Privacy policy

Coach's Dugout is a planning tool for youth baseball coaches. This policy describes what happens to information entered into the app by a coach — an adult account holder. Players on a coach's roster do not create accounts, do not log in, and do not interact with the app directly. Everything about a player is entered by their coach, the same way a coach might keep notes in a paper binder or a spreadsheet — this app just organises it and helps with planning.

From the coach directly:

• Email address and password (for account access)
• Team name, league name, age group
• Optionally, your name

Entered by the coach, about players on their roster:

• Player name and jersey number
• Position eligibility and notes about position fit
• Skill ratings (overall and by category), entered and updated only by the coach
• Freeform coaching notes
• Logged pitch counts, tied to specific dates
• Game schedule details you choose to enter, such as opponent, date, and the field or location

Generated through using the app:

• Rule sets (a coach's own league or tournament rules, pasted in as text)
• Generated lineups and the reasoning behind them, and practice plans
• Season records

We do not collect: photos, video, your device's location, or anything from a player directly, since players never use the app themselves.

Only coaches on that team. Team data is isolated per account — this isn't just a policy statement, it's enforced at the database level and checked in the application code, and that isolation is directly tested.

A team can have two kinds of coach, and they do not see the same things:

• The head coach — the person who created the team. Sees and can change everything on it.
• Assistant coaches — see the roster, the schedule, the league rules, plans that have already been made, and can use Dugout Mode and log pitch counts during and after a game. They cannot see player ratings, category ratings or the coach's notes about a player at all, not even read-only, and cannot run tryout evaluations. They also cannot create new game or practice plans.

Hiding ratings and notes from assistants is deliberate. These are teams coached by parents, and a coach's private assessment of somebody else's child is not something another parent should be reading. That restriction is enforced where the data is fetched, not by hiding a menu item, so it holds regardless of what any screen chooses to show.

Nobody outside a team sees any of it, with two exceptions: the person who runs the app, who can reach the database in order to keep it running, and the services listed below that process it on our behalf.

We do not sell data, use it for advertising, or share it with anyone outside what's necessary to run the app (described below).

Anthropic (Claude API) — used to generate game lineups. When a head coach generates one, this is sent to the API: that team's player names and position eligibility; any best positions and position notes the coach has written about a player; the rule set text and the “how you coach” note; any note typed for that game; and each pitcher's rest status, worked out from logged pitch counts. Player ratings are sent only in “Best lineup” mode, where they are what the request is about; in “Normal rotation” they are left out of the request entirely rather than sent with an instruction to ignore them.

Practice plans are not generated this way and nothing about your team is sent anywhere to produce one — drills are chosen on our own server from a fixed, curated library.

Under Anthropic's commercial terms, API data is not used to train their models. Anthropic's published policy is that inputs and outputs are deleted within 30 days, except where Anthropic must keep them longer for safety review or legal reasons. We do not control that retention and cannot guarantee a shorter or longer period.

Supabase — our database and authentication provider. Team and player data is stored here, protected by the access controls described below.

Our web hosting provider — serves the app to your browser, and so handles the requests you make to it.

None of these services is used for any purpose beyond directly providing the features described in this policy.

Some information in this app is about children — the players on a coach's roster. We want to be direct about how we think about this:

• This information is entered by an adult coach, about a child who never interacts with the app, never creates an account, and is never asked to provide any information themselves.
• We collect the minimum needed for the app's purpose: a name, notes, and performance information a coach would normally track for their own team management. We do not collect anything beyond what a coach chooses to enter.
• This information is never shared, sold, or used for any purpose outside helping that coach plan for their own team.
• A coach can delete their team's data at any time, and can ask for a copy of it (see below).

We do not keep team data indefinitely with no defined endpoint. Specifically:

• Data for an active, ongoing season is retained for as long as the coach is using it.
• When a coach explicitly ends a season, that season's data is archived.
• When a coach starts a new season, we check for any archived season older than the one that just closed. If one exists, we ask the coach to actively choose: keep it, or delete it permanently. This is tied to the coach's own season transitions, not a fixed calendar schedule, so it never interrupts an active season.
• "Keep" is never a one-time, permanent choice — it applies only until the next season-start check, and requires the coach to actively decide again at that point. There is no setting anywhere that means "retain forever".
• No archived season is retained longer than 24 months, regardless of how many times a coach has chosen to keep it or how often new seasons start — this is a fixed backstop enforced on a schedule, independent of the check-in above, so it still applies to a coach who has stopped using the app entirely.
• A coach can delete any individual archived season, or their entire account, at any time, without waiting for either of the above.
• Deleting an archived season does not affect a coach's current roster, current player records, or current ratings — those are separate, ongoing data. It removes that specific season's plans, planning rationale, practice plans, schedule and pitch logs.

When anything is deleted — a player, a game, a season, or an entire account — it is removed from active systems immediately, and from backups within 30 days. Deleting an account removes the sign-in record too — your email address and password, held by our authentication provider. If that step ever fails, the app tells you so plainly and you can email us to finish it. We retain nothing beyond that except records we are legally required to keep, such as basic account records for legal or accounting purposes.

When a season's data is deleted, we keep a small record noting that it happened: the season's name, its start and end dates, the date of deletion, and counts of what was removed. This record contains no information about any player. It exists so a coach can see that a deletion was policy rather than a fault.

The home page has a form for coaches who would like a place in the closed beta. It is separate from having an account: sending it does not create one, and nothing on it is linked to one.

What the form collects:

• Your name, email address, and league or organization
• The age group you coach
• An optional note, if you choose to write one

To limit repeated submissions we also keep a one-way scrambled fingerprint of the network address a request came from — not the address itself. It is only used for the following hour, is deleted automatically after that (the next time someone submits the form, or when the daily clean-up runs), and is not stored with your request.

What it is used for: contacting you about the beta, and nothing else. We do not add you to a mailing list, share the request with anyone, or sell it. It is stored with the same database provider as everything else described here and is readable only by the person who runs the app.

How long we keep it: requests are deleted 12 months after they are sent, or sooner on request — email support@coaches-dugout.com and it will be removed.

If you are approved: your email address is also added to the list of addresses allowed to create an account. It is just the address, with no other detail, and it is kept on that list until it is removed — email the address above and it will be taken off. Removing it does not affect an account you already have.

• Copy: there is no export button in the app yet. To get a copy of your team's data, email support@coaches-dugout.com from the address you sign in with and we will send it to you.
• Delete: a coach can delete individual plans, games, or entire seasons from the Seasons page, and can delete their whole account from Team settings. That removes every team and everything in it, and your email address and sign-in with them — see Delete your account.
• Correct: any information a coach entered can be edited or corrected directly in the app at any time.

Access to any team data requires signing in. Every request that reads or writes team data is checked in application code against the signed-in coach's identity, and that identity is verified with our authentication provider on the server for each request rather than trusted from a browser cookie.

Underneath that, specifically:

• Every application table has row-level security enabled with no access policies, and the public API roles have no privileges on any of them. The public key that ships in the browser is designed to be public and grants no data access on its own.
• The application connects to the database as its owner and therefore performs its own authorisation in code — which is why that check is directly tested, including tests that confirm one coach cannot read another coach's team.
• Connections from the app to our database provider are encrypted with TLS 1.3. Where a certificate authority is configured for the deployment, the provider's certificate is verified as well; where it is not, the connection is still encrypted but the certificate is not verified.
• Traffic between a coach's browser and the app is served over HTTPS.
• Passwords are never stored by this application. Account credentials are held and hashed by our authentication provider (Supabase).
• Data at rest is stored on infrastructure managed by Supabase, which encrypts stored data and manages backups. We rely on their controls for this rather than operating our own.

This is a small application maintained by one person. It has not had an independent security audit.

If this policy changes in a way that affects what we collect, who can see it, or how long it is kept, the effective date at the top of this page will be updated and coaches will be told by email at the address on their account before the change takes effect. Minor wording or clarification changes will update the effective date only.

Previous versions are kept, and available on request from the address below.

Questions about this policy, requests to delete data, or anything else covered here: support@coaches-dugout.com

This service is provided by Coach's Dugout, operated by Phil Giuffre. There is no support team — messages go to a person, not a queue.