Privacy Overview
Headcount is built for youth sports coaches and parents. We collect minimal information, protect it carefully, and never sell your data.
Simple promise: We only collect what we need to send RSVP texts. Nothing more.
What We Collect
When you create a team:
- Your email address
So we can send you login links and important updates about your team
- Team details
Team name, practice schedule, location (optional)
When you add players:
- Parent/guardian name
First name or full name — whatever you want to call them
- Parent's phone number
To send RSVP texts and reminders
- Player's first name (optional)
Helps you identify who's who in your dashboard
That's it. We don't ask for birthdates, addresses, payment info (it's free!), social media, or anything else. Just the basics to run your team.
How We Use Your Data
We use your information for exactly one purpose: to help you manage your team's attendance.
Sending RSVP texts
We send text messages to parents before practice asking them to reply IN or OUT. If they don't respond, we send one gentle reminder.
Showing your dashboard
We display parent responses in your dashboard so you can see who's coming in real-time.
Sending you email updates
We'll email you login links, important product updates, or if there's an issue with your account. You can unsubscribe from product emails anytime.
What we DON'T do:
- • Sell your data to advertisers or third parties
- • Send marketing texts to parents
- • Share parent phone numbers with anyone
- • Track your location or browsing history
- • Use your data to train AI models
How We Keep Data Safe
Security isn't optional. Here's how we protect your team's information:
Encryption everywhere
All data is encrypted in transit (HTTPS/TLS) and at rest in our database.
Secure cloud hosting
Hosted on Firebase (Google Cloud) with enterprise-grade security and daily backups.
Access controls
Only you can see your team's data. No public profiles or searchable directories.
SMS security
We use Twilio (industry-standard) for texts. Phone numbers are never exposed publicly.
Parent Rights & Control
Parents have full control over their information and how they receive messages.
Opt-out anytime
Parents can reply STOP to any text message and they'll be automatically removed from future messages. No questions asked.
Coaches can remove data
If a parent asks, you can instantly delete their information from your team. It's gone permanently.
Limited messages
Parents receive exactly 1 RSVP text per practice + 1 optional reminder if they forget to reply. That's it.
How Long We Keep Data
Active teams
We keep your team data as long as your team is active. You need it to run practices!
Deleted teams
When you delete a team, all parent data is permanently deleted within 30 days. We keep basic logs (like "Team deleted on [date]") for security, but all personal information is gone.
If you want immediate deletion, email us at privacy@headcount.app and we'll handle it within 24 hours.
Inactive accounts
If you don't use Headcount for 2 years, we'll email you asking if you want to keep your account. If we don't hear back after 30 days, we'll delete your data.
Changes to This Policy
If we make changes to this privacy policy, we'll email you at least 30 days before they take effect. We'll never reduce your privacy rights without giving you a chance to delete your data first.
Last updated: October 4, 2025
Questions? Contact Us
Have questions about your privacy or data? We're here to help.
Get in touch:
We typically respond within 24 hours (usually much faster).