Privacy Policy
Last updated November 2026
Effective November 9, 2026
This policy explains what Player Pool collects, why, who can see it, how long we keep it, and the choices you have. We wrote it in plain language on purpose. If anything is unclear, email us at coming soon.
Who we are. Player Pool is operated by Coach Eric LLC, an Indiana limited liability company doing business as Player Pool ("Player Pool," "we," "us"). Mailing address: [mailing address available on request]. Email: coming soon.
1. The short version
- Only adults use Player Pool. Parents and legal guardians ("Parents") list their player. Travel coaches ("Coaches") who we approve by hand search for players. Children never create accounts or use the site.
- Players are anonymous. A player appears as "Player #NNN." We never show a player's name, town, street address, school, email, or phone. Location is county and state only.
- Profiles are private. Only signed-in, hand-approved Coaches can see player profiles. Profiles are not public and are blocked from search engines.
- Messages stay inside Player Pool. Coaches and Parents message each other in the app. Neither side ever sees the other's email address or phone number.
- We don't sell or share your data for advertising. We have no ads and no ad trackers.
- You're in control. Parents can edit, pause, or delete a profile in one click and see which Coaches viewed it.
- We never see card numbers. Payments are handled by Stripe.
2. Who Player Pool is for, and children's privacy
Player Pool is a service for adults. You must be 18 or older to create an account. Only a Parent may create a player profile, and only for a child in their legal care.
Children may not create accounts, sign in, or send us information. The player doesn't interact with Player Pool. Everything in a player profile is entered by the Parent. We don't knowingly collect personal information directly from a child under 13 (or any minor). If we learn that a child has created an account or sent us information, we'll delete it promptly. If you think this has happened, email coming soon.
Even though the information about players comes from Parents, we protect it as if it came from the child. We collect only what's needed to show a player to approved Coaches, we never sell it or use it for advertising, we let Parents review and delete it at any time, and we delete it on the schedule in Section 9.
3. What we collect
From Parents (you give us this)
- Account information: your email address and name, used to create and secure your account (through our sign-in provider, Clerk). If you give us a phone number, it's used only for account security and support.
- Player profile information you choose to enter:
- sport, birth year, and age group
- positions, USSSA (or similar) skill level, and whether the player is looking for a full-time team, pickup or sub weekends, or neither
- county and state only (we don't ask for a town or street address)
- how many miles you'll travel for a weekend (optional)
- stats you choose to add
- a short note for Coaches
- links to highlight videos on YouTube or Hudl, with a title
- weekend availability (available or busy)
- Messages you send to Coaches, and any reports you file about a Coach.
- Agreements: the date you accepted these policies and confirmed you're 18+ and the player's parent or legal guardian.
Profile fields and messages are automatically checked so they can't contain an email address, phone number, or other contact details, and the profile form asks you not to include the player's name, jersey number, school, or town.
From Coaches (you give us this)
- Full name, email, and phone number
- Team name, organization, age group coached, years of experience, and county and state
- At least one proof that you coach the team (a website, league listing, social page, tournament roster, or a request for a short phone call) and how you plan to use Player Pool
- At least one reference (name, role, team or organization, and email or phone). We may contact your references.
- Your agreement to the Coach Code of Conduct and your answers to our safety questions, with the date
- Messages you send, private notes you write about players (visible only to you), and searches you save
Collected automatically
- Profile view log: which Coach opened which player profile, and when. Parents can see this list, and it also decides refund eligibility.
- Basic technical data: IP address, browser type, and pages requested. Our hosting and sign-in providers record this for security, fraud prevention, and fixing errors.
- Cookies: we use only the cookies needed to keep you signed in and secure (set by Clerk). We don't use advertising cookies, analytics trackers, or social media pixels. Highlight videos are plain links, not embedded players, so YouTube and Hudl don't load anything on our pages.
From Stripe
When you pay, Stripe tells us whether the payment succeeded, the amount, any discount code used, and a payment reference. We never receive or store your card number.
4. What we never collect or show
- We don't collect or show a player's name. Players appear only as a number, like "Player #234."
- We don't collect a town or street address for players. Location is county and state only.
- We never show any Parent's or player's email address or phone number to Coaches or anyone else.
- We never show a Coach's email address or phone number to Parents.
- We don't collect Social Security numbers, driver's license numbers, or card numbers.
- We don't sell personal information, rent it, or use it for targeted advertising.
5. How we use information
We use information only to:
- run Player Pool: create accounts, show player profiles to approved Coaches, power search and filters, and deliver messages;
- review and approve Coaches (including checking the proof you send and contacting references);
- keep the site safe: screen messages for contact details, limit how many new conversations a Coach can start each day, handle blocks and reports, suspend accounts, and investigate misuse;
- process payments, promotions, and refunds;
- send account and service emails (see Section 7);
- follow the law, enforce our Terms, and protect children and other users.
We don't use player information for anything else, and we don't use it to train AI models or build marketing profiles.
6. Who can see what
| Information | Who can see it |
|---|---|
| Player profile (Player #, birth year, age group, positions, level, county and state, stats, note, video links, availability) | The Parent who created it, and signed-in Coaches we've approved by hand while the listing is active and not paused. Never the public or search engines. |
| Parent's name, email, phone | Only the Parent and Player Pool. Never Coaches. |
| Coach's team name, organization, age group coached, years of experience | Parents (for example in the "who viewed" list and in messages), and Player Pool. |
| Coach's email, phone, references, and safety answers | Only Player Pool. Never Parents. |
| Messages | The Parent and Coach in that conversation. Player Pool may review messages connected to a report, a safety concern, or a legal requirement. |
| Coach's private notes and saved searches | Only that Coach (and Player Pool when needed for safety or legal reasons). |
| Profile view log | The Parent (as a list of which Coach teams viewed the profile) and Player Pool. |
What "approved" means: Player Pool reviews each Coach request by hand (one proof of coaching, organization, and at least one reference) before granting access. Approval is not a background check or an identity guarantee. See our Terms of Use and Coach Code of Conduct.
7. Emails we send
We send only account and service emails, such as sign-in codes, payment receipts (sent by Stripe), approval decisions, and new-message alerts. A new-message alert says only "You have a new message on Player Pool" with a link. It never includes the message, a name, or anyone's contact information. We don't send marketing emails. If we ever do, we'll update this policy first, and every marketing email will include an unsubscribe link.
8. Service providers and other sharing
We share information only with companies that help us run Player Pool, and only what each one needs:
| Provider | What it does | What it handles |
|---|---|---|
| Vercel | Hosts the website | All site traffic and technical logs |
| Neon | Database | Account, profile, and message data |
| Clerk | Sign-in and account security | Email, name, sign-in records, security cookies |
| Stripe | Payments | Your payment details (we never see your card number) |
| Resend | Sends notification emails | Your email address and the "new message" alert |
| YouTube / Hudl | Host the videos you link | Your videos stay on their sites under their own privacy policies |
These providers are bound by their own privacy and security terms and may use the data only to provide their service. Our data is stored in the United States.
We may also disclose information:
- to protect a child or anyone else, including reporting suspected child abuse or exploitation to the Indiana Department of Child Services, the National Center for Missing & Exploited Children, or law enforcement;
- when required by law, subpoena, or court order;
- to enforce our Terms or defend legal claims; or
- to a buyer or successor if Player Pool is sold or merged, in which case this policy (or one at least as protective) will continue to apply, and we'll notify Parents first.
We do not sell personal information or share it with anyone for advertising.
9. How long we keep information
We keep information only as long as we need it for the purposes above. We never keep player information indefinitely.
| Information | How long we keep it | Why |
|---|---|---|
| Player profile (active, paused, or expired) | While your account is open. If your account has no active listing and you haven't signed in for 24 months, we email you and then delete it. | To show the player to Coaches and let you relist |
| Deleted player profile | Hidden from Coaches immediately. Erased from our live database within 30 days. Gone from backups within 30 more days. | The short delay allows undo for mistakes and safety checks |
| Messages and the profile view log | Deleted along with the player profile, or 24 months after the conversation's last activity, whichever comes first | So Parents can see who viewed, for refunds, and for safety |
| Coach's private notes and saved searches | Deleted when the player profile or Coach account is deleted | Coach's own use |
| Parent or Coach account (email, name) | Until you ask us to close your account (see Section 10), or 24 months of inactivity | To let you sign in |
| Coach applications that are denied | 12 months after denial | So we can spot repeat applications |
| Safety reports, suspensions, and related records | 5 years | To protect children and keep removed Coaches off the site |
| Payment records | Stripe keeps payment records as financial law requires. Our own copy is deleted with the player profile. | Taxes, refunds, and disputes |
| Technical and security logs | Generally less than 30 days (kept by our hosting and sign-in providers) | Security and fixing errors |
10. Your choices and rights
Parents can, at any time:
- view and edit everything in their player's profile;
- pause the profile so Coaches can't see it;
- delete the profile in one click (see Section 9 for timing);
- see which Coaches viewed the profile, and block or report any Coach;
- ask for a copy of their data, a correction, or closing the whole account by emailing coming soon. We'll respond within 30 days.
Coaches can update their profile at any time and can ask us to close their account or send a copy of their data by email.
We may need to confirm it's really you before acting on a request (for example, by asking you to email from the address on your account). We won't treat you differently for using these rights. We'll honor them no matter which state you live in, even where state law doesn't require it.
11. Security
We protect information with encrypted connections (HTTPS), sign-in protections, strict limits on who can access account data (only the owner of Player Pool has admin access), multi-factor authentication on our service accounts, and established providers. We keep a written security plan that we review at least once a year. No system is perfectly secure. If a security breach affects your information, we'll notify you promptly, and in any case as required by law.
12. Changes to this policy
If we make a material change to this policy, we'll email account holders at least 14 days before it takes effect and post the new date at the top. We will not use information we already have in a materially new way without asking for your consent first.
13. Contact
Coach Eric LLC, doing business as Player Pool [mailing address available on request] coming soon
To report a safety concern about a child, use the Report button on the site or email us. If a child is in immediate danger, call 911. In Indiana, you can also call the Department of Child Services Child Abuse and Neglect Hotline at 1-800-800-5556 (24/7).