Privacy Policy

GearChirp is used by adults — coaches, equipment managers, and athletic directors — acting on behalf of a school or club program. Athletes and parents do not have accounts, are never asked to log in, and never submit information to us directly.

To run an equipment room, a coach records the minimum needed to know who has which item: first and last name, jersey number, position or group, and whether the athlete is currently active on the roster. Each athlete is also assigned a randomly generated card code used on their scannable player card.

We do not collect student dates of birth, addresses, phone numbers, email addresses, photographs, grades, health information, disciplinary records, or any other education record beyond equipment assignment.

Solely to provide the service to the program that entered it: tracking which equipment is issued, returned, overdue, damaged, or missing, and reporting the replacement value at risk.

We do not sell personal information. We do not share it with advertisers, use it for targeted advertising, or build profiles of students. We do not use student information to train machine-learning models.

Records belong to the program that created them. Access is enforced at the database level: every table is protected by row-level security policies that scope rows to the owning program, so one program's data is not reachable by another account even in the event of an application bug.

The school or district remains in control of its records. We act as a service provider processing data on its behalf and at its direction.

A coach can delete an individual athlete at any time. Doing so removes the athlete's name and card code immediately; historical equipment transactions are retained in anonymized form so inventory counts stay accurate, with no identifying information attached.

A coach can delete an entire program from Settings, which removes all athletes, inventory, assignments, and activity history for that program.

On a verified deletion request from a school or district, or on termination of the agreement, we delete the covered records within 60 days, including from routine backups on their normal rotation.

A program can export its athletes, inventory, assignments, and activity history as CSV files at any time from Settings, without contacting us.

Data is encrypted in transit using TLS and at rest by our database provider. Access between programs is isolated by row-level security. Every equipment transaction is written to an append-only activity log that records the acting account and timestamp.

If we discover a breach affecting a program's data, we will notify the affected school or district within 72 hours of discovery, describing what happened and what we are doing about it.

GearChirp is not directed to children and does not knowingly collect information from them. Accounts are held only by adults acting for a school or program; the limited student information present is entered by that adult in the course of managing school property.

Questions, deletion requests, or district privacy paperwork: privacy@gearchirp.com.