Privacy Policy

Effective date: October 28, 2026
Version: 2026-10-28

Beta edition. This policy covers sros.team and app.sros.team. The words are the same on both.

1. Who we are

Patrick Severs ("we") offers Softball Recruiting OS, called SROS.

The marketing site is sros.team. The application is app.sros.team. This policy covers both. The service helps a high-school softball athlete and the athlete's family organize college recruiting. It is a free beta. We do not charge for it, and you can stop using it at any time.

Many athletes who use the service are 13 to 17 years old. In short:

• We do not sell personal information. We do not share it for advertising. There is no sale to opt out of.
• We do not run advertising or analytics trackers. We do not read the Global Privacy Control signal, including the Sec-GPC header.
• A person reviews each household that signs up before it can use the application.
• Club coaches, 18 or older, can sign up too. A coach account is separate from every household and cannot see any household's information. A person reviews each coach before the account can be used.
• Profile fields and photos start private. Nothing is public until the athlete publishes the profile.
• You may upload videos. We do not remove location data from video. Section 3 says how to keep it out.
• The public profile is unlisted. It is not secret. Anyone with the link can open it.
• We do not train models on your information.
• The writing assistant is off.

This policy is part of the Terms of Use. Words used there have the same meaning here.

2. Who this covers

• Athletes, 13 or older, who use the application.
• Parents and guardians who join a household.
• Club and travel-team coaches, 18 or older, who sign up as a coach.
• Visitors who open a public profile or use its contact form.
• Visitors who open a club coach's card.
• People who join the interest list on sros.team, or ask for beta access in the application.
• College coaches, whose public professional details appear in the application.

3. Information we collect

When you create an account

This part is about athletes, parents, and guardians. A club coach's account is described under Club coaches below.

We collect your name, email address, and role, athlete or parent or guardian. We also collect your birth month and birth year. A password is stored only as a hash by our sign-in provider. If you use Continue with Google, we receive your name, email address, Google's confirmation that the email is verified, and the basic profile Google shares, such as an account identifier and a profile picture link. The application uses only the name, the email, and the confirmation.

When a sign-up's email is confirmed, we email the operator its name, email, and role. An athlete also gives a parent's or guardian's email address. We record the version of the terms and this policy that you accepted, and the time your email was confirmed.

We use the birth month and birth year for the age check. If you are under 13, we refuse the account and we do not keep the sign-up. We do not ask for the day. We do not check an ID.

The administrator can see your name, email, role, birth year, and an athlete's parent email on the approval screen. The approval screen does not show your profile, photos, drafts, or messages. After approval follow-up is finished, we delete that sign-up record, including the birth month and year. For an athlete, follow-up is finished when a parent or guardian joins or the invitation is cancelled. Until then the record stays. We do not keep the month or the year on a household account.

After we delete the birth month and year, we keep a restricted flag that says only whether you were under 18 at sign-up. It does not store the month or the year. It is deleted with the account.

What you add in the application

Depending on what you enter:

• Profile: display name, graduation year, short biography, positions, pitch types, batting and throwing side, city and state, current team, age division, high school, academic interests, and a headshot. City and state are not a street address.
• Measurements and statistics, with units, method, dates, notes, and who verified them. These start private. Sharing one is a separate choice.
• Recruiting: target divisions, regions, positions, and statistics preferences; academic programs; colleges you save, with outreach stage, notes, and follow-up dates; schedule and camps; tasks; links to social media accounts. The athlete's uncommitted recruiting draft is not shown to a parent.
• Outreach drafts and templates: recipient, subject, and message text. A parent who has joined can read them. The parent cannot publish the profile.
• Photos. A photo you upload goes first to private storage that is not public. We then remove GPS and device location before we keep the original, usually within seconds. If an upload stops before that step, the unprocessed file can stay in private storage with its location data. The removal covers the original we keep and the display copy. A photo can carry a title and notes, including notes about permission from people who appear in it. You choose which photos, if any, appear on the public profile.
• Videos. You may upload short videos. They are stored with Cloudflare Stream. We do not remove GPS or device location from video, so a video can carry the location your phone recorded. To keep location out of a video, turn off location for your phone's camera before you record. You choose which videos, if any, appear on the public profile. A deletion or a removal request includes the Cloudflare video.
• Connected Gmail. If you connect Gmail, we store the account email, an account identifier, and an encrypted access credential, including a refresh token so the connection can continue. We keep a record of each message you send through the service: sender, recipient, subject, and the full message text. We keep that record until the deletion path in section 8 removes it. We do not state a number of days. We ask Google for gmail.send, openid, and userinfo.email, with offline access. We do not ask to read your inbox. Google's Limited Use rules apply. We use that Google data to send the message you chose, to show your household the send record, and to keep the connection working. We do not use it for advertising. We do not sell it. During the beta, only a Gmail address we have added to Google's test list can connect. We add it when we approve the household. Google shows a warning that it has not verified the app, and it ends the connection seven days after you approve it, so you reconnect about once a week.

The interest list on sros.team

If you join the interest list, we collect your email and the other fields on that form, such as your name, how you might use the service, and an optional note. We email the contact details to the operator. The optional recruiting note stays out of that email. We send you a confirmation from hello@updates.sros.team. No athlete profile is created from this form. Please do not put private player details in the note. To limit repeated submissions, we keep a keyed one-way hash of your IP address for a short time.

Questions about the list, and requests to remove an entry sooner, go to privacy@sros.team. Entries are also deleted after 12 months. That cleanup does not remove email already delivered to an inbox.

We will not send promotional email until that message includes our postal address and a one-click unsubscribe that removes your entry from the list.

Beta access requests in the application

If you use Join the beta on app.sros.team, we collect your name, email, and whether you are an athlete or a parent or guardian, and a keyed one-way hash of your IP address to limit abuse. We email the name, email, and role to the operator. No account is created. These requests have no automatic time limit; email privacy@sros.team to remove yours.

Public-profile visitors

If a visitor uses the contact form, we collect the visitor's name, email, and message, a keyed one-way hash of the IP address, and the browser's user-agent string, which names the browser and device type. We use the hash and the user-agent string to limit abuse. We do not store the raw IP address. If the household replies, the visitor sees the email address the household replies from.

Club coaches

A club coach is an adult who coaches a club or travel team and signs up as a coach. A coach account is separate from every household. A coach cannot see any household's information, and a household cannot see a coach's.

When you sign up as a coach, we collect your name, email address, team or organization, birth month, and birth year. A password is stored only as a hash by our sign-in provider. Continue with Google works as it does for a household. We use the birth month and year to check that you are 18 or older. If you are not, we refuse the account and we do not keep the sign-up. We keep the birth month and year on the coach account while it is open. We record the version of the terms and this policy that you accepted. When your email is confirmed, we email the operator your name, email, and team or organization.

When you set up the coach workspace, we store your coaching role, your current team, and the regions and divisions you coach.

In the application, a coach can search colleges and camps, save colleges, and pick camps. Saved colleges and camp picks stay in your account. Copying camp details makes plain text on your device. We do not store a list of families or players.

Your coach card. You can build a card: name, role line, a short pitch, specialty, seasons coached, players now on college rosters, counts by division, the teams you coached with years, what you built and a highlight, a headshot, and a contact email. The contact email starts as your sign-up email. You can change it, or hide the email button. The card starts as a draft. When you publish it, we copy it to a page at an unlisted address. Anyone with the link can open it. We tell search engines not to index it, and we do not list it or link to it from our sites. The card labels its counts as self-reported by the coach. Your saved colleges, camp picks, Gmail connection, and sent messages never appear on the card. If you unpublish, the page stops working at once. We keep your draft.

Headshot. We remove GPS and device location from your headshot before we store it. It is shown publicly only on your published card.

Connected Gmail. A coach can connect Gmail. The Connected Gmail paragraph above applies to a coach the same way, except that the send record is shown only to you, not to a household. That includes the encrypted credential, the send record with the full message text, Google's test list during the beta, and reconnecting about once a week. A coach sends one message at a time, to one college coach, at the address in that college's staff directory. There is no Cc or Bcc. We do not write or suggest the text. The message is sent only when you tap Send.

College coaches

The application includes coach names, titles, professional email addresses, phone numbers, and biography links from public college athletics websites. We use them so athletes can identify programs. Staffs change. A contact may be wrong. A coach can email privacy@sros.team to ask for a correction or removal.

Automatic collection

The application sets cookies needed to keep you signed in. The public profile sets no cookies for a visitor who is not signed in to the application.

Sign-up loads Cloudflare Turnstile to tell people from bots. Turnstile processes limited technical information about the browser and device, and it may set its own cookie to run that check.

We do not use analytics cookies, advertising cookies, or session-recording tools. We do not sell or share personal information for advertising, so there is no sale to opt out of. We do not read the Global Privacy Control signal, including the Sec-GPC header. We do not read Do Not Track signals.

Our hosting providers log technical information such as IP address, browser type, and request time for security and operations. We do not set their retention period.

4. How we use information

We use personal information to:

• create and review accounts and households, and coach accounts
• apply the age check, then, for a household, delete the birth month and year after approval follow-up and keep only the under-18 flag
• invite a parent or guardian, and send one reminder on a schedule
• provide college matching, schedules, and the private workspace
• prepare photographs for storage and display
• deliver contact-form messages
• give a club coach the coach workspace, and publish the coach card the coach chooses to publish
• send the message you chose to send from a connected Gmail account, and keep the send record
• send service email: confirmation, approval or decline, invitations, the one parent reminder, password reset, and contact-form messages forwarded to the household
• send the interest-list confirmation described in section 3
• protect the service and investigate abuse
• comply with law and enforce the terms

College matching uses rules and the preferences you save, together with public information about programs. It is not an artificial-intelligence judgment of the athlete.

We do not use personal information for advertising. We do not use a minor's information for research and development. We do not email people who have not asked us to. We do not buy mailing lists. Joining the interest list is a request for the confirmation in section 3. It is not a request for promotional email. We will not send promotional email until the conditions in section 3 are met.

5. The writing assistant and school information

The writing assistant is off. We do not send your drafts to an outside model. We do not use the assistant to draft or edit your messages.

School information in the application comes from public college and athletics websites. Your account, your photos, your videos, and your messages are not sent out to read those public pages.

If we turn the writing assistant on later, we will change this policy first. We will not use a plan that uses your drafts to improve a provider's models. We will not use Google's unpaid Gemini plan.

Nothing in the service sends a message to a coach, publishes a profile, or changes a privacy setting unless a person takes that action. A few things run on a schedule: the one parent reminder, the email to the operator about new interest-list entries, and the deletions in section 9 that have a time limit. We do not train models on your information.

6. Who else sees information

Your household. A parent or guardian who has joined can see the household's workspace: the saved profile, measurements, schedule, saved schools with their outreach notes and follow-up dates, coach-outreach drafts and templates, the Gmail connection, and the text of messages sent through the service. The parent cannot see the athlete's uncommitted recruiting draft. The parent cannot publish the profile.

The public profile, if the athlete turns it on. Each field and photo stays private until the athlete shares it. A published profile also shows the high school name and the saved schedule: each event's name, type, team, city and state, and dates. Shared items are visible to anyone with the unlisted address. We tell search engines not to index the page. We cannot control forwarding. The athlete can change the shares or turn the page off. Turning it off takes the page down and removes its public photos. We keep a private copy of what was published so the athlete can turn it back on.

A club coach's card, if the coach publishes it. The published card is visible to anyone with its unlisted address. We tell search engines not to index the page. We cannot control forwarding. The coach can unpublish it at any time. If we suspend a coach account, we take the card down, and it stays down until the coach publishes it again.

Contact-form replies. We forward the visitor's message to the household. A reply shows the visitor the email address you reply from.

Messages you send. The recipient gets the contents and your sending address. A parent who has joined can read the text of messages sent through the service. No household can see a coach's messages.

Service providers. They process information for us. They are not allowed to use it for their own advertising.

The administrator. The approval screen shows name, email, role, birth year, and an athlete's parent email. The administrator's people and household pages show each member's email and role, the household's name, and the email and status of each invitation to join the household. For a club coach, the administrator sees the name, email, birth year, team or organization, when the email was confirmed, account status, and whether the card is published, with its link. None of these screens show your profile, photos, drafts, or messages, or a coach's card draft, saved colleges, camp picks, or messages. We do not read Gmail message text as ordinary support. A person may look at a specific stored message to investigate abuse, a security problem, or a legal request.

Law and safety. We may disclose information if we believe in good faith that the law requires it, or that it is necessary to protect a person's safety, to address fraud or a security incident, or to protect our rights.

A transfer of the service. If the service is sold or reorganized, information may move with it, still subject to this policy. We will tell you before a different privacy policy applies.

We do not sell personal information. We do not share it for targeted advertising.

7. Children and teens

The service is not for children under 13. Sign-up asks for birth month and birth year and refuses anyone under 13. The coach part of the service is for adults: coach sign-up refuses anyone under 18. If we learn we have personal information from a child under 13, we stop using it and we delete it through the path in section 8. If you believe a child under 13 has registered, email privacy@sros.team.

An athlete aged 13 to 17 must give a parent or guardian email. After we approve the household, we invite that parent and send one reminder. The athlete can use the service without waiting for the parent, including publishing a public profile, publishing photos or video, and connecting Gmail. A parent who joins can see the household's information as section 6 describes. A parent does not approve the athlete's actions. A parent who joins agrees to the terms for the parent's own use, as the Terms of Use describe. The invitation alone is not that agreement. The athlete's checkbox is the athlete's own agreement.

A parent or guardian may email privacy@sros.team to ask what we hold about their minor child, to ask for a correction, or to ask us to turn off the public profile. We will verify the requester before we act. We do not promise a number of days.

California minors. If you are under 18 and you live in California, and you posted content on the service, you may remove it or ask us to remove it. In the application, turn the public profile off, stop sharing the field or photo, or delete the photo or video. You can also email privacy@sros.team from your account email and tell us what to remove. If it is a video, name it in that email. We will remove that video, including the copy at Cloudflare. This request belongs to the minor who posted the content. Taking content off our service does not erase copies someone else already saved. Turning the public profile off hides the public copy. If the request is from a person who appears in a photo or video, turning the profile off is not enough. That request includes the stored original and any Cloudflare video, as the Terms of Use describe.

New York minors. If you are under 18 and you live in New York, we use your information only for the specific service you asked for. That is the account, the household, college matching, the profile you choose to publish, and the messages you choose to send. We do not use it for advertising. We do not train models on it. We do not use it for research and development. We do not sell it.

8. Your choices and deletion

You can update your profile, choose what the public profile shows, turn that profile off, delete individual photos and videos, and disconnect Gmail, from inside the application. Turning the profile off and disconnecting Gmail are the athlete's to do.

You can ask for a copy of the personal information we hold, or ask us to correct it, by emailing privacy@sros.team from the account email. There is no export button.

You can ask us to delete the account by emailing privacy@sros.team from the account email. Deletion covers the whole household: every member's login and everything the household holds.

If you ask us to delete the account, or if we learn that a user is under 13, we remove the login, the profile, album originals, display media, Cloudflare video, Gmail tokens, send logs, contact-form messages, and unconfirmed sign-ups. We do not promise a number of days.

For a club coach, you can ask us to delete the coach account the same way. Deleting it removes the login, the coach account with its birth month and year and agreement version, the setup answers, the card and the published page, the headshot, saved colleges, camp picks, Gmail tokens, and send records. The service keeps no record of a deleted coach account. That does not remove the sign-up email already sent to the operator.

For a household, we keep the record of the approval decision and the agreement version accepted, and a record that the deletion happened, with its dates. That record may also say whether the deletion was on request or because a user was under 13. Neither holds your name or email. If we cannot revoke Gmail access ourselves, we will ask you to remove it in your Google account. If a video cannot be matched to its Cloudflare copy, we remove that copy by hand.

We do not sell or share personal information for advertising, so there is no sale to opt out of, and we do not offer a separate switch for that. We do not read Sec-GPC.

Most comprehensive state privacy laws apply to larger businesses. At our current size we do not run a California Consumer Privacy Act request portal. The California minor rules in section 7 still apply. We will not discriminate against you for asking.

9. How long we keep information

We keep personal information for the uses in this policy unless the law requires longer. We do not state a number of days we do not enforce.

• Declined registrations are deleted when we decline them. That includes a declined coach sign-up.
• A coach account, with its birth month and year, card, saved colleges, camp picks, and send records, stays while the account is open. The deletion path in section 8 removes all of it.
• For a household, the sign-up record, including birth month and birth year, is deleted after approval follow-up is finished, as section 3 describes. We keep the approval decision, the agreement version you accepted, and the time of that deletion.
• After that deletion we keep the restricted under-18 flag described in section 3, until the account is deleted.
• A sign-up whose email is never confirmed is deleted automatically. We do not state the number of days. It is deleted sooner if the person asks, or if we learn the person is under 13.
• Account content stays while the account is open. The deletion path in section 8 removes it when you ask, or when we learn the user is under 13.
• Turning the public profile off removes the public copy. The account copy remains until you delete it or the deletion path removes it.
• Contact-form messages have no separate time limit. The deletion path removes them.
• Records of sent messages, including the full text, have no separate time limit. The deletion path removes them. While the account is open, the product keeps them as a history.
• Provider backups can retain deleted information until the provider overwrites them. We do not set that period.
• Beta access requests made in the application have no automatic time limit. We remove one when you ask.
• Interest-list entries on sros.team are deleted after 12 months. That cleanup does not remove email already delivered to an inbox or retained by the email provider.

10. Security

We separate each household's information in the database. We encrypt connected-account credentials. We store contact-form IP addresses only as keyed hashes. We remove GPS and device location from the photographs we keep. Section 3 describes the short window before that happens. We do not remove location data from video. Section 3 says how to keep it out. No method of storage is completely secure. If we learn of a security incident affecting your personal information, we will notify you as the law requires.

11. Other websites

The service links to sites we do not control, including college athletics pages, camp registration, and social media. Their policies govern those sites.

12. Where information is stored

The service is meant for people in the United States. Information is stored and processed in the United States. If you use the service from somewhere else, your information is handled under U.S. law and this policy.

13. Changes

We may update this policy. If we make a material change, we will email you or show a notice in the service before the new date, and we will change the date at the top. We record the version you accept at sign-up. We do not ask you to click again. If a change would use a minor's information for a new purpose, or would turn on a feature this policy says is off, we will describe it here before it applies. We will not treat silence as permission. The writing assistant stays off unless this policy is changed first.

14. Contact

Patrick Severs, who runs SROS

Privacy questions and requests: privacy@sros.team