Privacy at Athletic Assist
Athletic Assist is software for high school athletic directors. It holds your schedule and the contact details of the people who work your games. This page says what we hold, why, and what you can do about it.
Last updated: October 29, 2026
What we hold
Your schedule. Games, opponents, venues, times, and the work each game creates.
Your people. For each worker or official you add: their name, email address, phone number if you use it, what they do, and whether they are active. We also keep the replies they send back, as part of the record of each request. We also keep email that reaches the system, including emails you forward to it: the sender, the subject and the text of the message, which can include a signature with a name or phone number.
What we sent. A copy of every message the system sent on your behalf: who it went to, when, and what it said, so you have a record of what was asked and what came back.
What we do not hold
No student data. Not names, not grades, not eligibility, not anything. It has never been in scope and the system has no place to put it.
No payment details. No addresses. No dates of birth.
Whose it is
Yours. Your school's data belongs to your school. Ask for a copy and you get one, in a format you can open. Ask us to delete it and we delete it. We do both by hand when you ask; there is no button for it in the app yet.
Who can see it
Other schools cannot. Every school's data is separated in the database itself, not just in the screens. A query run for one school cannot return another school's rows.
We can, and only to do our job. We look at your data to operate the service or fix something broken. Nobody else at Athletic Assist browses it, and we do not look at it for any other reason.
What we never do
We do not sell your data. We do not rent it, trade it, or use it for advertising. We do not share it with DragonFly, HomeTown, MaxPreps or any other vendor beyond what you ask the system to send them. We do not use it to train any AI model.
The service runs on a small set of providers that handle the data for us: Neon (the database), Railway (the application), Cloudflare (access control and mail forwarding), and Postmark (sending and receiving email).
The email reader. When a school has agreed to it, an email you forward to Athletic Assist is read by an AI service from Anthropic, so the game in it can be filled in for you to check. The whole email goes to that service, including names and contact details in signatures, and it keeps it for up to 30 days. The reader never changes your schedule by itself. It is on only for schools that have agreed.
The system sends email from our own domain, on your behalf. Your school's name appears as the sender and replies are collected in the app for you to see. We have no access to your email account. We do not read your mailbox, and we never ask for your email password.
How long we keep it
While you use Athletic Assist. If you stop, we keep your data for 30 days in case you want it back, then delete it. Ask us to delete it sooner and we do. We do this by hand; there is no automatic purge yet.
When a worker stops working games, you mark them inactive and they stop receiving anything immediately. Their name stays on past games, because that is your record of who you asked. If you would rather have someone removed entirely, ask us and we delete them.
Changes to this page
If we change something that matters, we tell you before it takes effect. We do not change it quietly.