Privacy Policy

Version 2026-10-06, effective October 6, 2026.

Callback is a service for sports clubs, operated by McKerin Software, Inc. ("Callback", "we", "us"). Clubs use its modules to run tryouts (Tryouts), league seasons (Leagues), lessons (Lessons), and registrations, waivers, and payments for their programs (Registrations). This policy covers the Callback website and web app, the Callback iOS app, each club's Lessons site, and each club's public league site. It explains what information we handle, for whom, who can see it, how long it is kept, and how it is deleted.

Two roles: for the club, and our own

• For the club. Most information in Callback is entered for a club: its players, households, guardians, registrations, waivers, lesson bookings, payments, evaluations, league rosters, and staff. The club is responsible for that information and decides how it is used. We process it on the club's behalf, as its service provider, under our Club Terms of Service. Questions and requests about it are best sent to the club first.
• Our own. Your Callback account is different. The sign-in account (your email address, name, phone number, and password), your acceptance of our terms and this policy, and the link between your account and the clubs you use work across clubs, so no single club controls them, and we hold them as our own data. The same is true of information about clubs that sign up or that we contact about Callback, their billing, messages and feedback you send us, and counts of visits to our website.

Who uses Callback

• Club users. Club administrators and staff, with the roles the club gives them, such as evaluator, coach, or scorekeeper. Their accounts come from the club's sign-up, an invitation from the club or from us, or an existing Callback account the club gives a role.
• Families. Parents, guardians, and adult players create their own family account to register players with a club, book lessons, and pay. The account holder is asked, under our Family Terms of Use, to confirm being at least 18 and an adult under the law where they live, and an account that has not confirmed it cannot register a player or book or pay on a club's Lessons site. One account works with every club that uses Callback; what it enters for a club is kept separately for that club.
• The public. Anyone can see the pages Callback publishes for a club (see "What is public").

Callback is not directed at children.

Information we handle

Accounts

• Your account. Your email address, name, and phone number if you give it (the Lessons site's sign-up asks for one). Your password is stored by our sign-in provider, Amazon Cognito, not by Callback; it passes through our servers when you create an account on Callback's or a Lessons site's sign-up page. The sign-in provider also lists the clubs where your account is an administrator or evaluator.
• Your acceptances. The version of the Family Terms of Use or the Club Terms of Service you accepted, the version of this policy you acknowledged, when, and where (at sign-up or sign-in on the Callback website or a Lessons site, or with a registration, and which one), and when you confirmed that you are at least 18 and an adult under the law where you live. A record is added each time you accept, and the records are kept until your account is deleted. We do not record your IP address with them.
• Your place at a club. When you add a household or are given access to a player at a club, or the club gives you a role, the club keeps a membership record: your account, name, email address, role and any staff abilities, who added you, and when.

Households, players, and guardians

Entered for the club, by families or by the club.

• Household. Last name, contact email address and phone number, mailing address if given, the accounts that share the household and its owner, and a reference to the household's customer record at Stripe.
• Player. Name, date of birth, gender, age group, medical notes if given, an emergency contact's name, phone number, and relationship, and, if given, the player's own email address and phone number. Also the player's status, the account of an adult player who holds their own record, the player's id in the club's registration system, and the club's own notes about the player, which families do not see.
• Guardians. For each guardian of a player: the rights they hold, who gave them, when, and the household they book and pay from.

Medical notes

• An optional field for allergies, conditions, or anything the club should know.
• In Callback's family area, the medical notes and the emergency contact can be seen and changed only by a guardian who can manage the player; once a player who is 18 or older is linked to their own account, only that player can. The club's administrators and Callback staff who hold platform administrator access can also read them. Coaches, evaluators, and scorekeepers do not see them, and they are not copied into tryout rosters, league lists, contact lists, or exports. A club's Lessons site applies the same rule.
• When a club administrator changes a player's medical notes or emergency contact in Lessons, the club's record of that change notes that they changed but not what they say. Records of earlier changes can still hold the old and new notes until the player's Lessons data is deleted.
• A club can also ask its own questions on a registration form. The answers, including any health information a family writes there, go into the club's exports and league lists. We ask clubs not to ask for health information in their own questions.

Registrations, waivers, and payments

• Registrations. The program and price option, the player's group or grade, the player's own email address if given, the answers to the club's questions, a partner's name and email address when the program asks for one, a team's name and age group and its coach's name, email address, and phone number for a team entry, whether you chose to share your contact in a league, the price, the share of Callback's fee and the amounts refunded, a deadline to pay for a waitlist offer, the registration's status, and who registered and when. When an adult player is asked to sign their own waiver by email: the address the request was sent to, whether it was delivered, and the deadline to sign.
• Waiver signatures. For each waiver signed: the waiver and version (we keep the full text of every version), the name typed, the statement shown (such as "I am the parent or legal guardian of" the player), that "I agree" was ticked and when the form was submitted, the signing account, and the IP address the registration came from. For a waiver an adult player signs from an emailed link, we keep the address the link was sent to instead of an account and IP address. We also keep the link's identifier, whether that address matched the player's record, and, when the person registering says they are the player, that choice. Every guardian of the player can read the waiver signed; the club's copy also shows the IP address and account, or the address the link was sent to.
• Payments. You pay on a payment page hosted by Stripe, which collects your card or other payment details itself; Callback does not receive or store card numbers. The charge is made on the club's own Stripe account. We keep Stripe's identifiers for the payment and the payment page, the amounts and fees, refunds with the reason the club gave and who gave it, the payment's status, Stripe's message when an automatic refund fails, and the links to the payment page and Stripe's receipt.
• Club billing. Club subscriptions and Lessons charges are billed through Stripe on our own Stripe account, with the club's name, billing contact, and card on file at Stripe. Notices of Lessons invoices and of failed Lessons payments go to the club's Lessons billing contact from "Callback Billing" (unless Stripe already emails the invoice to that address), and replies reach our support address.

Copies into Tryouts and Leagues

• Tryouts. When a registration program feeds a tryout, the player's name, date of birth, grade, city, group, and answers such as positions and shirt size are copied into the club's tryout roster, which the club's evaluators use. The player's own email and phone and the names, email addresses, and phone numbers of the guardian who registered and up to three guardians who receive emails are stored with the roster entry, for the services the club connects (such as HubSpot); evaluators and administrators do not see them on the roster. On a full refund or a cancellation by the club, the copy is marked absent and kept.
• Leagues. When a program feeds a league, a club administrator can load its registrations into the league season: the player's name and date of birth, the player's own email and phone, the registrant's name, email address, and phone number, the partner's or team's details (including a partner player's own email and the partner household's phone), the coach's contact, and the answers. Refunds and cancellations show at the next load.

Lessons

• Bookings. The lesson, the player's name and age group, any note you write for the coach, attendance and check-in, who booked or cancelled and why, which household pays, and how the booking was paid (card, balance, or cash or check), its amount and status. The note for the coach (the site asks "What should the coach focus on with" the player) is seen by the coach and the club and, among the player's guardians, only by the person who made the booking, guardians who can manage the player, and an adult player linked to their own account. It appears in their booking confirmation and reminder emails under the same rule.
• Balance and packages. Your household's balance at the club; each credit or charge to it, with the reason an administrator gave; the lesson packages bought; and each lot of credit and its expiry date.
• The club's lesson terms. A club may publish its own lesson terms. When you accept them, the Lessons site keeps the version and the time you last accepted, not earlier acceptances or earlier texts.
• Your record at the club's Lessons site. Your name, email address, and phone number.
• Late payments and payment reviews. A lesson card payment that completes after its hold was released is honoured if the place can still be given. Otherwise, or if the player already holds a place in that lesson, the part for each place that cannot be given is refunded automatically (all of it if none can be), and once Stripe confirms the refund the household's guardians who can pay, and the club, are emailed. A package payment that cannot be added to the balance is refunded in full. We check each completed lesson's card payment with Stripe once, and a package purchase about an hour after it. When a payment is paused for the club's review, we keep why it was paused, each decision the club's administrators make with its amount, who made it and when, and any note they type; for a family whose Lessons data is being or has been deleted, a reason chosen from a short list instead of a note. Emails in a review tell the family that a cancellation waits for the club's decision, that a refund did not go through, or the outcome.
• Walk-ons. A coach can add a player who walks on at a lesson, with a parent's name, email address, and phone number. If the name matches a player already at the club, the lesson is charged to that player's household (as an amount owed, if it was not paid on the spot), and the household's guardians who can pay are emailed.
• Lessons emails. For each email: the address, subject, kind, and the details it carried (such as player names, notes for the coach, reasons, and a walk-on parent's contact details).
• Coaches. Name, email address, phone number, display name, bio, the times they offer and their notes, and the lessons they coached and what they are owed.
• Other records. For 24 hours after a booking, a fingerprint of the booking request and a copy of the answer, used to avoid booking twice. Older copies of household and player details from before Lessons moved to the shared Callback records may remain until we remove them.

Tryouts and Leagues

• The club's tryout list. A club adds players to a tryout from a linked Google Sheet, a spreadsheet upload, typing into the roster grid, or Callback Registrations: names, city, date of birth, grade, age group, shirt size, positions, registration date and the registration system's ids, desired jersey numbers, self-reported height, reach, and jumps, and check-in shirt number and group. Contact details of players and parents come from the club's registration system (Sprocket) when an administrator asks, from Callback Registrations, or from administrators typing them in.
• Evaluations. The ratings and notes evaluators enter, with the evaluator's account, a timestamp, and an identifier of the device used to synchronize data; and measurements, with a timestamp only. Ratings are summarized across seasons for the same athlete, matched by name and date of birth.
• Leagues. Teams, rosters, schedules, and scores; the league's intake rows, with the names, email addresses, and phone numbers of the registrant, the player, the partner, and an alternate contact, shirt sizes, notes, and the uploaded row; players' dates of birth and contact details; and coaches' contact details. Scores are entered by the club's administrators and scorekeepers, and each change is recorded with the account that made it. A club's league data can also include seasons copied from the league system it used before Callback.
• Scorekeepers. The club creates scorekeeper accounts with a name, email address, and phone number.
• Club staff directory. Names, email addresses, and phone numbers of up to 100 coaches the club enters.

Emails

• Registration emails are sent for the club from "<club> via Callback", with replies going to the club. We keep a record of each: the address, the subject, the kind of email, when it was sent, and whether it was sent or later bounced. If an email to an address bounces permanently, or its recipient reports it as spam, we stop sending registration emails to that address and record the address, the reason, which club's email it was, and when. Only that club is told the reason; another club is told only that Callback cannot email the address. If the address was given for an adult player's waiver link, the person who registered is told that an earlier email to it bounced or was reported as unwanted. The record stays until Callback staff clear it, even after an account or a family is deleted, so that the address is not emailed again. Unsubscribing from our sales emails does not stop registration emails. Emails asking an adult player to sign a waiver carry a signing link, which our record of the email does not keep.
• Lessons emails are sent for the club from "<club> via Callback", or from the club's own address where Callback has set one up for it, with replies going to the club: confirmations and reminders (with a calendar invitation), changes and cancellations, amounts owed, credit about to expire or written off, payments and refunds, and payments under review.
• Our own emails. Sign-up codes, invitations, and password resets (sent by Amazon Cognito); emails to clubs about Callback, including sales emails, which record when they are opened and which links are clicked, and the Tryout Plan email, which does not; and notices to our staff when a club signs up.

Records of changes

• We keep records of many changes, with the account that made them and when: for example a family's cancellation or change to league contact sharing, an administrator's change to a registration, a refund, a change to a player's guardians by an administrator, a deletion, and changes to a club's account and modules. Some records keep the values before and after the change, including free-text reasons. Not every change a family makes is recorded.

IP addresses and technical information

• The IP address a registration came from, kept with its waiver signatures.
• IP addresses counted for about two hours to limit repeated requests on our public forms: sign-up, code re-sends, the club sign-up, the founding-club and interest forms, the Tryout Plan, and unsubscribe.
• To limit misuse of the waiver-signing page and of waiver emails, we count requests to that page from each IP address in each hour, and waiver emails to each address, from each registering account and, for the club's re-sends, for each registration, in each day. The counts keep a keyed one-way code of the value instead of the value.
• Service logs. Our servers write logs of their work. We keep email addresses out of them where we can, but a log can still include personal information, such as an email address in an error message. Callback's service logs are kept for 90 days; the Lessons site's service logs are kept without a set end date.

Feedback and support

• Feedback you send from the app is filed in our GitHub Enterprise repository with your name, email address, club, the page you were on, your browser, your description, and any screenshot you attach (which can show whatever was on your screen). If filing fails, it is emailed to our staff instead. A copy with your name and email address is kept in Callback.
• Messages you send to our support address.

Callback's own sales information

• We keep a list of sports clubs we may offer Callback to, and their contacts: names, titles, email addresses, phone numbers, and addresses, with our notes and the emails we send them and whether they are opened and clicked. It does not hold family or athlete information.
• It comes from our club sign-up, our founding-club and interest forms, the Tryout Plan form, our staff, and clubs' public websites, which a tool of ours visits, keeping short extracts of their pages. The club sign-up also stores the contact's role, the club's address, website, number of athletes, how they heard of us, and whether they want marketing emails.
• Our sales emails include an unsubscribe link. An address that unsubscribes, whose email bounces permanently, or that reports an email as spam goes on our sales do-not-email list, which has no end date. That list does not affect registration emails.
• Our staff use an AI assistant, Anthropic's, to prepare internal sales notes from this list.
• We also publish Callback's own posts on social media; no club or family information is used for them.

Who can see what

What is public

These pages are shown to anyone, without signing in. The league site asks search engines to index it.

• A club's league site: teams, schedules, results, and standings; each team's roster as players' first names, last initials, and jersey numbers; team names and team notes; the league's rules and contacts as the club writes them; venues with addresses; and logos. For beach leagues, Callback suggests team names made from the players' last names and first initials, and a team's public note can name a partner who has not registered.
• A club's lesson calendar, while the club's Lessons module is on: the lessons, their times, courts, age groups, prices, and spots left, the coaches' display names (or their first name and last initial, if no display name is set), and each booked player's first name and last initial. A spot held while a card payment is made is shown as held, without a name.
• A club's program pages: its programs, prices, spots left, session dates and places, the full text of its waivers, and the club's contact email address. No registrant's information is shown.

Stripe

To take a payment for a registration, Stripe receives the household's contact email address (or the registering account's), the program and price option, the player's full name or the team's name, the club's name, the amount, and our identifiers for the registration, program, household, and club; with a refund, the reason the club gave. A Stripe customer record for the household (its contact email address, last name, and our identifiers) is created on the club's Stripe account and is not updated later. For a lesson, Stripe receives the household's contact email address (or that customer record), the players' names, the lesson's date and time, and our identifiers. Stripe handles card details under its own privacy policy.

Services the club connects

At a club administrator's request, Callback works with services the club has its own account with. Those services are the club's, under its own terms.

• HubSpot. When an administrator syncs, Callback sends the club's HubSpot account its players (name, email address, phone number, registration system id), up to six parent and guardian contacts per player, including contacts families entered through Registrations, its coaches, and lists named by team and season, which show who was placed on which team. It also reads the club's contacts and lists. The club's HubSpot key is stored in our secrets store.
• Google Sheets. A club can share a Google Sheet with Callback's own Google service account, which reads it, read-only, every two minutes and when it changes. Callback staff can also run tools that write to a club's sheet with the same account, when the club has given it edit rights.
• Sprocket. An administrator can have Callback read player and parent contacts from the club's Sprocket account with a short-lived token, which our servers do not store.

Our service providers

We use them to provide their services to us.

• Amazon Web Services hosts Callback in the United States: our database, sign-in (Amazon Cognito), email delivery (Amazon SES), file storage, and servers.
• Stripe processes payments (above) and our billing of clubs.
• GitHub (GitHub Enterprise) holds the feedback sent from the app.
• Google provides the service account that reads a Google Sheet a club shares with us.
• Cloudflare counts visits to our marketing pages.
• Microsoft hosts our own email, including messages to our support address.
• Anthropic provides an AI assistant our staff use to operate the service and to prepare internal sales notes; it can process information in Callback when staff use it for that work.

This list was last updated on October 6, 2026.

Callback staff

• Callback staff who hold platform administrator access can open every club's information in the app at any time, to operate and support the service. Access is given by hand to named staff.
• Changes they make through the app to clubs, memberships, modules, payments setup, registrations, and deletions are recorded. Changes to Tryouts data are not, and what they read is not recorded.
• Staff who operate our Amazon Web Services account can also read the database directly.

On your device

• Website analytics. On callbacksports.com's marketing pages (the home page, pricing, the module pages, the founding-club page, and the Tryout Plan page), we use Cloudflare Web Analytics, which counts page visits without cookies. It is not used in the web app (including the registration, family, and waiver-signing pages), on the support page, or on the league site or the Lessons site.
• The web app and the Lessons site. No cookies. Your sign-in is kept in your browser for the session. The web app also keeps, in your browser, the last club you used, your preferences and search filters, some account details (your email address and name), and, for staff, a Sprocket token. The Lessons site keeps your name, email address, and phone number between sign-up and joining a club.
• The league site. No cookies or analytics. A signed-in scorekeeper's sign-in and email address are kept in the browser until they sign out or the sign-in stops working (it lasts up to 30 days without use), and unsaved scores for the session.
• The iOS app. It stores the tryout roster (names, dates of birth, and the other tryout list details above, without contact details), ratings and notes (on an administrator's device, every evaluator's), teams, and offer statuses on the device, and your sign-in and email address in the device's keychain. Signing out does not remove the data on the device. The device's own backups may include it. The app has no analytics and does not use the camera, photos, or location.

Test and development copies

Our development systems, which we use to build and test Callback, use test data. They do not hold families' or players' personal information.

How information is protected

• The service and its database are hosted on Amazon Web Services in the United States. Information is encrypted at rest and in transit over the web (HTTPS); email is sent encrypted when the receiving mail server supports it.
• Signed-in pages check each request: club users by their role at the club, and families by the players and households they have been given access to. The public pages above need no sign-in. Clubs' information is kept apart by our software, in a shared database.
• Club staff can turn on two-step sign-in with an authenticator app.
• Our database is backed up so it can be recovered. The sign-in records and stored files are not backed up.

How long information is kept

Deleting information

Families cannot delete information themselves. Deletion is done by the club's administrators or by Callback. Removing a player on a Lessons site marks the player inactive; it does not delete the player.

At a club that uses Lessons

A club administrator first deletes the family's Lessons data, from the Lessons Families page in the Callback app, and then the deletion is finished in Callback, by the administrator in Registrations or by Callback. The Lessons deletion removes the family's bookings of lessons not yet held, the notices about the family sent to its guardians, and the Lessons record of a guardian who has nothing else at the club. When one player is deleted and the household stays, a notice about only that player's booking is deleted, receipts included; a notice that also concerns someone who stays is kept, with the player shown as "a deleted player" (or, in a notice stored before this release, with his name removed) and the amounts unchanged. The deletion keeps, without names or typed notes, lessons the family already took (shown as "Deleted player", so the lesson and the coach's pay stand) and the family's ledger entries, credit lots, package purchases, and card payments, with their amounts, ids, and dates. Records of changes about the family lose their before and after values, and the ids in them are replaced.

It does not reach: text staff typed that is not linked to the family by id, such as a lesson's notes or an entry about a whole lesson, and, when one player is deleted and the household stays, the reason on a credit adjustment, a credit extension's reason, a ledger reason on a sibling's booking, or a payroll note, which stays as written and may name the player; a deleted guardian's account id, which stays as the actor on records about other families; and the Lessons record (name, email address, and phone number) of a guardian who still has a membership, another household or player, or a past as staff at the club, until their own account is deleted. When one player is deleted, text that a person typed on a record that stays is not edited, even when it mentions the deleted player, for example a note on a sibling's booking, or the reason the club typed for a household credit. When one player is deleted and the household stays, notes already on the household's card payments that included one of the player's bookings are replaced by "[note removed when a player was deleted]"; a note an administrator types on such a payment after the deletion may name the player, like any other typed text. A card payment for the family that Stripe reports after the deletion started is refunded in full automatically and recorded with its ids and amount only; if Stripe refuses the refund, the payment waits in the club's payment review, where it is decided without notes. Callback staff can stop a Lessons deletion partway; what it already deleted is not restored, and a later deletion starts again.

A Lessons deletion is refused while a card booking waits for its payment, a payment page may still be paid, a lesson the family is on has not been completed and charged or money is still owed for one, card money is owed back for a lesson that will not happen, a card payment is disputed, the household has unexpired credit, a player also belongs to another household, or the household pays for an upcoming lesson of a player outside the deletion, or the family, a guardian's account or the club is already being deleted, or while one of the family's card payments is waiting for the club's review, has a refund still in progress at Stripe, or is still being checked with Stripe. Callback can override a dispute, or a refund owed when the club's Stripe account cannot make it.

A player

A club administrator (or Callback) can delete a player at the club. This deletes the player record and guardians' access to it; the player's registrations and waiver signatures (with any waiver signing links) and their email records; the copies in the club's tryout rosters (with their notes and offers) and league season (intake rows, league players, and roster places); and the membership of a guardian left with nothing at the club. Rows not linked to the registrations, such as a roster loaded from a spreadsheet, are deleted only if the person running the deletion selects them from the possible matches shown: rows with the same first and last name, with those whose date of birth also matches shown first (earlier seasons' athlete history is offered by name). The household and its Stripe customer record stay.

A household

The same for every player in the household, and also the household record, its team registrations, and its customer record at Stripe.

When a deletion waits

A deletion is refused while a payment page is open (up to about 40 minutes, or a day for an older one), a payment dispute is open, a refund is owed, the family is already being deleted, or a guardian's account is being deleted. A household deletion also waits while the household has paid for a player of another household (that player is deleted first), or while one of its players also belongs to another household. Callback can override an open dispute or an unreachable Stripe account. A payment lost in a dispute does not hold up a deletion, and its record shows it as lost.

A deletion runs in steps. While it runs, and if it stops partway, the family's records cannot be changed, and its players and household cannot be moved to another household or given new guardians. Callback staff can cancel a family's or an account's deletion in Callback only before anything has been deleted. If it stops after deleting anything, only Callback staff can take it further, after they are shown what remains and confirm it again. If a deletion finds that the family changed in a way the software should have prevented, it stops and the tool does not finish it; Callback's engineers resolve it.

Your account

To delete your Callback account, email support@mckerinsoftware.com from the account's email address. At a club that has used Lessons, Callback first deletes the account's Lessons data. Callback then signs the account out and deletes it, its acceptances and memberships, your access to players, the households only you belong to (with their Stripe customer records), the email records addressed to you, and the copy of your feedback kept in Callback. In the registrations you made, your name and email address are removed, and the club keeps the registration, including the answers you typed and any partner details you gave. In the waivers you signed, your typed name, your account, and the IP address are removed, and the club keeps the rest of the waiver record. If you gave your own address for an adult player's waiver signing link, it is removed. A household you share whose contact email is yours gets the new owner's email instead, and its customer record at Stripe is deleted. An address of yours on the registration do-not-send list stays there (see "Emails"). We cannot delete an account while: you are the only guardian who can manage a player (the club first deletes the player or gives another guardian that right); you share a household that nobody else could own; you hold a staff role at a club, such as administrator or coach (it is removed first); the club is already deleting a player or household you belong to; or you are Callback staff. An email address of yours can remain in a league season's records of changes. If Callback's part of an account deletion stops before it has deleted anything, Callback staff can cancel it and restore the account's sign-in; Lessons data already deleted is not restored. Once Callback's part has deleted anything, it can only be finished.

A whole club

Callback deletes a whole club on the club's request, and under the 12-month rule below, in two steps: it suspends the club's account (if it is not already suspended), and at least ten minutes later it runs the deletion. While the deletion runs, the club's information cannot be changed, and payment notices from Stripe for the club wait until it finishes; a payment that completes during the deletion is refunded. The deletion removes the club's records in Callback, including payments and records of changes, the households' Stripe customer records, the club's logos, and the family accounts that were used with no other club. We email those family accounts before we delete them. We keep a record that the deletion happened, with no personal information. It does not delete: the accounts of the club's administrators, coaches, and scorekeepers; family accounts that also belong to another club (only their place at this club goes); files the club uploaded other than its current logos; the record that links the club's Stripe account to Callback; our own billing records of the club at Stripe; or our sales information about the club. At a club that has used Lessons, Callback staff first delete the club's Lessons data, keeping only our own records of the club's Lessons invoices. A payment made later on the club's Stripe account is refunded, as the Family Terms describe.

The 12-month rule

12 months after a club's account ends, Callback suspends the club's account (if it is not already suspended) and then deletes the club as described above. A club's account ends on the day it is closed or suspended or, if no module is on, on the later of that day and the day the last module was turned off. Callback staff do both steps by hand; neither happens on its own. It does not apply to pilot and internal accounts, clubs we have marked as exempt, or clubs with a written agreement that says otherwise.

Club users

A club administrator can remove a staff member's access. To delete a staff account, ask us. Ratings and changes a staff member made stay with the club's data.

What is kept after a deletion

When a player, a household, or an account is deleted, we keep payment records (amounts, dates, Stripe's identifiers, and our identifiers for the household, registration, and program; on a player or household deletion, without the receipt link; an account deletion leaves the payments and the kept registration's receipt link as they were), evaluation scores (with the registration's identifier and the evaluator's account), and records of changes, with the person replaced by a random reference and free text removed. These no longer carry a name, but their identifiers still match the club's records at Stripe, which hold the payer's email and the player's name. A whole-club deletion keeps none of them.

What a deletion does not reach

• Stripe's records of the charges, refunds, and payment pages on the club's Stripe account.
• Copies already made outside Callback: emails sent, exports, printed sheets, and the club's HubSpot.
• Rows in the club's tryout workbook or linked Google Sheet, which return at the next publish or sync unless the club removes them there.
• Evaluators' devices: the roster entry is removed at the next sync, but ratings and notes already on the device stay there, and in the device's backups. Ratings or notes a device sends for the deleted player after the deletion are discarded.
• League team names made from a player's name, and a team's coach name and contact, until the club changes them.
• Feedback filed in our GitHub repository, our service logs (until they expire), our backups (above), the registration do-not-send list and our sales do-not-email list, and our development copies.
• An older league database we are retiring, which holds league players from before Callback.

Children's privacy

Callback accounts are meant for adults. A family account holder is asked to confirm being at least 18 and an adult under the law where they live, and an account that has not confirmed it cannot register a player. On a club's Lessons site, an account cannot book or pay until it has confirmed. Information about children is entered by their parents or guardians, or by the club, for the club; we process it as the club's service provider and delete it at the club's direction. Partner disclosures show the registering account's email address, not the player's own. If we learn that a child has created an account, we will disable it at once and delete it as soon as the club has moved any player or household that depends on it. Any player or household that depended on it stays with the club, which can give it to another guardian. To report an account, email support@mckerinsoftware.com.

Your choices

• You can see and correct the households and players you entered in your family area at each club. Registrations, their answers, team entries, and signed waivers cannot be edited; ask the club.
• You choose whether to give medical notes, a player's own contact details, and your contact in a league, and you can stop sharing your league contact in your family area.
• For information held for a club, ask the club; we help the club respond. For your account, ask us. We answer a request sent to us within 30 days.

What we don't do

• We do not sell personal information.
• We do not show ads or use advertising trackers. Our sales emails record opens and clicks, as described above.
• We do not use information entered for one club for another club. Our website shows totals across clubs, such as the number of athletes evaluated, with no names.
• We do not share information except as this policy describes, and when the law requires it.

Changes to this policy

Each version of this policy has a version identifier and date. We keep a copy of each version we publish. If we make material changes, we post the new version here, and the Callback website asks family account holders and club administrators to acknowledge it the next time they sign in or register. Families and administrators who use a club's Lessons site are asked there too.

Contact

Questions or requests: support@mckerinsoftware.com

McKerin Software, Inc.