Privacy Policy
Last updated November 12, 2026
Formation ("we") is a player development tool used by youth sports clubs. This policy explains what we collect, why, and the choices you have. In short: we collect as little as we need, we never sell data, and clubs control their players' information.
Who uses Formation
Formation is used by club staff (directors and coaches). Players do not create accounts or use the app. Parents and guardians can view a progress report through a private link their club sends them. Formation is not directed to children, and children cannot sign up.
Information we collect
- Staff accounts: email address, a password (stored scrambled, never readable), and the name you choose to show.
- Club information: club and team names, and which coaches are assigned to which teams.
- Player information, entered by the club: first name, last initial, optional birth year, team, development scores, short coach notes, development priorities, and links to video clips the club chooses to add.
- Basic technical data: information needed to keep you signed in and keep the service secure, such as session cookies.
We ask clubs not to enter addresses, photos, medical information or other sensitive details about players.
How we use it
- To run the service: evaluations, progress charts, dashboards and parent reports.
- To send account emails, such as sign-in links and password resets.
- To provide support and keep Formation secure.
We do not sell personal information, use it for advertising, or share it with other clubs.
Clubs are responsible for consent
Each club decides which players to add and is responsible for getting permission from parents or guardians before entering a child's information, for example at registration. If you are a parent and have questions about your child's information, please contact your club first.
Who can see player information
- The club's Director of Coaching.
- Coaches, only for the teams they are assigned to.
- Anyone holding a parent report link, for that one player. Report links are long, random and expire after 60 days, so clubs should send them only to the player's family.
Service providers
We use trusted providers to host and run Formation, including Supabase (database and sign-in), Vercel (website hosting), Stripe (payments) and OpenAI (optional AI drafting of development plans). They process data only to provide their services to us. When a coach asks for an AI draft, we send OpenAI the skill names, scores, score descriptions, coach notes and age group for that evaluation. We never send a player's last initial or birth year, and the player's first name is replaced with a placeholder before sending. We ask OpenAI not to store the request, and data sent through OpenAI's API is not used to train its models. A coach reviews every AI draft before a parent can see it. Video clips stay on the service where they were uploaded (for example Veo or YouTube); Formation stores only the link.
Keeping and deleting data
We keep club data while the club uses Formation. A club can remove players from its rosters at any time, and can ask us to delete its club data entirely. Parents can ask their club, or us, to delete their child's information. We respond to deletion requests within 30 days.
Security
Data is sent over encrypted connections, and access is limited by role inside each club. No system is perfectly secure, but we work to protect your information and will notify affected clubs if a breach occurs.
Changes
If we change this policy, we will update the date above and, for important changes, let club directors know by email.
Contact
Questions or requests: the contact email on our website.