Privacy policy

Who controls the data

Your club (the school, team, or organization that invited you) decides who belongs to the club and what information is entered. RalliX stores and processes that information on the club's behalf. If you want information corrected or removed, your club administrator can do it directly, or you can contact us and we will work with them.

What we collect

• Account details — name, email address, phone number (if provided), the club you belong to, and your role (player, parent, coach, admin, volunteer).
• Club participation — teams and groups, event RSVPs, attendance, match scores and standings, league registrations, and volunteer sign-ups.
• Communication — messages you send in the app, announcements, and a delivery record of emails and texts the club sends (address or number, subject, timestamp, delivery status). We do not sell or rent any of it.
• Optional details a club may add — jersey number, grade, skill level, emergency contact, coach notes, and uploaded documents or photos.
• Technical data — sign-in times, security and audit logs of staff actions, and, if you turn on notifications, an anonymous push token for your device.

Students under 18

Players under 18 are marked as minors. RalliX will notsend them text messages until a linked parent or guardian grants permission, and the same applies to photo use and in-app messaging where a club requires it. A parent can withdraw any of these permissions at any time from their child's page — withdrawal takes effect immediately.

Clubs also control adult-to-minor messaging rules, whether players can direct-message each other, and how much of the directory students can see. Staff actions on a student's record are audit-logged.

The one exception is genuine emergency communication (for example, an urgent cancellation for safety); those sends are logged and reviewable by club administrators.

Who can see what

• Clubs are fully isolated — no club can see another club's members, messages, or files.
• Coaches and club administrators see their own club's roster and contact details.
• Parents see their own children's information and can act on their behalf.
• Players see their teams, schedule, and the people their club's directory settings allow.
• RalliX staff access a club's account only for support, and any such access is recorded in an audit log visible to the platform operator.

Service providers

We use a small number of vendors to run the service: hosting and database (Railway, Neon), email delivery (Mailgun), text messaging (Telnyx), and AI features (OpenAI) for the in-app assistant, message-drafting help, and voice dictation. They process only what is needed to deliver their part of the service. Message content you dictate or ask the assistant about is sent to OpenAI to produce a response; it is not used to train their models under our agreement.

How long we keep it

Club records are kept while the club is active. Removing a member soft-deletes their profile and clears them from rosters, groups, and pending invitations immediately; residual copies in backups age out on the backup schedule. Delivery logs and audit logs are retained for operational and safety review.

Your choices

• Get a copy of your data.Profile → Privacy & data → “Download my data” produces a JSON file of your profile, participation, and messages.
• Ask for deletion. The same page has a deletion request that alerts your club administrators; a parent may request it for their child.
• Stop texts. Reply STOP to any club text, or turn off SMS in your notification preferences. Reply START to resume.
• Stop email or push. Adjust notification preferences in your profile, or turn off notifications in your browser or phone settings.

Security

Passwords are hashed, sessions are signed and expire, sensitive actions require re-entering your password, and rate limits guard sign-in and messaging. Data is encrypted in transit. No system is perfect — if you believe an account has been compromised, contact us right away.

Changes and contact

If we make a meaningful change to this policy we will update the date above and notify club administrators. Questions, requests, or concerns: support@rallix.net.