Privacy Policy

BirdieStack Software (“BirdieStack,” “we,” “us,” or “our”) is committed to protecting your privacy. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our event management platform, website, and related services (collectively, the “Services”). Please read this policy carefully. By using our Services, you agree to the practices described herein.

1. Information We Collect

Information You Provide Directly

When you create an account, organize an event, or otherwise interact with our Services, we may collect:

• Account information: name, email address, phone number, organization name, and password
• Event data: event names, dates, locations, formats, and descriptions you create
• Player and participant data: names, contact information, handicaps, team assignments, and registration details entered on behalf of participants
• Sponsor information: company names, contact details, sponsorship tiers, and payment information
• Volunteer information: names, contact details, availability, and role assignments
• Payment information: billing address and payment card details (processed via our payment processor; we do not store full card numbers)
• Communications: messages, support requests, and feedback you send us

Information Collected Automatically

When you access our Services, we automatically collect certain technical information, including:

• Log data: IP address, browser type and version, operating system, pages viewed, time spent, and referring URLs
• Device information: hardware model, unique device identifiers, and mobile network information
• Usage data: features used, actions taken, event creation patterns, and platform interactions
• Cookies and similar tracking technologies (see Section 7)

Information from Third Parties

We may receive information about you from third-party services you connect to BirdieStack, such as payment processors, email marketing platforms, or social sign-on providers, to the extent permitted by those services' terms.

2. How We Use Your Information

We use the information we collect to:

• Provide, operate, and maintain the BirdieStack platform and all its features
• Process registrations, payments, and sponsorship transactions
• Send transactional communications such as registration confirmations, payment receipts, and event updates
• Deliver customer support and respond to your inquiries
• Analyze usage patterns to improve our features, performance, and user experience
• Send product updates, newsletters, and marketing communications (you may opt out at any time)
• Detect, prevent, and address fraud, security incidents, and technical issues
• Comply with legal obligations and enforce our Terms of Service
• Conduct internal research, analytics, and product development

3. Sharing of Information

We do not sell your personal information. We may share information in the following circumstances:

• Service Providers: We share data with trusted vendors who perform services on our behalf, including cloud hosting, payment processing, email delivery, and analytics. These providers are contractually obligated to use your data only to provide their services to us.
• Event Participants: Information entered for players, sponsors, and volunteers is visible to the event organizer(s) who created the event. Organizers are responsible for obtaining appropriate consent from their participants.
• Business Transfers: In connection with a merger, acquisition, or sale of all or part of our business, your information may be transferred as a business asset, subject to confidentiality obligations.
• Legal Requirements: We may disclose information when required by law, court order, or governmental authority, or when we believe disclosure is necessary to protect our rights, your safety, or the safety of others.
• With Your Consent: We may share your information for any other purpose with your explicit consent.

4. Data Retention

We retain your personal information for as long as your account is active or as needed to provide the Services. Event data, including player rosters, payment records, and sponsor information, is retained for a minimum of 7 years to support financial record-keeping and dispute resolution. You may request deletion of your account and associated personal data at any time, subject to our legal retention obligations. Anonymized, aggregated data may be retained indefinitely for analytical purposes.

5. Security

We implement industry-standard technical and organizational security measures to protect your information, including TLS encryption for data in transit, AES-256 encryption for data at rest, role-based access controls, and regular security audits. However, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security and encourage you to use strong, unique passwords and to contact us immediately if you suspect unauthorized access to your account.

6. Your Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you
• Correction: Request correction of inaccurate or incomplete data
• Deletion: Request deletion of your personal data, subject to legal retention requirements
• Portability: Receive your data in a structured, machine-readable format
• Objection: Object to certain processing activities, including direct marketing
• Restriction: Request that we limit the processing of your data in certain circumstances
• Opt-Out of Marketing: Unsubscribe from promotional emails at any time using the link in any email we send

To exercise any of these rights, please contact us at the address in Section 11. We will respond within 30 days of receiving your request.

7. Cookies & Tracking

We use cookies and similar technologies to operate our Services, remember your preferences, analyze usage, and support marketing. For detailed information about the cookies we use and your choices, please see our Cookie Policy.

8. Third-Party Services

Our Services may contain links to or integrations with third-party websites and services. This Privacy Policy does not apply to those third parties, and we are not responsible for their privacy practices. We encourage you to review the privacy policies of any third-party services you access through BirdieStack, including our payment processor, email delivery service, and analytics providers.

9. Children's Privacy

Our Services are not directed to individuals under the age of 13, and we do not knowingly collect personal information from children under 13. If we become aware that we have inadvertently collected personal information from a child under 13, we will take steps to delete that information promptly. If you believe we have collected information from a child under 13, please contact us immediately.

10. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements. When we make material changes, we will notify you by updating the “Last Updated” date at the top of this page and, where appropriate, by sending an email to the address associated with your account. Your continued use of the Services after any changes constitutes your acceptance of the updated policy.

11. Contact Us