Privacy Policy

1. Who this policy covers

This policy describes how Pathfinder collects and handles information for Organization administrators, coaches and staff, parents/guardians, program participants (including minors, whose information is provided by a parent or guardian), and sponsors. Pathfinder acts as the technology platform and data processor on behalf of each Organization; each Organization is responsible for how it uses the information it collects through its registration and sponsorship forms.

2. Information we collect

• Account information: name, email, and login details for Organization admins and staff.
• Registration information: guardian name, email, and phone; and participant name, date of birth, gender, school, and any medical or allergy notes voluntarily provided to help the Organization run its program safely.
• Sponsorship information: business name, contact details, and payment information for organizations sponsoring a program.
• Payment information: payments are processed by Stripe. Pathfinder does not store full card numbers.

3. Children’s information

Program participant information is submitted by a parent or guardian as part of registering their child for a youth sports program — it is not collected directly from children. This information is used only to support the specific Organization and program the family registered for (e.g. rosters, medical/safety awareness, and program communication), and is not used for advertising to children.

4. How we use information

• To operate registration, payment, and program management for each Organization.
• To send confirmation and payment-related emails (via our email provider, Resend).
• To process payments securely (via Stripe).
• To provide customer support and respond to inquiries.
• To maintain the security and integrity of the platform.

5. How information is shared

Information submitted through an Organization’s registration or sponsorship forms is visible to that Organization’s authorized administrators. We share information with service providers who help us operate the platform — currently Stripe (payments), Resend (email delivery), Clerk (authentication), and our hosting and database providers — solely to provide the service. We do not sell personal information to third parties.

6. Data retention

We retain registration, sponsorship, and payment records for as long as an Organization’s account is active, and as needed to satisfy financial record-keeping and legal obligations. An Organization can request deletion of specific records by contacting Pathfinder directly.

7. Security

We use industry-standard practices to protect information, including encrypted connections and access controls limiting each Organization’s data to its own authorized administrators. No method of transmission or storage is 100% secure.

8. Cookies and sign-in

Pathfinder uses authentication cookies (via Clerk) to keep administrators signed in. We do not use third-party advertising or tracking cookies on organization registration pages.

9. Your choices

Parents/guardians and sponsors who want to review, correct, or request deletion of information they submitted should contact the Organization they registered with, or reach out to Pathfinder directly if the Organization is unresponsive.

10. Changes to this policy

We may update this policy from time to time. Material changes will be reflected by updating the date at the top of this page.

11. Contact

Questions about this policy or a data request can be sent to the platform administrator. See also our Terms of Service.