to every athlete session.

These same protections are what we rely on for Google Play’s Families policies if and when an Android version ships.

Texas-specific commitments#

The Company is a Texas LLC, and Texas law shapes several of the commitments above. Under the Texas SCOPE Act and the Texas Data Privacy and Security Act, for a user we know to be a minor:

• we do not sell the minor’s personal information, and we disclose it only when the parent directs us to, by turning on sending to college coaches;
• we do not use it for targeted advertising;
• we do not use it to build a profile for advertising;
• the parent holds the account and can review, export, and delete everything in it, including the athlete’s conversations and Eli’s memory, and can disable the athlete login;
• there is no feed, no ranking, and no adult-to-minor messaging to moderate in the first place;
• privacy-protective settings are the default: sending to college coaches is off until the parent turns it on, and it goes to named college staff, never to the public. Nothing about an athlete is published.

Under Texas SB 2420, we accept and honor the age category and parental consent signals the app store provides about the account holder and the device, we ask for the account holder’s age at signup, and we obtain a parent’s consent before an athlete login is created. If we make a material change to how we collect or use personal information, we will ask for consent again rather than assuming the old one covers it.

Sending to college coaches#

Getting your athlete in front of the right college coaches is the point of OT Elevate, so this is the one place your athlete’s information leaves the app. It happens only on these terms:

• Off until you turn it on. Only the parent who holds the account can turn it on, change it, or stop it. An athlete login cannot.
• From your athlete’s own coach. You invite the coach who knows your athlete best — high school, club, select or private. He agrees once, and connects his own email, so messages go out from his address and replies land in his inbox. OT Elevate uses that connection to send these messages and for nothing else.
• Only what you chose. You pick what goes in: for example your athlete’s name, graduation year, school, position, measurements, stats, academic facts, and links to film. Anything you did not pick stays out.
• Never these: health information of any kind, conversations with Eli or Eli’s memory, the athlete’s or the family’s own email address or phone number, and anything you have not approved.
• Only to college coaches. Messages go to the coaching and recruiting staff of colleges on your athlete’s list, at the addresses their schools publish (see “College coaches’ public work details”). They are sent when your athlete has something new, spaced out, within each division’s recruiting rules, and never to a coach who has asked to stop.
• What your coach sees. The coach you invite sees what is sent for your athlete, which colleges it went to, and whether they opened it or watched the film. He does not see the rest of your account.
• Not a sale. Nobody pays for this: not the colleges, not the coach, and we pay no one. We never give your athlete’s information to anyone for money or anything else of value.
• Stop any time. Turning sending off stops every future message at once. Messages already delivered are in the colleges’ inboxes, and we cannot take them back.

Turning sending on is its own consent, asked for on its own screen when you choose it; agreeing to this policy does not turn it on.

College coaches’ public work details#

This section is about people who are not our users: the football coaches and recruiting staff at NCAA Division I colleges.

• What we keep. Each staff member’s name and title, their work email address if their school’s athletics website publishes it, and their public X account if their own page on that website links it. Nothing else: no photos, phone numbers, biographies, or other social accounts.
• When a message reaches them. When a family’s coach sends them a message through OT Elevate, we record when it was sent, whether it was opened, and whether the linked film was watched, and we show that to the athlete’s family and the sending coach. A coach who asks not to receive these messages gets no more from anyone using OT Elevate.
• Where it comes from. Only the school’s own athletics website. We never guess an email address or build one from a pattern.
• Why we have it. So a family, and their athlete’s own coach, can see who coaches each position at a college and how that school says to reach them.
• How long we keep it. We refresh it monthly. When a school stops listing someone, they drop out at the next refresh.
• Removal. A coach who wants their details taken out can write to support@otsportops.com. We remove them and keep them out of every later refresh.

Retention and deletion#

Nothing is kept forever. The full schedule, with every category, is in Retention schedule. The main rules:

Deletion reaches backups. Deleting something removes it from live systems right away. Our backups are encrypted and rotate on a fixed schedule; a deleted record is gone from every backup copy within the backup purge window in the schedule, and if a backup is restored in the meantime, the deletion is re-applied as part of the restore procedure. The procedure is written down in Information security program.

Third-party processors#

We use a small number of vendors to run the service. Each is under a written contract that limits them to processing on our instructions, forbids using your information for their own purposes, and forbids selling it. These are all of them.

We do not use ad networks, data brokers, or tracking SDKs, so none appear here. When we add or change a processor, we update this table.

Rights requests#

Depending on where you live, you have rights to know what we hold, get a copy, correct it, delete it, withdraw consent, and appeal a decision. We give every user all of them, everywhere.

What a parent can do directly in the app, without asking us

• Read the athlete’s conversations with Eli.
• Read and delete Eli’s memory about the athlete.
• Correct anything in the athlete’s record.
• Export the whole record as one folder, in a portable file. It holds everything our database keeps about your family:
• who is on the account, the athlete’s profile and login, and every consent given or taken back, with its date;
• the athlete’s record — documents, schools, seasons, test results, film links, spending, and everything else entered into it — and the original document photos we hold;
• health data;
• every conversation with Eli (also as plain text, one file each) and the notes Eli keeps;
• the rule answers the app gave, and the facts each was worked from;
• what the App Store told us about your subscription (never card details);
• the account’s activity: notifications, including any safety notice sent to a parent; the question you asked the calendars to follow; each question sent to Eli’s AI provider and what came back; the requests you made to us; and the log of what was done on the account, such as exports and deletions.
• Delete the account and everything in it.

What to do if you would rather write to us

Email support@otsportops.com from the email address on the account. We verify you by your control of that address and of the account; we will not ask you to send us identity documents.

• We respond within 45 days, and will tell you if we need one extension of up to 45 more days and why.
• There is no charge, and exercising a right never degrades your service or your price.
• Appeals: if we refuse a request, we will say why in writing and tell you how to appeal. Appeals go to the same address with “appeal” in the subject and are decided within 60 days. If we deny the appeal, we will give you a way to complain to your state attorney general.
• An athlete may ask us for the same things, and we will route the request to the parent who holds the account and tell the athlete we did.

Security#

We keep a written information security program, published at Information security program, covering access control, encryption in transit and at rest, backups, logging, incident response, and vendor review. If a breach affects your information, we will notify you and the regulators the law requires, without delay.

Where your information is#

In the United States. Our servers, database, stored files and backups are in Google Cloud’s Iowa region (us-central1). Firebase, Anthropic and Voyage AI process what they receive in the United States.

Changes to this policy#

If we change something material — what we collect, who we send it to, how long we keep it — we will say so in the app before the change takes effect and update the date at the top. Material changes to how we use personal information are put to you for consent rather than applied to data we already hold.

Contact#

OverTime Sport Operations, LLC
support@otsportops.com
Safety concerns: safety@otsportops.com
515 Winchester Drive, Celina, TX 75009