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Privacy Policy

Last updated: August 26, 2026

This Privacy Policy explains what information TeamBasin ("the App," "we," "us") collects about you, why we collect it, who can see it, and what control you have over it. We've written it in plain English on purpose. If anything is unclear, email us and we'll explain.

Who runs this App: TeamBasin is operated by MolayMediaLLC. Contact for privacy questions or requests: MolayMediaLLC@gmail.com

1. Who this applies to

The App is used by schools, clubs, teams, and intramural leagues to run their programs. You get an account in one of two ways: a team owner or coach invites you, or, where your school has enabled it, you sign up yourself and verify a school email address. Everyone with an account is part of, or connected to, an organization that uses the App: players, coaches, team owners, league staff, and (where relevant) parents or emergency contacts.

Some league information can be browsed publicly without an account. Browsing that way does not create an account and we do not collect personal information from you for it.

The App is for users 18 and older. Sign-up asks for your date of birth and rejects anyone under 18. If we ever open the App to users under 18, we will update this policy and add parental-consent steps before doing so.

2. What we collect and why

We only collect what your organization actually needs to run. Here's the full list:

Account & identity

  • Username: so people can recognize you.
  • Email address: to send your invitation, let you log in, verify your school affiliation, and send important notices.
  • Date of birth: to confirm age and for roster/eligibility records. Your full birth date is never shown publicly; where age is shown it appears as "X years, Y months."
  • Year in school: for roster organization and planning.

Health & safety

  • Emergency contact name and phone number: so a coach can reach someone if you're hurt at a practice or game.
  • Medical info (optional): allergies, conditions, or notes you choose to share so staff can respond appropriately in an emergency. You decide whether to fill this in.

Team activity

  • Attendance records: who's coming to practices, games, and events.
  • Game results and player stats: scores and performance tracking.
  • Financial records: budget line items, dues tracking, and fundraising amounts. The App does not process payments. We never collect full credit card or bank account numbers, and there is no payment processor connected.
  • School card assignments (where a school uses this): some schools lend out their own institutional cards for trips and purchases. For those we store a school-assigned label, a school-assigned asset identifier, and the card's last four digits, plus a record of which member has the card and for what dates, so the school knows who is responsible for it.
  • Chat messages: messages you send in team and group chats inside the App.

Address search (optional)

  • If you or your team's staff type an address anywhere in the App, including your own contact address or a practice, game, or venue location, that search text is sent to Google Maps Platform to help autocomplete it. We don't send it to Google for any other purpose.

Technical info

  • Basic login/session data needed to keep you signed in securely. We do not run third-party advertising or analytics trackers.

We use this information only to operate your team, club, or league: scheduling, attendance, communication, safety, and budget tracking. We do not use it for advertising, and we do not sell it (see Section 6).

3. Who can see your data

Access depends on your role, and it is scoped to your own organization. The App uses database-level access rules (Row-Level Security) so people only see what their role allows, and so one organization's data is not visible to another.

  • You can always see and edit your own profile, including your emergency contact and medical info.
  • Players can see rosters (without other people's birth dates), schedules, attendance, chat, and game results. Players cannot see financial or inventory records.
  • Officers are players who also hold a team leadership role, such as treasurer or equipment manager. An officer keeps their player access and gains staff-level access: roster details including emergency contacts and medical info, and the ability to view and maintain the team's financial and inventory records. Officers cannot change another member's attendance. That stays with coaches and owners.
  • Coaches and team owners can see roster details needed to run the team, including emergency contacts, medical info, attendance, stats, and financial/inventory records.
  • League and school staff can see the information needed to run competition and to meet the school's oversight obligations for the programs they're responsible for.
  • Parents / emergency contacts are not given accounts. Their names and phone numbers are stored only so staff can reach them in an emergency.

Birth dates are treated as sensitive. They are excluded from the public roster view and only visible to staff who need them.

4. How long we keep your data

We keep your information for as long as you are an active member of an organization using the App. If you leave or ask us to delete your account, we will remove your personal data within 30 days. Some records, like financial line items and logs of administrative and stats-related actions, are kept for your organization's bookkeeping, but with your identity removed instead of attached, wherever we can do that.

Being removed from a team's roster is not the same as deleting your account. Removing you from a roster ends your membership on that team, but your profile, including date of birth, medical information, and emergency contacts, stays in the App until you or an administrator asks us to delete the account entirely.

Chat messages may remain visible to other participants even after you leave, the same way a text thread doesn't disappear from everyone else's phone when one person leaves.

5. Your rights and how to use them

You can:

  • See your data: ask for a copy of the personal information we hold about you.
  • Correct it: fix anything wrong directly in your profile settings, or ask us.
  • Delete it: ask us to delete your account and personal data.
  • Withdraw optional info: clear your medical info at any time in profile settings.

To make any of these requests, email MolayMediaLLC@gmail.com. We'll confirm your identity and respond within 30 days. There's no charge for reasonable requests.

6. What we will never do

  • We will never sell your personal information.
  • We will never share it with advertisers or data brokers.
  • We will never give it to anyone outside your organization's staff without your consent, unless we're legally required to (for example, a valid court order) or it's needed to protect someone's safety.

7. How we protect your data

  • Encryption in transit: All traffic between your device and the App is encrypted with HTTPS/TLS.
  • Encryption at rest: Data is stored in a managed PostgreSQL database (Supabase) that encrypts stored data.
  • Access controls (RLS): Row-Level Security rules in the database enforce who can read or change each record, based on your role and your organization. These rules apply even if someone tries to go around the App.
  • Hosting: The App runs on Vercel (web hosting) and Supabase (database). Both are established providers with their own security programs.
  • Backups: The database is backed up automatically so data can be restored if something goes wrong.
  • Least access: Only MolayMediaLLC and your organization's administrators have direct access, and only when needed to operate or fix the App.

No system is perfectly secure, but we take reasonable, current-standard steps to protect your information.

8. If there's a data breach

If we discover that your personal information was exposed or accessed by someone who shouldn't have it, we will:

  1. Act fast to stop the breach and secure the system.
  2. Investigate what happened and what data was involved.
  3. Tell you without undue delay, by email, what happened, what data was affected, and what you can do to protect yourself.
  4. Notify authorities if the law requires it (for example, under Colorado's data-breach notification law).

We aim to notify affected users promptly once we understand the scope, and in any case within the timeframes required by applicable law.

9. Children's privacy

The App is built for college students and adults, and accounts are limited to users 18 and older. We do not knowingly collect information from anyone under 18. If you believe someone under 18 has an account, contact us and we'll remove it.

10. Changes to this policy

If we change this policy, we'll update the "Last updated" date shown on this page and, for significant changes, notify you in the App or by email. Continuing to use the App after a change means you accept the updated policy.

11. Contact

Questions, requests, or concerns about your privacy:

MolayMediaLLC: MolayMediaLLC@gmail.com