Privacy Policy

DiamondHQ is software that lets a baseball or softball coach run a team: the roster, the schedule, team messages, build defensive situations, player evaluations and — for teams on the Elite or Pro plans — collecting dues and entry fees.

Each team's HQ is a private workspace. A coach, a parent or a player only ever sees the team they were invited to, and this policy explains what we hold on them while they are there.

We collect only what the app needs to work. That falls into five groups:

• Account details — the name, email address and password of anyone who signs in, plus an optional profile photo. Passwords are stored hashed; we never see the original.
• Parent/guardian cell phone number — a parent or guardian creating an account, whether from a team access code or an invitation sent by text or email, must give a cell phone number. It is saved to that team's directory so the team can reach the family, and is never shared outside the team except with the providers listed below. We do not ask family member accounts or players for a phone number, and we never sell it or use it for marketing.
• Team and player details — the team name, sport, age group and season, and for each player their name, jersey number, positions, batting and throwing hand, graduation year, photo, scouting notes, evaluation scores and an optional email address used only to invite that player to their own view-only login.
• Things the team creates — messages and their photo or video attachments, calendar events and RSVPs, defensive situations, tournaments and registrations.
• Billing details — if a team subscribes to a plan, the payment is handled through Stripe or Apple's in-app purchase option. If a user pays team dues through the app, the payment itself is handled by Stripe. We keep a receipt record (amount, date, what it was for, who paid, and the DiamondHQ platform fee and Stripe processing fee charged on it) but we never receive or store full card numbers.

We keep a session record so you stay signed in, and server logs that note errors and the requests that caused them. If you turn on push notifications, your browser gives us an anonymous subscription address for that one device, which we use only to deliver the alerts you asked for.

We do not use advertising trackers, we do not build advertising profiles, and we do not sell or rent personal information to anyone.

• To run your team's HQ — showing the roster, delivering messages, keeping the calendar in sync.
• To sign you in and keep your account secure.
• To send the emails and push notifications the app is built around: invitations, team announcements, evaluations shared with a parent, password resets and payment receipts.
• To take payment for a team plan subscription, and to pass a family's dues or entry fee to the team that charged it.
• To diagnose faults, prevent abuse and meet our legal obligations.

We do not use your team's content to train machine-learning models, and we do not read private conversations except where we are compelled to by law or where it is strictly necessary to investigate a report of abuse.

Inside your team, visibility follows the role you were given. Coaches and admins see the full roster; a parent or player with view-only access sees their own player and the team-wide conversations they are part of. Player evaluations are visible to coaches and to that player's own parent or guardian.

Outside your team, we share data only with the service providers that make the app run:

• Totalum — hosting, the database, file storage and outbound email.
• Stripe — payment processing for team subscriptions, team dues, tournament fees and fund contributions.
• Apple — in-app purchase billing for team plan subscriptions bought or upgraded in the DiamondHQ app on an iPhone or iPad.

Each of them receives only what they need for that job, and is bound to handle it accordingly. We may also disclose information if required by law, or to protect the safety of a child or any other person.

DiamondHQ is built around youth sports, so most players on a roster are minors. A player profile is created by a coach or team administrator, not by the child, and a player only receives a login if an adult on the team invites them.

We treat information about a player under 13 with particular care, and a parent or guardian may review it, correct it or have it deleted at any time. Our Children's Privacy notice sets out how that works in full.

We keep your team's data for as long as the team is active, so that a season rolled forward still has its history. When a player is removed from a roster, that player and their evaluations are deleted. When an account is deleted, its profile and sign-in credentials are removed.

Some records are kept longer where we have to: payment receipts, for example, are retained for the period tax and accounting rules require.

Traffic is encrypted in transit, passwords are hashed, and every request for team data is checked server-side against the team you belong to and the role you hold — not merely hidden in the interface. Sensitive actions can require an additional identity check.

No system is perfectly secure, and we cannot guarantee absolute security. If a breach affects your information we will tell you, and any regulator we are required to tell, without undue delay.

You may ask us to show you the personal information we hold about you or your child, to correct it, to delete it, or to send you a copy. Depending on where you live you may also have the right to object to certain processing or to complain to a data protection authority.

Write to support@dmndhq.com and we will respond within the time the applicable law allows. We may need to verify your identity, and your relationship to a player, before we act.

You can turn push notifications off at any time in the app's settings, and unsubscribe from non-essential email using the link in the message. Service emails such as password resets cannot be switched off while your account is open.

If we change this policy we will update the effective date above, and — where the change materially affects you — tell you in the app or by email before it takes effect. Continuing to use DiamondHQ after that date means you accept the revised policy.