Privacy Policy

Key Points

  • Practice-Day Alerts is built for adult contacts (coaches, ADs, school/league staff), not for kids to sign up directly.

  • We only collect the information you give us (org details, fields, emails, schedules) plus basic site logs and weather/AQI data needed to run the tool.

  • Your information is used only to set up and run your pilot, send practice-day alerts, and improve the service—we do not sell your data or use it for ads.

  • We share limited data with trusted service providers (hosting, email, weather/AQI APIs) and follow reasonable steps to keep information secure.

  • You can contact us anytime to update your details, change email preferences, or ask us to remove information where possible.

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Privacy Policy for Pinellas Practice-Day Alerts
Pinellas Practice-Day Alerts (“Practice-Day Alerts,” “PPDA,” “we,” “us”) provides practice-day guidance tools for youth sports programs and schools. This Privacy Policy explains how we collect, use, and protect information when you visit pinellaspractice.org or participate in a Practice-Day Alerts pilot.
By using this site or submitting a pilot request form, you agree to this Privacy Policy.
Who this site is for
Practice-Day Alerts is designed for adult organizational contacts (athletic directors, coaches, school staff, league officials, etc.) who make decisions about outdoor practices. It is not intended for children to sign up directly.
Information we collect
We collect three main types of information:
a. Information you provide directly
When you fill out a form (such as “Start a Pilot” or “Contact”), we may collect:
  • Organization / school name
  • Sports and practice levels
  • Practice locations or fields
  • Practice days and time windows
  • Preferred thresholds (default vs. customized cutoffs)
  • Primary contact name
  • Primary contact email and optional CC emails
  • Any additional information you choose to include in free-text boxes
If we send practice-day email reminders, we store the email addresses and any basic delivery/open information our email service provides (for example, whether an email bounced).
b. Information collected automatically
When you visit the site, our hosting and security tools may automatically collect:
  • IP address and approximate region
  • Browser type and version
  • Device type
  • Date and time of access
  • Pages visited and basic usage patterns
  • Error logs (for debugging and security)
Our Practice-Day Status map also uses local browser storage (such as localStorage) to cache a small amount of weather data so the page loads faster. This cached information is stored only in your browser and is not used to identify you personally.
We may use privacy-respecting analytics tools to understand which pages are used most, how often the site is visited, and similar aggregate patterns. We do not use tracking pixels for targeted advertising.
c. Environmental and air-quality data
To generate OK / Modify / Cancel statuses, we call external environmental data providers (for example, weather and air-quality APIs). These providers receive:
  • The geographic coordinates of our practice-area locations
  • The time of the data request
We do not send them your name or email address. They send us back weather and air-quality values, which we combine into practice-day guidance.
How we use your information
We use the information we collect to:
  • Set up and administer your organization’s Practice-Day Alerts pilot
  • Add your practice sites or areas to the Practice-Day Status map
  • Configure cutoffs that match your organization’s written policy
  • Send practice-day email alerts and pilot-related communications
  • Respond to your questions and support requests
  • Improve the site, fix issues, and monitor reliability and security
  • Maintain records of which organizations are using the pilot
We do not sell your personal information and do not use your data for targeted advertising.
When we share information
We may share limited information with:
  • Service providers who help us operate the site and send emails
    (for example: web hosting, email delivery, data storage, or security tools).
  • Environmental data providers, which receive only geographic locations and times to return environmental and air-quality readings.
  • Organizations you belong to, when needed to coordinate pilot setup (for example, confirming a coach’s contact information with an athletic director).
  • Authorities or others when required by law, such as to comply with a legal request or to protect our rights, users, or the public.
We require service providers to use your data only to perform services for us and to safeguard it appropriately.
How long we keep information
We keep your information only as long as reasonably necessary for:
  • Running your pilot or providing practice-day alerts
  • Maintaining accurate records of which organizations participated
  • Meeting legal, accounting, or reporting requirements
If an organization stops using Practice-Day Alerts, we may retain a minimal record (such as organization name, contact email, and pilot dates) for historical and administrative purposes. You can request that we delete or anonymize additional data where feasible.
Your choices and rights
As an organizational contact, you can:
  • Update your information by contacting us to correct practice locations, schedules, or contact details.
  • Opt out of emails by using the unsubscribe link in a message or emailing us.
  • Request deletion of your personal information, subject to any legal obligations we have to retain certain records.
To exercise any of these rights, email us at: contact@pinellaspractice.org
Children’s privacy
Practice-Day Alerts is not intended for use by children under 13 and does not knowingly collect personal information directly from children.

Our tools are aimed at adults (coaches, athletic directors, school staff) who make decisions on behalf of youth athletes. If you believe we have unintentionally received personal information directly from a child, please contact us and we will delete it where possible.
Security
We use reasonable technical and organizational measures to protect the information we collect, such as:
  • Using reputable hosting providers
  • Restricting access to pilot data to those who need it
  • Using secure connections (HTTPS) for the public site
No website or email system can be completely secure. We cannot guarantee absolute security, but we work to reduce risk and respond to issues promptly.
Where the site is operated
This site is operated from the United States. If you access it from another country, you understand that your information may be processed and stored in the U.S., where privacy laws may be different from those in your country.
Changes to this Privacy Policy
We may update this Privacy Policy from time to time. When we do, we will change the “Last updated” date at the top. If changes are significant, we may also provide additional notice on the site.
Your continued use of the site after an updated policy is posted means you accept the revised policy.
How to contact us
If you have questions or requests related to this Privacy Policy or how we handle data, please contact: contact@pinellaspractice.org
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