Data Processing Addendum

Effective October 30, 2026

Until then, the version effective October 8, 2026 applies. Read that version.

1. What this covers

This addendum applies when an account turns on sync (section 9A of the Terms) or sends messages through Assigntime (section 12 of the Terms). It also applies when an account uses the setup assistant (section 11A of the Terms). It is between Assigntime, operated by an individual in North Carolina, United States ("Assigntime", "we", "us") and the account holder and the association, league, club or other organization the account holder assigns for (together, "you").

"Officials' data" means the personal information in a season you sync: information about sports officials, assessors and the other people your imported files and notes describe. It includes the contact details and message of each message you send through Assigntime, and any personal information in what you send with the setup assistant, including about people who aren't on your rosters.

2. Who decides, and who acts on those decisions

• You decide what officials' data goes into a synced season, why, and for how long you use it. You are responsible for having the right to store it with us, including any notice or consent the law or your organization's rules require, and for its accuracy.
• We process officials' data only on your behalf and on your instructions, which are these terms, this addendum and what you do in the app (for example, syncing, changing or deleting a season, sending a message, or pressing Send in the setup assistant). Where US state privacy laws use the terms, we act as your "service provider" or "processor".
• If we think an instruction breaks the law, we'll tell you.

3. The information

• People: sports officials (some of whom may be under 18), assessors, and contacts at clubs, teams and venues that your files include.
• Information: names, email addresses, phone numbers, city or location, availability, games and assignments, ranks and badges, assessments and notes, match-report and discipline records, and screenshots you add.
• Not expected: Assigntime doesn't need, and you shouldn't store, government ID numbers, financial account details, health information or other especially sensitive information.

4. What we do with it

When you send a message through Assigntime, we pass the recipient's contact details and the message to our delivery provider to deliver it, keep a one-way code of the address and the delivery status for 90 days, and keep opt-out records so nobody gets messages they asked to stop (an opt-out from a link covers the organization the email was sent for, or everyone using Assigntime; a STOP covers every text from your number). When you set up texting, we host a sign-up page with your name on it where officials agree to get your texts, keep the consent records the Privacy Policy describes as proof of that agreement, send texts only to numbers that signed up for yours, pass replies on to you by email without keeping them, and delete our texting provider's copy of each text 7 days after it's delivered or fails. We store officials' data and bring it to the devices you sign in on; keep it secure; keep older versions for up to 14 days so a mistake can be undone; help you when you ask us to; and comply with the law.

When you use the setup assistant, it sends nothing unless you press Send, and it shows you exactly what will be sent first. Before anything is sent, Assigntime removes the names, email addresses and phone numbers of officials on your rosters. Anything else you type or paste is sent as you wrote it, and you see it first. We pass what you send to our AI provider to get the answer, return the answer to you, and keep none of it. For each account and day we keep only counts: how many requests were made, how many our AI provider declined, what they cost and the category of any need it couldn't meet, for 13 months. If we pause the assistant for an account, we keep a note of that and why, with the account.

We don't sell officials' data, share it for advertising, combine it with other data, use it to contact the people in it except to deliver messages you tell us to send, or use it for any purpose of our own, including improving other products.

5. People who can reach it

Access is limited to the people who need it to run, secure and support the service, and each of them is bound to keep it confidential. We record when a season is saved, read or deleted, without recording what's in it.

6. Security

We protect officials' data with measures suited to it, including:

• encryption when it travels (HTTPS) and where it's stored;
• database functions that work out who is asking from a verified sign-in on every request and only ever reach that account's own seasons, in a part of the database that isn't reachable from the web directly or with our website's server key;
• refusing a sign-in that has been ended, so "sign out everywhere" stops sync on every device;
• a strict content security policy on the app, and escaping of imported text;
• two-factor sign-in and least-privilege access for our administrative accounts.

You're responsible for the security of your own devices and sign-in: use a strong password, keep devices locked, and sign out on shared computers.

7. Other companies we use

Officials' data in a synced season is stored and processed by Supabase (database hosting, Canada). Messages you send through Assigntime are delivered by Resend (email, United States) and, only once you turn texting on, by Twilio (texts, United States); they receive each recipient's contact details and the message. Geoapify (locations, Cyprus) receives park and town names and a rough centre point of the places already located, never officials' names or contact details. Anthropic (AI model, United States) receives what an account sends with the setup assistant, only when the account holder presses Send. Before anything is sent, the names, email addresses and phone numbers of officials on the account's rosters are removed. Anything else typed or pasted goes as written, and is shown first. It can also receive level names, the names of the account's own lists, the range of rank numbers, and existing rules with placeholders for people. For a form, it can receive the headings (only their shape if they look like people's names), the kind of values in each column, and standard availability answers from a fixed list that at least 3 different people gave. Each organization can be set to headings only, which sends only a form's headings and the kind of values in each column, and turns the rule box off. It also receives a one-way code for the account, which can't be turned back into an email address. Rosters, each official's rank, availability, game history, assessments, match-report records, free-text answers, ages, birth years, guardian details and the file itself don't go to Anthropic from the account's seasons. Anthropic runs the model, and stores what it receives, in the United States only, doesn't use it to train its models, and deletes it within 30 days, except content its safety systems flag, which it may keep for up to 2 years, or longer where the law requires it. The other providers named in our Privacy Policy don't receive officials' data.

We'll bind any provider that handles officials' data to protections at least as strong as this addendum, and we remain responsible for it. Before adding or replacing one, we'll update this page and email account holders who sync, send messages through Assigntime or use the setup assistant at least 14 days ahead. If you object, you can turn sync off, which deletes the stored copies, and send messages from your own email or texting app instead. You can also choose not to use the setup assistant, which sends nothing unless you press Send.

8. If something goes wrong

If we confirm a breach of security that leads to officials' data being lost, altered, disclosed or accessed without authorization, we'll tell the account holder within 72 hours, with what we know then, and keep you updated. We'll help you meet any duty you have to notify officials, regulators or others, and we'll take reasonable steps to contain it and stop it happening again.

9. Requests from the people in the data

If an official or anyone else asks us about their information in your synced season, we'll pass the request to you and won't answer it ourselves unless the law requires us to. The app lets you correct or remove what's stored, and we'll help you respond where you need us to.

10. Getting it back and deleting it

• You can see and change your season in the app at any time, and we'll send you a copy of what we store if you ask.
• Turning sync off, or taking an organization out of it, deletes the stored copy straight away, including older versions and screenshots.
• When your trial, plan or complimentary access ends, we keep synced seasons for 90 days so you can get them back, then delete them. Closing your account deletes them within 30 days.
• Any copies in our provider's backups are overwritten within 7 days of deletion.
• Records of messages (the one-way code and status) are deleted after 90 days. Opt-out records are kept while your account exists. Text opt-in records are kept for 4 years after your account closes, as the Privacy Policy explains. Our texting provider's copy of each text is deleted 7 days after it's delivered or fails, and within 30 days at the latest.
• We keep none of what you send with the setup assistant, except a request you choose to email us, which we keep like any other email. Our AI provider deletes what you send within 30 days, except content its safety systems flag, which it may keep for up to 2 years, or longer where the law requires it. The daily counts we keep (requests, their cost and the categories of need, never their words) are deleted after 13 months.
• We may keep information only where the law requires it, and we keep protecting it while we do.

11. Answers about our protections

Once a year, or after a breach, we'll answer your reasonable written questions about how we protect officials' data. We don't offer on-site audits.

12. Where it's processed

Officials' data in a synced season is stored in Canada. Messages you send through Assigntime are processed in the United States. What you send with the setup assistant goes through our server in the United States, and Anthropic runs the model on it and stores it in the United States only. Everything may be reached from the United States by the people who run Assigntime.

13. How this fits with the Terms

The limits on liability in our Terms apply to this addendum. Where this addendum and the Terms disagree about officials' data in a synced season, in a message sent through Assigntime or in what you send with the setup assistant, this addendum applies. It lasts for as long as we store officials' data for you.

14. Contact

Questions about this addendum go to support@assigntime.org.