Privacy Policy

Last modified October 26, 2026

PLAYER VECTOR INC. (“Player Vector”, “we”, “us” or “our”) is a corporation incorporated pursuant to the Canada Business Corporations Act. We operate a player evaluation and development software-as-a-service platform for youth sports organizations (the “Platform”), accessible at https://playervector.com, including through organization-specific pages and web addresses. Our public web pages at https://playervector.com that are not part of the Platform are referred to as the “Website”. This privacy policy (the “Privacy Policy”) explains how we collect, use, disclose and protect personal information in connection with the Platform and the Website. It forms part of our terms of service, available at https://playervector.com/terms (the “Terms”). Capitalized terms not defined in this Privacy Policy have the meanings given in the Terms.

Summary

• Organizations (and their coaches) use the Platform to record evaluations and notes about the players on their teams and to share coach-approved content with each player’s parents or guardians.
• The information about players and guardians on the Platform comes from the Organization. The Organization is responsible for that information and for obtaining consent from families in its own registration process. We handle it on the Organization’s behalf, as its service provider.
• Players are children and youth. They do not have accounts, and we do not collect information directly from them.
• Platform data, including Player and Guardian information, is stored primarily in Canada. Some of our service providers, including the artificial intelligence services that help coaches draft content, our email provider and our payment processor, process information in the United States, and our address lookup provider processes information in the European Union.
• We do not sell personal information.
• Guardians can opt their child out of the AI drafting features, and can contact the Organization or our privacy officer about their privacy rights.

PART I: OUR ROLE AND WHO THIS POLICY APPLIES TO

Information about players and guardians. When an Organization adds a player (a “Player”) or a parent or legal guardian of a Player (a “Guardian”) to the Platform, the Organization remains in control of, and accountable for, that information. We collect, use and disclose it only on the Organization’s behalf, to provide the Platform to the Organization, in accordance with our enterprise subscription agreement with the Organization (the “Enterprise Agreement”) and this Privacy Policy. The Organization’s own privacy policy also applies, and we encourage Guardians to read it. Under the Enterprise Agreement, the Organization must obtain consent from a Guardian of each Player under eighteen (18) years of age (or from the Player, if the Player is eighteen (18) or older) before adding the Player to the Platform.

Information we collect for our own purposes. We are responsible for the personal information we collect for our own purposes, such as account details of Organization owners, managers and coaches (“Staff”), records of each user’s acceptance of our Terms and this Privacy Policy, sign-in and security records, billing contacts, and information submitted through the Website.

This Privacy Policy applies to Staff, Guardians, Players (whose information is added by an Organization) and visitors to the Website. We offer the Platform only to Organizations located in Canada outside the Province of Quebec.

PART II: CHILDREN’S INFORMATION

The Platform is designed to hold information about children and youth, and we treat that information with particular care, with the best interests of those children and youth as a primary consideration:

• Players never have accounts and never sign in. We do not knowingly collect personal information directly from any child. No one under eighteen (18) may hold an account.
• Information about a Player is added only by the Player’s Organization, which must first obtain the required consent from the Player’s Guardian through its own registration process. For a Player under eighteen (18) years of age, that consent must come from a Guardian.
• A Guardian can see only his or her own child’s information, and only content that a coach has reviewed and chosen to share with Guardians.
• Every draft produced by our AI Features must be reviewed and approved by a coach before it is used. The Platform is not intended to make decisions about Players; the Organization and its coaches do.
• We do not use children’s information for advertising or marketing, or to profile them for any purpose other than their coaches’ evaluation of their sport development, we do not sell it, and we do not allow it to be used to train artificial intelligence models.
• We do not create public profiles of Players, and we do not share Players’ information with other Organizations, scouts or recruiters.

If you believe information about a child has been added to the Platform without the required consent, please contact the Organization and our privacy officer. A Player can also raise a concern with a Guardian, a coach, the Organization or our privacy officer.

A Note for Players

This note is for you if you play on a team that uses Player Vector. Please read it with a parent or guardian, and ask them if anything is not clear.

What is Player Vector? Your organization uses Player Vector to keep your coaches’ notes about how you are playing and improving. You do not have an account, and you never need to sign in.

What do we keep about you? Your name, the year you were born, your team, and sometimes your position, jersey number or nickname, plus your coaches’ notes, ratings and suggestions about your development. Your organization and coaches add this information.

Who can see it? Your coaches and the people who run your organization. Your parent or guardian can see the notes your coach chooses to share with them. Your information is never made public, and other organizations cannot see it.

Do computers help? Yes. Computer programs help your coach turn spoken notes into writing and write notes faster. A coach always reads and checks everything before it is shared, and the computer never decides anything about you. Your parent or guardian can say no to the computer programs that help write notes about you.

What don’t we do? We never use your information for ads or to teach computer programs. We never sell it.

What if something is wrong or worries you? Tell your parent or guardian, your coach or someone at your organization. They can ask us to fix or delete information about you.

PART III: THE PERSONAL INFORMATION WE COLLECT

Information about Players (added by the Organization and its coaches):

• first and last name, birth year, team and season, and, optionally, jersey number, position and nicknames, as well as archived status and team-move history;
• coaches’ ratings, written evaluations and comments, and summaries prepared for Guardians;
• game and practice notes and summaries, including transcripts of coaches’ spoken feedback and notes drafted with the AI Features and edited by coaches, and, for games, the opponent and the team’s final score (we do not record individual player statistics);
• development flags (for example, a suggestion that a Player be moved up, moved down or checked in on), team-move requests, line or unit assignments and position rankings; and
• audio recordings of coaches speaking, which may incidentally capture other voices, such as Players speaking during a practice, and which are kept for up to three (3) days so they can be converted to text and are then deleted (see Part IX).

Coaches are asked not to record health, medical, family or other sensitive information about Players unless their Organization has authorized it, but because notes are written by coaches, they may sometimes contain this kind of information. Notes may also refer to people who are not on a roster, such as a Player’s family members.

Information about Guardians (added by the Organization, or provided by the Guardian): name, email address and (optionally) phone number; which Player(s) the Guardian is connected to; records of the Guardian’s acceptance of the Terms, acknowledgment of this Privacy Policy and choice about the AI Features; and sign-in records.

Information about Staff: name, email address, role, Organization and team assignments, activity on the Platform (such as evaluations created or approved), and acceptance and acknowledgment records.

Organization and billing information: the Organization’s name, logo and colours; billing contact name and email; mailing and billing address (when it is typed during our online sign-up process, the text typed is sent to our address lookup provider so that it can suggest matching addresses); GST/HST number; subscription plan and invoice history. Payment card and bank account details are entered only on our payment processor’s pages and are not received or stored by us directly.

Website visitors and demo requests: if you request a demonstration, the contact details and message you provide, and whether you have opted in to receive marketing emails from us (the opt-in box is not pre-checked). We also collect aggregated information about how visitors use the public pages of the Website (see Part VIII).

Security and technical information: an audit log of changes to Player records (who made the change, what was changed and when); sign-in attempts (including a protected form of the network address used); one-time sign-in codes, which are stored only in a protected form and deleted within a day; and session cookies (see Part VIII).

We do not collect precise location information or photographs of Players, and do not want users to upload photographs or video, biometric information, or social media information.

PART IV: HOW WE USE PERSONAL INFORMATION

We use personal information to:

• provide the Platform to the Organization and its users, including storing rosters, evaluations and notes, converting coaches’ recordings to text, and providing the AI Features;
• send transactional emails, such as Guardian invitations, one-time sign-in codes and notices that new shared content is available (which identify the Player by first name only and do not include the content itself);
• authenticate users, enforce each user’s access permissions and protect the security of the Platform;
• provide support to the Organization and its users and respond to enquiries and demo requests;
• bill and collect fees from Organizations;
• send marketing emails to people who have opted in to receive them (you may unsubscribe at any time);
• compile aggregated statistics about the use of the Platform that do not identify any Organization or individual, to operate, support and improve the Platform;
• measure, in aggregate, how visitors use the public pages of the Website (see Part VIII);
• comply with legal requirements, seek legal advice, and establish, exercise or defend legal claims; and
• enforce our Terms and the Enterprise Agreement.

We do not use personal information about Players or Guardians for any purpose other than providing the Platform to the Organization, securing and supporting it, and complying with the law, unless the Organization and the individuals concerned (for a Player, a Guardian) have given their express consent.

PART V: ARTIFICIAL INTELLIGENCE FEATURES

The Platform uses third-party artificial intelligence services to help coaches work more efficiently. These features:

• convert coaches’ spoken feedback to text (speech-to-text);
• draft a note for each Player from a coach’s transcript of a game or practice, and, when a coach asks, a parent-friendly version of a note;
• draft a summary of a practice for Guardians from a coach’s notes;
• draft evaluation comments from a Player’s notes, and plain-language summaries of evaluations for Guardians; and
• suggest development flags based on a team’s ratings and notes.

A coach should review, edit and approve every draft before it is published to a Guardian or included in an evaluation. The AI services are not intended to make decisions about Players or set a rating.

Opting out. A Guardian may choose to exclude his or her child from the AI drafting features. If any Guardian opts out, or the Organization has recorded an opt-out for the child, we exclude the child from the AI drafting features and use reasonable efforts to remove the child’s name from transcripts before they are sent to the AI services. A transcript of a whole practice or game may still refer to the child in a way we cannot reliably detect, such as a misspelled name or a description. Coaches’ voice recordings will still be converted to text so that coaches can review their own feedback.

The AI and speech-to-text services we use are listed in Part VI.

PART VI: DISCLOSURE OF PERSONAL INFORMATION

Within the Organization. Information about a Player is available to the Organization’s owners and managers and to the coaches assigned to the Player’s team, and coach-approved shared content is available to the Player’s Guardians.

Our service providers. We use the following service providers (and their affiliated entities) to operate the Platform and the Website. These are the service providers that the Enterprise Agreement refers to as “Sub-processors”. They may access or store personal information only to provide their services to us, under written agreements requiring them to protect it:

• Supabase, Inc. — database, Staff sign-in, and file storage (Organization logos and coaches’ voice recordings) — data stored in Canada (Montréal) — https://supabase.com/privacy;
• Vercel Inc. — web hosting and server functions for the Platform and Website — server functions run in Canada (Montréal) — https://vercel.com/legal/privacy-policy;
• Anthropic, PBC — AI drafting of notes, parent-friendly versions of notes, evaluation comments, summaries for Guardians, practice summaries for Guardians and development-flag suggestions — processing in the United States — https://www.anthropic.com/legal/privacy;
• Deepgram, Inc. — conversion of coaches’ voice recordings to text — processing in the United States (we have opted out of Deepgram’s use of audio to improve its models) — https://deepgram.com/privacy;
• Postmark (ActiveCampaign, LLC) — delivery of transactional emails, including Guardian invitations, one-time sign-in codes and notices of new shared content — processing in the United States — https://postmarkapp.com/privacy-policy;
• KEPTAGO LTD (Geoapify) — address suggestions when an Organization’s representative enters the Organization’s mailing address during our online sign-up process, receiving the address text typed and technical information about the request, and no information about Players or Guardians — processing in the European Union — https://www.geoapify.com/privacy-policy; and
• Stripe Payments Canada, Ltd. and Stripe, LLC — payment processing for Organization subscriptions, receiving Organization billing contact and payment information only and no information about Players or Guardians (Stripe also uses that information for its own purposes, such as fraud prevention, under its own privacy policy) — processing in the United States — https://stripe.com/privacy.

We will update this list, and give Organizations at least thirty (30) days’ notice by email as required by the Enterprise Agreement, if we add or replace a service provider that processes or stores Player or Guardian information.

If required by law. We may disclose personal information if required by law, such as in response to a subpoena, court order or other legal process. Where the information belongs to an Organization, we will notify the Organization before disclosing it, unless we are prohibited from doing so.

To protect safety. We may disclose personal information to law enforcement or other appropriate authorities where we reasonably believe it is necessary to protect the life, health or security of a child or any other individual, as permitted by applicable law.

Business transactions. We may disclose personal information to a prospective purchaser or successor of our business, in accordance with applicable privacy law, provided it agrees to protect the information and to use it only for the purposes described in this Privacy Policy. Player and Guardian information remains subject to each Organization’s Enterprise Agreement.

PART VII: STORAGE, CROSS-BORDER TRANSFERS AND SECURITY

Platform data, including Player and Guardian information, is stored primarily in Canada. When the AI drafting, speech-to-text and email features are used, the information they need is sent to our service providers in the United States for processing. Our email provider also keeps records of the emails it delivers, and our payment processor stores billing and payment information, in the United States. When the address lookup feature is used during online sign-up, the address text typed is sent to our service provider in the European Union. While it is outside Canada, it is subject to the laws of the jurisdiction where it is processed and may be accessible to its courts, law enforcement and national security authorities.

We protect personal information with safeguards appropriate to its sensitivity, including: separation of each Organization’s data from every other Organization’s, enforced in the database and in our application; access controls that limit each user to the information his or her role permits; encryption in transit and at rest; sign-in by one-time links and codes rather than stored passwords; limits on sign-in attempts; an audit log of changes to Player records that cannot be edited; and restricting access by our own personnel to what is needed for support, security and legal compliance. No method of transmission or storage is completely secure, however, and we cannot guarantee absolute security.

PART VIII: COOKIES

We use only the cookies needed for the Platform to work: a session cookie that keeps you signed in (for Guardians, 24 hours, or 30 days if they choose “keep me signed in”; for Staff, up to 30 days after signing in) and a cookie that remembers which Organization’s sign-in page you visited. The Platform’s quick-record feature may store a coach’s unsent recordings in the browser on the coach’s device until they are uploaded, and signing out clears them. The Platform also keeps a few small items in your browser’s storage to make it easier to use: the time a Guardian last viewed their child’s page, a coach’s last-used team, whether an installation tip has been dismissed, and, while a Guardian waits for a sign-in code, the Guardian’s email address in that browser tab for up to ten (10) minutes. None of these items is used to track you. We do not use advertising or tracking cookies. On the public pages of the Website only, and not on sign-in pages or within the Platform, we use an analytics tool that does not use cookies, to understand in aggregate how visitors use the Website. If you block cookies, you will not be able to sign in.

PART IX: RETENTION

We keep personal information only for as long as it is needed for the purposes described in this Privacy Policy, or as required by law. In particular:

• coaches’ voice recordings are deleted automatically within three (3) days after they are uploaded;
• one-time sign-in codes are deleted within a day, and sign-in attempt records within a few days;
• information about a Player is kept while the Player is on the Organization’s roster; a Player whom the Organization archives is kept in archived form for twenty-four (24) months, so that the Organization can restore the Player’s history if he or she returns, and is then deleted;
• when an Organization’s subscription ends, the Organization may export its data for sixty (60) days, after which we delete it within thirty (30) days, and copies held in our backups are overwritten in the ordinary course of our backup cycle;
• information from a free pilot is deleted thirty (30) days after the pilot ends, unless the Organization subscribes or asks us to export it first;
• records of acceptance of our Terms and acknowledgment of this Privacy Policy, signed Order Forms and audit log entries are kept for seven (7) years after the Organization’s subscription ends, including after the Organization’s other data is deleted, to evidence them and to establish or defend legal claims; and
• demo requests are kept for twelve (12) months after our last contact with you, unless you become a customer.

PART X: YOUR PRIVACY RIGHTS AND CHOICES

Subject to applicable law, you have the right to request access to the personal information we or an Organization hold about you (or, as a Guardian, about your child), to request correction of inaccurate information, and to withdraw your consent, subject to legal or contractual restrictions.

Player and Guardian information. Because the Organization controls this information, please make your request to the Organization first. If you contact us instead, we may forward your request to the Organization, and we will provide the Organization with reasonable assistance in responding to it. Withdrawing consent may mean that the Organization removes your child from the Platform; it does not affect the Organization’s own registration records. A Player may also make a request about his or her own information, directly or through a Guardian, and the Organization will consider it having regard to the Player’s age and maturity.

Other information. For information we hold for our own purposes (such as Staff account details or a demo request), contact our privacy officer and we will respond within thirty (30) days.

AI Features. Guardians may opt their child out of the AI drafting features at any time in the Platform’s settings (see Part V).

Marketing. You may unsubscribe from marketing emails at any time using the link in each email. Transactional emails about the Platform (such as sign-in codes and notices of new shared content) are not marketing emails.

PART XI: CHANGES TO THIS PRIVACY POLICY

We may revise this Privacy Policy from time to time by updating this page. We will give at least thirty (30) days’ notice of any material change, such as a change to the types of personal information we collect, the purposes for which we use it, or the service providers or countries involved, by email to the address associated with your account and/or by a prominent notice on the Platform, and we may ask you to acknowledge the updated Privacy Policy when you next sign in. Minor changes that do not affect your rights may be made by updating this page.

PART XII: CONTACT US

We have designated a privacy officer who is responsible for our compliance with this Privacy Policy and applicable privacy law. You may contact our privacy officer by email at privacy@playervector.com or by mail at: Player Vector Inc., Attn: Privacy Officer, 5-4104 Fairview Street #208, Burlington, Ontario L7L 4Y8, Canada.

If you are not satisfied with our response to a privacy question or complaint, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada (www.priv.gc.ca). We encourage you to contact our privacy officer first so that we have an opportunity to address your concern.