Privacy Policy

We collect what we need to run a sports league: who you are, how to reach you, who to call in an emergency, and what you’ve signed up for. We take payments through Stripe and never see your full card or bank account number. We don’t sell your information, and we don’t share it with advertisers.

We also ask how you found us, and record where you came from if you arrived through a tagged link or another website. We use that to decide where to spend our time, and you can turn off the automatic part — see Your choices. A few things are entirely up to you, like a profile picture or a second position.

Austin Crew of Everything Social, LLC (“ACES”, “we”) runs adult social sports leagues in Austin, TX. We are the controller of the information described here. You can reach us at support@acesintexas.com.

Your account and profile

First and last name, email address, phone number, date of birth, gender, skill level, preferred position and shirt size. Every one of these is required to complete a profile — date of birth because our leagues are 18 and over, preferred position because we use it when placing players on teams, shirt size because leagues include one. You can also give a second position if you play one, and add a profile picture, which you can remove at any time.

Any other email addresses or phone numbers linked to your account, whether each one has been verified, and your marketing choice for each. We use linked email addresses to recognise you if you’re invited or added to a team at that address.

Your emergency contact

The name and phone number of someone we can call if something happens to you at a game. Please tell that person you’ve listed them.

Waivers you sign

The waiver you agreed to, when you signed it, and either your typed name or an image of your drawn signature. We also record your IP address and browser user agent at the moment of signing. That is deliberate and narrow: a waiver is a legal document, and those details are what evidence that a particular person signed it at a particular time. We use them for nothing else.

Your browser also reports how far you got with the document, and when: that it loaded on the page, that you reached the end, or that you opened it in a new tab or as a download. We store that with the page count, as evidence you were shown the waiver.

Playing and payment

The leagues, teams and matches you’re part of, and your registrations, including your position for each one. At an Open Play session, staff check you in at the door. We record the time and who checked you in, so we can see who has arrived.

A record of payments — amounts, dates and status. Card and bank details are handled entirely by Stripe; we store only the identifiers Stripe gives us so we can show you your saved payment methods and issue refunds. We never see or store your full card or bank account number. If you pay by bank, Stripe collects your account and routing numbers, and we don’t ask it for your balances or transactions.

Emails and team messages

A copy of each email we send you from the league’s Communications tab and of each schedule email: its subject and body, the address it went to, when it went, and whether it was delivered, bounced or marked as spam. Also the messages you post in your team’s thread.

How you found us

When you complete your profile we ask how you heard about us, and we record the answer. Separately, if you arrived through a tagged link or another website, we record the campaign details (utm_source and similar), the website you came from, and which page you landed on.

We record the referring site — “google.com” — never the full address you came from, and the page path, never the query string. Those two carry things like search terms and email addresses, and we’d rather not hold them.

Abuse prevention

To limit guessing, we keep a hashed form of the IP address when a discount code is entered, and of the IP address and email address after a failed sign-in. We use these only to count attempts, and they aren’t available to anyone through the site, staff included. Hashing keeps the addresses out of these records, but it isn’t anonymous: someone with direct access to the records could test an address against them.

What we don’t collect

No advertising or cross-site tracking cookies. No analytics product following you around the internet. No location tracking. We do not buy information about you from anyone.

We use eight, all first-party. Seven are strictly necessary — sign-in stops working without them. Exactly one is optional: aces_first_touch.

Declining removes aces_first_touch and stops us recording it. Everything else on the site works exactly the same.

We use a small number of service providers. They process information on our instructions and are not permitted to use it for their own purposes.

• Supabase — Our database, login and file storage. Holds your profile, profile picture, waiver records and signature images.
• Stripe — Payments. Handles your card and bank details directly — we never receive your full card or account number.
• Vercel — Hosts the website and serves every request.
• Resend — Sends our email: confirmations, password resets, team invitations, schedule emails, messages from ACES staff and, unless you opt out, promotional email.
• Google Maps — Displays venue locations. Loading a map page contacts Google.
• Cloudflare — Serves photographs and other images used on the site.

We do not sell personal information, and we do not share it for cross-context behavioural advertising.

We may disclose information if the law requires it, or where we genuinely need to in order to protect someone’s safety.

• Promotional email. If you’ve had a confirmed registration with us, we may email you about discount codes, next-season registration and events. This is on unless you turn it off. Turn it off under your account, or use the unsubscribe link in any promotional email. Turning it off doesn’t affect the emails below.
• Email about your league. Game-day messages from ACES staff — delays, forfeits, cancellations, a change of venue — go to everyone they concern and aren’t promotional, so they have no unsubscribe link. You can turn off schedule emails and teammate-message emails under your account. Confirmations and password resets continue either way.
• Linked emails and phone numbers. Each one you link has its own marketing checkbox, off unless you turn it on. We don’t send promotional email to linked addresses.
• How you found us. Decline in the cookie notice to stop the automatic part. The question on your profile is one you answer yourself, and staff can clear it on request.
• Access, correction and deletion. Most of your profile is editable under your account. For anything else — a copy of your information, or deletion of your account — email support@acesintexas.com. Texas residents, and residents of states with comparable laws, have these rights by statute; we extend them to everyone.

One limit worth stating plainly: we can’t delete a signed waiver or a payment record on request. Those are the documents that protect both of us, and we keep them as described below.

• Profile: while your account exists, and until you ask us to delete it.
• Waivers and signatures: kept after your account closes, for as long as a claim could still be brought.
• Payment records: kept as long as tax and accounting rules require.
• Registrations, including position and check-ins: kept while your account exists, including past seasons, unless we delete the league itself, and deleted with your account.
• Hashed sign-in and discount-code records: kept separately from your account, with no automatic deletion.
• How you found us: kept with your profile and deleted with it.
• Emails we sent you and team messages: kept as our record of what was sent. They aren’t deleted automatically, and they stay after your account closes. Email us if you want yours removed.

Traffic is encrypted in transit. Access to member records is restricted at the database level to you and our staff, so another member can’t open your profile, emergency contact, payments or waivers. Signature images and profile pictures are held in private storage, not on the public web. Passwords are stored hashed by our login provider — nobody at ACES, including staff, can see them.

Playing together means sharing a little, on purpose:

• Teammates can see each other’s name and email address on the team page, and name, profile picture and skill level on the game roster.
• A team captain can also see their team’s registrations, including status, price and position, and the name and email address of anyone asking to join.
• A coordinator assigned to a league can see that league’s players: name, email address, phone number, gender, skill level, shirt size, team, registration status and whether waivers are signed. Not date of birth or emergency contact.
• Any signed-in member searching for someone to play with sees a first name, last initial and partly hidden email address for each match, by name or by exact email address.

No system is perfectly secure, and we won’t pretend otherwise. If we ever discover a breach affecting your information, we will tell you.

Our leagues are for adults. You must be 18 or older to hold an account, and we don’t knowingly collect information from children. If you believe a child has given us information, email us and we’ll remove it.

If we change this policy in a way that matters, we’ll update the date at the top and — for anything significant — tell account holders by email rather than quietly editing the page.

Questions, requests, or something here that doesn’t match your experience of the site: support@acesintexas.com.