Privacy policy

Effective October 13, 2026

Ball Coaches Toolkit is a website for softball and baseball coaches, run by BallCoachesKit. This page explains what it stores and what we do with it. The short version: we keep what you put in so the toolkit works, we only share it with the coaches you invite, and we never sell it or show ads.

What the toolkit stores

• Your account: your first and last name, your email address, and your password. Passwords are stored scrambled (hashed), so no one, including us, can read them.
• Team information you enter: team names and colors, rosters (player names, jersey numbers, positions, bats and throws), lineups, schedules, practice plans, wristband cards, and stats you import from GameChanger.
• Parent contacts and medical notes: parents’ and guardians’ names, relationship, phone numbers and emails, an emergency contact, and any medical or allergy notes, entered by a coach or sent by a parent with the team’s parent form. Forms sent by parents wait, encrypted, until a head coach or team admin approves them.
• Staff messages: messages you send to other staff on your team in Messages, who they went to, your reactions, and when each person last read a chat (for read receipts).
• Notification settings: if you turn on notifications, the delivery address your phone or browser’s notification service gives us, so we can send you alerts.
• Walk-up songs: MP3 files you upload, and for Apple Music songs, the song you picked and its start and end times.
• GameChanger schedule link: if you connect your schedule, we save the calendar link so the toolkit can check it for changes.
• Early access requests: the name, email, team and note you send from the request form.
• Tool usage: which tools a signed-in coach opens and how often, by day (for example, “Lineups, 3 times on Tuesday”). We use it to see which tools help coaches most. It doesn’t include anything you type or enter.
• Security records: the internet address (IP) of sign-in and email attempts, kept about a day so we can block repeated guessing. We also log reports from your browser if it blocks something unexpected on the page. Those don’t include personal information.

Cookies and your device

The toolkit sets one cookie that keeps you signed in for up to 60 days. It also saves a copy of your teams and walk-up songs on your phone or computer so they work without a signal. We don’t use advertising or tracking cookies, and we don’t use analytics services.

Who can see your information

• Coaches you invite. A head coach can invite assistant coaches to a team and choose what each one can see and change.
• Parent contacts and medical notes are only shown to the team owner, Admins and Head coaches, and Assistant coaches the head coach allows. Volunteers never see them. The parent form only shows the team’s name, never anything about other players.
• People in your chats. Only the staff in a chat see its messages. Someone removed from a team, or who leaves a group chat, can’t see those messages anymore.
• The site admin, who can see account names and emails to send invites and password resets.
• Companies that help run the site: our web host (where the data is stored) and the email system that sends invites and password resets.
• Notification services, only if you turn notifications on. Alerts reach your phone through its own notification service (Apple, Google, Mozilla or Microsoft). Each alert is encrypted for your device, so those services can’t read it, and it only says who wrote and in which chat, never the message itself.
• Apple and Google, only for what you use. Apple Music walk-up songs load Apple’s music player, and you sign in to Apple Music with Apple directly. We never see your Apple ID or password, and Apple’s privacy policy covers that sign-in. The page’s fonts come from Google Fonts, so Google can see your internet address when the page loads.

We don’t sell or rent your information, and we don’t share it for advertising.

Players and kids

Accounts are for coaches and team staff. Players don’t sign up or log in. Coaches may enter players’ names and jersey numbers, and parents may share their contact information and their child’s medical or allergy notes, so please enter only what you need, and make sure your league or players’ families are OK with it. The parent form asks the parent or guardian to agree before sending. If you’re a parent and want your child’s information removed, ask the coach, or email us and we’ll help.

Keeping and deleting information

We keep your information while your account is active. A head coach can delete a team at any time, which removes its roster, parent contacts and medical notes, lineups, schedule, stats, walk-up songs and staff messages. Removing a player deletes their parent contacts and medical notes. You can delete your own messages; they show as “Message deleted” for everyone in the chat. You can also delete a whole conversation from your own list, and once everyone in a chat has deleted its messages, they’re erased from our server. Removing a walk-up song deletes the file from our server. You can delete your whole account yourself in Settings › Your account › Delete account, on the website or in the app. It’s erased right away, along with the messages you sent. Each team you own goes to another head coach on its staff, or is deleted if there isn’t one. How deleting your account works.

Keeping it safe

The toolkit only works over a secure (https) connection. Passwords are hashed. Everything saved for a team, including player names, parent contacts, medical notes, lineups and staff messages, is encrypted in our database, and each team is only available to its coaches. No system is perfectly secure, but we work to protect your information and will let you know if something goes wrong that affects you.

Changes

If this policy changes, we’ll update this page and the date at the top.

Questions

Email support@ballcoacheskit.com.