Effective Date: August 18, 2025
Who we are: LevelUp Marketing Solutions Inc. (“Sports Suite 360”, “we”, “our”, “us”).
Website and Service: sportssuite360.com and related apps (collectively, the “Service”).
Contact: [email protected].
1) Scope
This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when you use the Service. If you use Sports Suite 360 on behalf of an organization (e.g., an academy, club, league, or team), that organization is typically the data controller for athlete/member data, and we act as its service provider/processor.
2) Information We Collect
- Account & Organization Data: name, email, phone, organization details, roles, team affiliations.
- Athlete/Participant Data (provided by your organization): name, contact details, date of birth, roster status, medical/waiver acknowledgments, emergency contact, signatures and timestamps.
- Registration & Forms: program selections, responses, uploaded files, consents.
- Payments (processed by third parties): We collect payment intent details you provide (e.g., amount, payer info) and receive confirmation from payment processors. We do not store full card or bank details.
- QuickBooks Integration: When enabled by your organization, we use QuickBooks Online APIs to create customers, create/post invoices, and record payments. We do not store QuickBooks ledger data on our servers. We may store minimal identifiers (e.g., QuickBooks realm ID, customer ID, invoice ID, payment ID) strictly to reconcile and display transaction status in the Service.
- Device/Usage Data: IP address, device type, browser, pages visited, timestamps, referring/exit pages, and basic analytics via cookies or similar technologies.
- Communications: emails you send us, support tickets, and your marketing preferences.
3) How We Use Information
- Provide and secure the Service; authenticate users; administer organizations, teams, and roles.
- Process registrations, e-signatures, forms, and payments; send confirmations and reminders.
- Generate reports and dashboards for authorized users.
- Send transactional messages (receipts, updates) and, with consent where required, marketing communications (you can opt out anytime).
- Improve, troubleshoot, and audit the Service; detect and prevent fraud or abuse.
- Fulfill legal obligations and enforce our agreements.
4) QuickBooks Integration (QBO)
- What we access: only what is necessary to create customers, create/post invoices, and record payments as directed by your organization.
- What we store: no QuickBooks ledger content is stored on our servers. We retain minimal metadata (realm ID, customer/invoice/payment IDs, status, timestamps) to link app activity with your QuickBooks records.
- Who controls it: your organization authorizes and can revoke the QuickBooks connection at any time.
- Disclosure: We do not sell or share QuickBooks data for advertising. Access is limited to providing the Service you request.
5) Legal Bases (if applicable)
Where required (e.g., EEA/UK), we rely on: (a) performance of a contract; (b) legitimate interests (e.g., security, product improvement); (c) consent (e.g., marketing); and (d) legal obligations.
6) Cookies & Similar Technologies
We use essential cookies for login/session security and functional cookies for preferences. We may use analytics cookies to understand usage. You can manage cookies via your browser; blocking some cookies may impact functionality.
7) Sharing & Disclosure
We share data with:
- Service Providers/Processors: hosting, analytics, email/SMS delivery, customer support, and payment processing.
- QuickBooks (Intuit): when your organization enables the integration.
- Legal/Compliance: to comply with law, enforce our Terms, or protect rights, property, or safety.
- Business Transfers: in a merger, acquisition, or asset sale, subject to this Policy.
We do not sell personal information.
8) Data Retention
We retain data for as long as needed to provide the Service, comply with legal obligations, resolve disputes, and enforce agreements. Organizations may control their own retention schedules for athlete/member data.
9) Security
We implement administrative, technical, and physical safeguards appropriate to the nature of the data. No method of transmission or storage is 100% secure; we cannot guarantee absolute security.
10) International Transfers
Your data may be processed in Canada and/or the United States (or where our subprocessors operate). We use appropriate safeguards for cross-border transfers as required by law.
11) Children & Minors
Sports Suite 360 is used by youth organizations. Collection of minor data is directed by the organization and requires parental/guardian consent where required by law. If you believe a minor’s data was provided without proper consent, contact us at [email protected].
12) Your Rights
Depending on your location, you may have rights to access, correct, delete, or port your data, or to object/restrict certain processing. If your organization is the controller, please contact them first; we will assist as a processor. You may also contact us at [email protected]
13) Marketing Preferences
You can unsubscribe from marketing emails via the link in the message. Transactional emails (e.g., receipts) are required for the Service.
14) Third-Party Links
Our Service may contain links to third-party sites. Their privacy practices are governed by their own policies.
15) Changes to this Policy
We may update this Policy. Material changes will be posted with a new Effective Date.
16) Contact
Questions or requests: [email protected]