AthleticOS Privacy Policy

Effective Date: December 9, 2025

1. Introduction

AthleticOS, the Operations Architect for athletic organizations, is committed to transforming chaos into synchronized execution. Our core service involves processing high-liability personal data related to Player Eligibility and Compliance Tracking. This policy explains how we collect, use, and share your information, and the rights you have concerning that data.

2. Information We Collect

We collect information primarily through the 3-Step Registration Funnel and in providing our services:

- Registration Data (Collected via GHL Form): Player Name, Date of Birth (used for Eligibility Calculation), Parent/Guardian Name,

Email, and Phone Number (used for contact and 1-to-Many Family Linking).

- Financial and Compliance Data (Collected via GHL/Stripe): Payment/Transaction Status (Paid, Unpaid, Scholarship), Waiver Submission Status (Missing Waiver, Signed).

- Operational Status Data (Collected via GWS/GHL): Eligibility Status (Eligible/Ineligible), Rostering Status, and internal Compliance Tracker Pipeline Status.

- Technical Data: IP address, device identifiers, and browser information (collected automatically by our platform host, GoHighLevel).

3. How We Use Your Information (Purpose & Legal Basis)

We process your information for the following purposes, based on the corresponding legal basis:

- Eligibility & Rostering: To determine and track player eligibility status and create operational records (Player Compliance Tracker).

- Legal Basis: Necessary to provide the AthleticOS service as requested by the Athletic Director/Club (Contract).

- Compliance Follow-up: To automate follow-up emails and texts (T.F-3 Reminders) for missing payments or waivers.

- Legal Basis: To ensure the efficiency and successful operation of the client's compliance funnel (Legitimate Interest).

- Transaction Processing: To process payments and track financial status.

- Legal Basis: To fulfill transaction records and meet tax/accounting requirements (Contract & Legal Obligation).

4. Sharing and Disclosure (Our Sub-Processors)

We share your data only as necessary to provide the synchronized service. We utilize the following third-party processors:

- GoHighLevel (GHL): Acts as our primary operating platform for contact records, pipelines, email, and SMS communication.

- Google Workspace (GWS) / Google Sheets: Used for data warehousing, complex calculations (Age Eligibility), and providing the GWS Stability Fix.

- Pabbly: Serves as the Automation Glue for transferring and cleaning data between GHL and GWS (Data Flow: GHL (WF 1.0) -----> Pabbly -----> GWS -----> Pabbly -----> GHL (WF 5.0)).

- Stripe/Payment Processor: Handles all payment and credit card details for Order Submission. We do not store full card numbers.

5. Your Rights (GDPR, CCPA, PDPA)

Depending on your location, you may have the right to: Access (know what data we have), Correction (fix inaccurate data), Deletion/Erasure (have your data deleted, subject to legal obligations), and Opt-Out of Sharing/Sale (CCPA).

To exercise these rights, please contact us at: [email protected]