Privacy policy

• ChalkLine holds the staff side of county athletics: who's on the council, who the athletic directors and coaches are, and the schedule they run together.
• ChalkLine doesn't collect student personal data, and it isn't designed to hold student records.
• The county owns its data. We use it only to run ChalkLine for the county. We don't sell it or use it for advertising.
• Data is stored in the United States. The only cookies are the ones that keep you signed in.

The county school system, league or association that subscribes to ChalkLine decides who is invited and what goes in. For that data, the county is the controller (in education terms, the record owner) and ChalkLine acts on its behalf as a service provider. Our terms of service set out that relationship.

For the landing page and for people who contact us before their county subscribes, ChalkLine is responsible for the data directly.

About people

For athletic council members, athletic directors, office staff, coaches and board observers the county invites:

• name, role, school and title;
• work email address and, if they add one, a work phone number;
• the sign-in provider they use (Google, Microsoft or an email link) and their notification preferences.

About the county's athletics

• schedules: contests, practices, scrimmages, tournaments, facilities, blackout dates and county rules;
• change requests, approvals and the reasons people give;
• messages and updates posted in ChalkLine, and read receipts for them;
• team counts (a number of athletes, never a list of names).

Records ChalkLine keeps automatically

• Audit log: who changed what, when, why, and the before and after. It can't be edited, so it serves as the county's official record.
• Technical logs: IP address, browser type and request times, used for security, rate limiting and troubleshooting.

Billing

The billing contact's name and email, the county's billing address and any purchase order number. Card details go directly to Stripe; ChalkLine never sees or stores them.

ChalkLine is built for the adults who run county athletics. It doesn't ask for, and isn't designed to hold, student personal information: no student names, birth dates, ID numbers, grades, eligibility, health or contact details. Rosters appear as a count of athletes, not a list of names.

Our acceptable use rules ask users not to enter student personal data in free-text fields such as messages. If some is entered by mistake, the county can ask us to remove it and we will.

• to run ChalkLine for the county: show schedules, route requests to the right people, check conflicts and send notifications;
• to sign people in and enforce what each role can see and do;
• to keep the service secure, prevent abuse and fix problems;
• to bill the county and provide support;
• to email people about their account and about changes to ChalkLine that affect them.

We don't sell personal data, share it for advertising, or build profiles of users. We don't use a county's data to train AI models, and our AI provider doesn't either (see below).

The AI season builder and Assist use Anthropic's Claude API. Nothing is sent to it unless a person uses one of those features. When they do, we send the text they typed. The season builder also sends the season's configuration: school names, sports and levels, season dates, game days and blackout dates. No names, emails or phone numbers of people are sent.

Under Anthropic's commercial terms, data sent through the API isn't used to train its models. The AI only proposes changes; a person reviews and applies them, and ChalkLine's own engine checks every result.

The county's data is stored in a Supabase Postgres database in the United States. The ChalkLine app is hosted on Vercel. Data is encrypted in transit (TLS) and at rest by those providers.

More about how it's protected is on our security page.

We use these companies to run ChalkLine. Each one only gets the data it needs for its job, under a contract that requires it to protect that data.

We'll tell each county's athletic council by email at least 30 days before adding a subprocessor that handles county data.

• While the county subscribes: for as long as the county keeps it. When a person is removed, their access ends; their name stays on past records and in the audit log so the record stays accurate.
• If billing lapses: nothing is deleted. The county becomes read-only after 14 days of grace.
• After the subscription ends: the county has 60 days to export its data. After that we delete it from the live service, and backup copies expire on our database provider's backup schedule.
• Technical logs: kept only as long as our hosting providers retain them, generally no more than 30 days, unless needed to investigate a security incident.

People can see and update their own name, phone and notification settings in ChalkLine. For anything else (a copy of your data, a correction, or deletion), ask your county's athletic council, which manages the account, or email us. When a request reaches us directly, we'll confirm who you are, work with your county, and respond within 30 days.

The county can ask for a full export of its data at any time. Some records can't be erased while the county subscribes, because the audit log is the county's official record; in that case we'll explain what we can remove and what the county must keep.

Where state student-privacy or public-records laws apply to the county, we'll support the county in meeting them.

ChalkLine sets only the cookies needed to keep you signed in (the authentication session). There are no advertising or cross-site tracking cookies, and no third-party ad trackers.

The browser's local storage remembers things like which video guides you've watched and drafts in progress. That stays on your device.

We'll post any update here with a new date. If a change affects how county data is used, we'll email each county's athletic council at least 30 days before it takes effect.

Privacy questions and requests: privacy@chalklineathletics.com.