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VAULTMEET / LEGAL

Privacy Policy

How the pilot platform collects, uses, shares, retains, and protects account, athlete, meet, and result information.

Status
Owner-approved v1 policy
Effective
October 10, 2026
Version
owner-v1.3-2026-10-10

1. Scope and roles

This Privacy Policy applies to vaultmeet.app, VAULTmeet Host, VAULTmeet Live, related progressive web applications, the VAULTmeet iOS app, transactional emails, requested verification texts, and support services (the “Service”). The Service is provided by One More Try Software LLC and is currently operated as a club pilot in Texas.

VAULTmeet supplies software. A club, school, facility, or other meet host decides which participant and event information to enter, who may access it, whether a meet is public, and which results to publish. The host remains responsible for its event and for having authority to provide participant information.

2. Information we collect

  • Account details such as name, email, optional mobile number, verification and text-consent status, roles, sessions, and club permissions.
  • Athlete and guardian details such as name, club, birth date or age, relationship, seed mark, opening height, registration answers, and waiver acceptance. Meet Hosts may also store their waiver text or an uploaded waiver PDF, its filename, size, version, and checksum.
  • For an accountless front-table signature, the guardian's typed legal name, relationship, confirmations, witnessing Host session, exact waiver version/checksum, request identifier, and acceptance time. This check-in flow does not require an email address.
  • Meet and scoring information such as venue, flights, check-in, attempts, passes, misses, clearances, places, schedules, staff assignments, and corrections.
  • Transaction status and processor references when payment features are enabled. VAULTmeet does not intend to store complete payment-card numbers.
  • Technical details needed for authentication, security, diagnostics, synchronization, and audit, including session identifiers, timestamps, user agent, request identifiers, and errors.

VAULTmeet Live may keep prepared meet data, pending offline scoring actions, device state, and recent exports in browser storage or IndexedDB, including inside the iOS app. Clearing browser or app data, removing the PWA, or uninstalling the iOS app may remove that device-local information, including scoring actions that have not synchronized. Removing the app does not delete your account or records already stored by the Service; use the privacy and deletion controls in Account Settings for those requests.

3. How we use information

We use information to:

  • Create, verify, secure, and administer accounts and club workspaces.
  • Register athletes, create flights and schedules, operate scoring, and publish authorized results.
  • Deliver sign-in links, invitations, operational notices, receipts, and support.
  • Detect misuse and synchronization conflicts, diagnose errors, maintain availability, and keep audit records.
  • Comply with law, resolve disputes, and protect users, athletes, hosts, and the Service.
  • Measure service operation using completed signups, successful logins, daily signed-in account and active workspace counts, invitations, trials, subscriptions, meet activity, and recorded service issues. Authorized platform administrators can view these measures, and aggregate daily and weekly reports are emailed to our business inbox. These report emails do not contain athlete names, account email addresses, or authentication credentials.

If you add a mobile number, you can choose to verify it and use text codes for sign-in. Email remains available. We send verification texts only when requested and do not use this phone sign-in consent for marketing. Message and data rates may apply. You can remove your sign-in number in Account settings after signing in again with email.

4. Public results and profiles

When a host enables public publication, the Service may display an athlete’s authorized display name, club, category, flight, attempt history, mark, place, meet, and date. Public results may contribute to rankings and club statistics. Live results are preliminary and may change after official review.

Removing information from VAULTmeet cannot remove copies already exported, printed, screenshotted, indexed, or independently published by another person.

Official results published through VAULTmeet are public by default. Public result fields are limited to sports information such as name, club, category or age division, flight, attempts, mark, place, meet, and date. Rankings for visible athlete profiles may also include age in completed years on the meet date to support age-category filtering. Birth dates, email addresses, guardian relationships, account identifiers, and payment information are not public result fields. A verified parent, legal guardian, or adult athlete can hide the consolidated athlete record, which removes it from VAULTmeet rankings and search but does not automatically delete the Meet Host's underlying official result.

5. Youth athletes

All Platform accounts are restricted to people age 18 or older. No minor, including a child under 13, may create an account or submit personal information directly. An account-managed minor profile and registration must be controlled by a parent or legal guardian. An authorized Meet Host may record a minor in an official roster only after recording the name, relationship, and confirmation of the parent or legal guardian who supplied authority. A coach is not a guardian merely because the coach works with the athlete.

A Host, school, or club may maintain its own lawful roster or official result responsibilities, but use of VAULTmeet does not convert a coach or organization into a parent or guardian and does not permit the minor to open an account.

6. Cookies and device storage

We currently use necessary cookies and local storage to maintain sessions, protect authentication, preserve return pages, and operate PWA/offline features. We do not currently use third-party advertising cookies, sell personal information for money, or use personal information for targeted advertising.

Operational usage reports use records created by our servers while providing the Service. They do not add analytics cookies, fingerprint devices, or track browsing on other websites. Daily activity records contain an account identifier, the active workspace identifier when available, and the calendar day; they do not record a browsing history.

Community visit counts use a random, short-lived identifier in browser session storage. A visit restarts after 30 minutes without page navigation or at midnight Central. We count visits and visits to the account-creation page without storing browsing paths, IP addresses, email addresses, or account identifiers in these counters. Anonymous duplicate-prevention receipts are removed after two days; daily aggregate totals are retained for historical reporting. The counter respects Do Not Track and Global Privacy Control and does not track activity on other websites.

7. When information is disclosed

We may disclose information:

  • To the applicable host and its authorized owners, administrators, directors, officials, and operators.
  • To the public when an authorized publication setting is enabled.
  • To Cloudflare for hosting, security, databases, storage, and transactional email.
  • To Stripe when payment or subscription features are enabled.
  • To Apple when you choose Sign in with Apple, where available, as described in the notice below.
  • To OpenAI for safety checks of intended-public text or images you explicitly agree to submit, as described below.
  • To Twilio and telecommunications providers to deliver and verify requested text codes. Mobile numbers and text-consent information are not shared for third-party marketing.
  • To advisers, vendors, insurers, or authorities when reasonably necessary or legally required.

8. Retention and security

Our ordinary retention period is four calendar years after an account is archived or an ordinary support/privacy case is finally closed. Optional meet-entry details follow the same period after confirmed meet completion. Active accounts and useful athlete history are not automatically removed just because a result is four years old. These periods are subject to earlier deletion requests and only necessary, documented legal exceptions; they are not a waiting period for account deletion.

Tax and payment evidence, waivers involving minors, open claims, legal holds, and limited proof needed to prevent restoration of deleted data have separate requirements. We review the relevant fields and dates before disposal; four years does not override a longer legal duty or justify keeping unrelated personal details. We review records manually before disposal. Short-lived authentication records keep their shorter schedules.

Your optional sign-in number remains until you remove it or your account is deidentified. Expired or consumed text-challenge records are included in our manual 30-day authentication record cleanup, subject to legal holds. We keep consent versions, request times, verification attempts, and hashed destination and network identifiers for security and abuse prevention; we do not store text codes in our account database.

Sessions expire no later than 14 days after creation unless revoked sooner; email sign-in links and codes expire after 15 minutes and text codes after 10 minutes. Backups and logs may remain for a limited period after deletion.

Daily account and workspace activity records used for operational reporting are removed after 90 days by a scheduled cleanup, and are removed when an account is de-identified through a verified deletion request. Aggregate reports and their delivery history may be retained for business planning. Existing account, authentication, payment, security, and audit records follow their separate retention purposes.

We use administrative and technical safeguards designed to protect information, but no service can guarantee absolute security. Users must protect access to their email, devices, sign-in links, and authorized workspaces.

We do not retain youth information solely because it might be useful later. We review whether its original purpose still requires it and remove or de-identify unnecessary information, including when a verified deletion request is fulfilled.

A verified deletion request is handled separately from ordinary archival. We remove or de-identify account-associated personal information unless a specific legal requirement calls for retaining it. Calling a record an official result does not exempt its identifying details from this review. If information must be retained, we explain the affected information, reason, and applicable period when responding to the request. Non-identifying meet statistics may remain.

9. Your choices and requests

Subject to applicable law and verification, you may request access, correction, deletion, portability, a public-display change, ranking exclusion, or review of a result or profile. Account holders can also export account data and revoke sessions from Account Settings.

No account is required to request review of a published athlete profile or meet result. Open the public record and choose its correction or privacy-review link; VAULTmeet will verify your email before the request enters the review queue. Verification does not automatically change an official result.

Texas residents may have additional rights under the Texas Data Privacy and Security Act, depending on its scope and exemptions. VAULTmeet will not discriminate against a person for exercising an applicable privacy right.

10. Changes and contact

We may update this Policy. The revised page will show its effective date and version, and material changes will receive additional notice or renewed acceptance when required.

Privacy, support, security, correction, and appeal requests may be sent to onemoretrysoftware@gmail.com. Use “Privacy Request” or “Privacy Appeal” in the subject line and identify the account, athlete, club, meet, or result involved. Do not send sensitive identification documents by ordinary email.

Legal operator: One More Try Software LLC.

iOS age checks — October 7, 2026

Where Apple requires an age check, the iOS app asks Apple for an age range to determine whether adult account features are available. This check does not provide us with your birth date. The app keeps its access decision in memory on your device; it does not send the age range or decision to VAULTmeet's servers or use it for advertising. Public browsing remains available when adult account access is unavailable. Athlete birth dates entered separately by authorized adults are handled as described above.

Optional Sign in with Apple — October 5, 2026

Where available, you may choose Sign in with Apple to create or access an adult VAULTmeet account, or connect it to an existing account after signing in. Apple provides an account identifier and may provide your email address, including a private relay address if you choose Hide My Email. We use this information to identify your linked account and deliver account communications. We do not receive your Apple password.

Our server exchanges Apple's authorization code, verifies the response, and stores the Apple account identifier and an encrypted refresh token so it can revoke the connection when your VAULTmeet account is archived or de-identified. We also process Apple's notices about revoked access, Apple account deletion, and email forwarding changes to secure sessions and stop sending to a disabled relay address. Stopping Sign in with Apple or uninstalling VAULTmeet does not itself request deletion of your VAULTmeet records.

This notice describes an optional authentication method for the existing account purposes above. It does not change youth-account restrictions, public-result settings, payment terms, or earlier recorded policy acceptances.

Public-content safety checks — October 15, 2026

Where enabled, before sending a changed public biography, meet or club description, public label, caption, or uploaded artwork/logo for automated screening, we show a separate permission notice. In the main VAULTmeet app, you may save this permission for future public content from your account and turn it off in Account settings. Other publishing tools may ask separately. If you agree, we send only that intended-public text or image to OpenAI's moderation API for a safety check. The content itself can identify people, including athletes; you must have authority to share it and the required permission for identifiable people, including parent or guardian permission where applicable. We remove unnecessary image metadata before sending and storing the image.

We do not attach private birth dates, contact records, roster or entry records, waivers, payment data, private messages, account identifiers, or scoring actions to these checks. Do not put private information inside content intended for public display. Existing public content is not automatically bulk-scanned. Homepage photo submissions continue to require their separate permission and human review.

You may decline, or stop agreeing to future submissions. Unrelated account, registration, and scoring functions remain available. A flagged change or an unavailable check stays private; an earlier public version stays in place under its existing visibility settings. You can correct the change or contact onemoretrysoftware@gmail.com for human review or an appeal. Automated checks do not establish consent, ownership, accuracy, or safety in every context.

We store the exact candidate, its checksum, the permission version and time, and the review outcome in private records. Screening candidate records expire after 30 days, and scheduled, bounded cleanup removes their private text and image copies; failures remain queued for retry. Superseded private copies are removed sooner where possible. This does not remove a published image still in use, a separately saved private meet workspace, or the existing report/restriction record. Those remain subject to the retention and deletion provisions above. Moderation candidates are included in account privacy handling.

OpenAI's API data-use documentation lists the moderation endpoint as not used for model training and with no abuse-monitoring or application-state content retention. This does not describe all provider account/usage metadata or VAULTmeet's own records. This additional permission notice applies to the specified safety processing and does not retroactively change earlier account-policy acceptances.

Optional homepage photo submissions — September 11, 2026

This additional notice applies only if you choose to submit a homepage photo. We collect the photo, public credits, description, verified account and contact information, typed signature, relationship, permission choices and exact text/version, photo and permission checksums, acceptance time, browser user agent and request identifier. Photos stay private until reviewed. Approved photos and public credits appear on the homepage; contact details and signatures do not.

You can withdraw in Submit a photo, which stops new public delivery and deletes the stored image. Permission evidence and review history are retained as reasonably necessary for prior-use records, disputes and legal obligations; they remain subject to verified privacy requests and applicable retention requirements. Read the separate Homepage Photo Permission and Privacy Notice before submitting. This optional notice does not replace any existing disclosure or retroactively alter earlier policy acceptances.