Privacy Policy

HuddleBooks ("we," "us," or "our") operates the website huddlebooks.ca and the HuddleBooks platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services. By using HuddleBooks, you consent to the data practices described in this policy.

1. Information We Collect

Personal Information

When you register for an account or join our waitlist, we may collect:

• Name and email address
• Team or association name and role (e.g., treasurer, board member, parent)
• Account credentials

Financial Data

When you use HuddleBooks to manage your team's finances, we store:

• Budget categories, transactions, and approval records
• Bank reconciliation data
• Audit logs and activity history

Usage Data

We automatically collect certain information when you visit our website, including your IP address, browser type, pages visited, and time spent on pages. This data is collected through Google Analytics (GA4).

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the HuddleBooks platform
• Process transactions and manage team financial records
• Send you service-related communications (account updates, security alerts)
• Respond to your inquiries and provide customer support
• Improve our products and develop new features
• Send marketing communications (only with your consent; you can opt out anytime)
• Comply with legal obligations

3. Data Storage & Security

Your data is stored on Canadian infrastructure. We take the security of your data seriously and implement the following measures:

• Encryption in transit and at rest — all data is encrypted using industry-standard protocols
• Role-based access controls — parents see what they should see, managers see what they need to manage
• Immutable audit logs — every action in the system is logged and cannot be altered
• Regular security reviews — we continuously monitor and improve our security practices

4. Third-Party Sharing

Your identifiable financial data is never shared with third parties.

We may use anonymized, aggregated data to improve our products and inform the broader youth sports community. This data is never identifiable to your team or any individual.

We may share information with third-party service providers who assist us in operating our platform (e.g., hosting, analytics), but only to the extent necessary and under strict confidentiality agreements. These providers include:

• Google Analytics (GA4) — for website analytics and usage patterns
• Formspree — for processing waitlist submissions

5. Your Rights

You have the right to:

• Access your data — request a copy of the personal information we hold about you
• Export your data — download your full financial records anytime in standard formats
• Correct your data — request corrections to any inaccurate personal information
• Delete your data — request deletion of your personal information, subject to legal retention requirements
• Opt out of marketing — unsubscribe from marketing communications at any time

Your financial records belong to your team, not to us. You can export your full data at any time.

6. Cookies & Analytics

We use cookies and similar technologies to improve your experience on our website. Specifically:

• Essential cookies — required for the website and platform to function properly
• Analytics cookies — Google Analytics (GA4) helps us understand how visitors use our website so we can improve it

You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our services.

7. Children's Privacy

HuddleBooks is designed for use by adults managing youth sports team finances (treasurers, board members, and parents). We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal data from a child under 13, we will take steps to delete that information promptly.

8. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.

9. Contact Us

If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:

HuddleBooks
Email: privacy@huddlebooks.ca