Privacy Policy

1. Introduction

Tracck LLC ("Tracck," "we," "us," or "our") operates the Tracck platform, available at tracck.net and related subdomains (the "Platform"). This Privacy Policy explains how we collect, use, disclose, and protect information about users of our Platform, including student athletes, coaches, school administrators, and meet directors. We are committed to protecting the privacy and security of all users, and we take special care to protect the privacy of students and minors in compliance with applicable law.

2. Applicability & Legal Compliance

Tracck is designed for use by schools and athletic programs. We comply with the following laws and regulations governing student privacy and data security:

• Family Educational Rights and Privacy Act (FERPA), 20 U.S.C. § 1232g: We recognize that educational records, including student athlete records maintained by schools, are protected under FERPA. Tracck acts as a "school official" or "authorized representative" as defined by FERPA when schools use our Platform to manage student data, and we use such data solely for legitimate educational purposes. We do not sell or disclose student education records without the required consent or a lawful exception.
• Children's Online Privacy Protection Act (COPPA), 15 U.S.C. § 6501 et seq.: Tracck does not knowingly collect personal information directly from children under the age of 13 without verifiable parental consent. Schools and coaches who manage athletes under 13 are responsible for obtaining appropriate parental consents before entering that student's information into the Platform.
• California Consumer Privacy Act (CCPA) / California Privacy Rights Act (CPRA): California residents have specific rights regarding their personal information as described in Section 10 of this Policy.
• Student Online Personal Information Protection Act (SOPIPA) and similar state laws: We do not use student data for targeted advertising, we do not build profiles on students for non-educational purposes, and we do not sell student data.

3. Information We Collect

We collect the following categories of information:

3a. Information Provided by Schools & Coaches

• Student athlete first and last name
• Grade level and gender (used for event categorization)
• Date of birth (optional)
• Athletic performance data (race times, distances, placements)
• School or team affiliation
• Profile photo (optional)

3b. Account Information (Coaches & Administrators)

• Name and email address
• Role within the school or program
• School name and location

3c. Automatically Collected Information

• Browser type, device type, and operating system
• IP address and approximate geographic location
• Pages viewed, links clicked, and time spent on the Platform
• Referring URLs

4. How We Use Information

We use the information collected for the following purposes:

• To provide, operate, and improve the Platform and its features
• To manage athletic meet registrations, heat/lane seeding, and result tracking
• To display public results on the Tracck Timing public results board
• To communicate with coaches and administrators about their accounts and events
• To process bookings for timing services
• To diagnose technical problems and maintain Platform security
• To comply with legal obligations

We do not use student data for advertising, profiling, or any commercial purpose unrelated to providing athletic management services.

5. Public Display of Athlete Information

Athletic performance results (name, school, event, result) may be displayed publicly on the Tracck Timing results board and on athlete and school profile pages. This is consistent with the long-standing practice of publicly posting meet results in the athletics community and is treated as "directory information" under FERPA when properly designated by the school. Schools and coaches are responsible for ensuring they have the appropriate permissions to enter and publish student athlete information on the Platform. Coaches and administrators may contact us to request removal of a specific athlete's publicly visible information.

6. Information Sharing & Disclosure

We do not sell student data. We may share information only in the following limited circumstances:

• With service providers: We use third-party providers (e.g., cloud hosting, authentication services) who process data on our behalf under strict confidentiality obligations. These providers are prohibited from using your data for any purpose other than providing services to Tracck.
• With other schools/participants: Meet entry information (athlete name, school, event, seed time) may be shared with other participating schools in the context of a shared meet managed on the Platform.
• As required by law: We may disclose information if required by a court order, subpoena, or applicable law.
• In a business transfer: If Tracck is acquired or merges with another entity, user data may be transferred as part of that transaction, subject to the same privacy protections described here.

7. Data Retention

We retain personal data for as long as an account is active or as needed to provide services. Coaches and administrators may delete athlete records from the Platform at any time. If you wish to have all data associated with your school or athletes deleted from our systems, please contact us at support@tracck.net. We will process deletion requests within 30 days.

8. Data Security

We implement industry-standard technical and organizational measures to protect the personal information we store, including encrypted data transmission (HTTPS/TLS), access controls, role-based permissions, and secure cloud infrastructure. While no system can guarantee absolute security, we take the protection of student data seriously and continuously review and improve our security practices. In the event of a data breach affecting student records, we will notify affected schools in accordance with applicable law.

9. FERPA Rights & School Responsibilities

Under FERPA, parents and eligible students (students who are 18 or older or attending a postsecondary institution) have the right to:

• Inspect and review the student's education records
• Request amendment of inaccurate or misleading records
• Consent to disclosure of personally identifiable information, with certain exceptions
• File a complaint with the U.S. Department of Education

These rights are administered by the school, not Tracck directly. If you are a parent or eligible student and wish to exercise your FERPA rights, please contact your school's principal or athletic director. Tracck will cooperate fully with any such requests as directed by the school.

10. California Privacy Rights (CCPA/CPRA)

California residents have the right to:

• Know what personal information we collect, use, and disclose
• Request deletion of personal information
• Opt out of the sale or sharing of personal information (we do not sell personal information)
• Non-discrimination for exercising privacy rights

To exercise these rights, contact us at support@tracck.net.

11. Cookies & Tracking Technologies

We use essential cookies to maintain user sessions and Platform functionality. We do not use third-party advertising cookies or behavioral tracking tools that target students. You may disable cookies through your browser settings, though this may affect Platform functionality.

12. Third-Party Links

The Platform may contain links to external websites (e.g., meet result PDFs, school websites). We are not responsible for the privacy practices of those external sites and encourage users to review their privacy policies.

13. Changes to This Policy

We may update this Privacy Policy from time to time. We will notify registered users of material changes via email or a prominent notice on the Platform. Continued use of the Platform after the effective date of any changes constitutes your acceptance of the updated policy.

14. Contact Us

If you have questions, concerns, or requests related to this Privacy Policy or the handling of personal data, please contact: