Privacy Policy

Effective October 30, 2026

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

The short version. Assigntime is built so that the sensitive part — your officials, their contact details, availability and assessments — stays in your browser and never reaches us, unless your plan includes sync and you turn it on. Then we store your season for you so it opens on every device you sign in to, keep it secure, use it for nothing else, and delete it when you turn sync off. Otherwise what we hold is small: your email address, your plan and your billing status. We don't sell personal information, show ads, or use tracking cookies. If you send messages through Assigntime, we deliver them for you and keep only what's needed to show delivery and honor opt-outs. If you use the setup assistant, it removes the names, email addresses and phone numbers of officials on your rosters, shows you what it will send to our AI provider, and sends nothing unless you press Send. Anything else you type or paste goes as you wrote it. We keep none of it.

Who we are

This policy is from Assigntime, operated by an individual in North Carolina, United States ("Assigntime", "we", "us"). It covers the website at assigntime.org, the Assigntime app, accounts, subscriptions, waiting lists and the pages where officials sign up for an assignor's texts. You can reach us about anything in it at support@assigntime.org.

What stays on your device

When you use the Assigntime app, what you import and create — officials' names, email addresses and phone numbers, availability, games, assignments, match-report records, assessments, badge progress, locations and your settings — is saved in your browser's storage on your device. Unless you turn on sync, it isn't sent to us, and we don't have a copy. There are three exceptions, and each happens only when you choose: a message you send through Assigntime, Look up all parks, and what you send with the setup assistant once it's available. For a message, we receive its recipient's address and the message to deliver it, as described under Messages you send through Assigntime. For Look up all parks, we receive the place names and the rough centre point described below, only to pass them to our location provider. For the setup assistant, we receive what it showed you before you pressed Send, only to pass it to our AI provider, as described under The setup assistant.

Without sync, that means:

Apart from those, we can't see it, share it or recover it.
It isn't there if you use Assigntime in a different browser or on a different device.
You control it. Clearing your browser's storage for assigntime.org deletes it.

Synced seasons

Plans that include sync (today the Assignor and Association plans, and complimentary accounts we choose) can keep a season on every device where you sign in. Nothing is synced until you turn it on and choose which organizations to include.

What we store. For each organization you include: everything in its season — officials' names, email addresses and phone numbers, availability, games, assignments, match-report records, assessments, badge progress, locations, settings and the screenshots you added — together with older versions of it for up to 14 days. How each device is displaying it, such as the day selected and your filters, isn't synced. We also keep sync records: when each copy was saved, from which kind of device (for example "Chrome on Windows"), its size and revision number, and a record of your consent — the version of the Terms in force, the organizations you chose, and when you turned sync on and off. Each device keeps a random device ID and those revision numbers in its own storage.

Why. Only so you can open the same season on any device you sign in to, keep it secure, and help you when you ask. We don't use synced seasons for anything else: we don't sell them, share them for advertising, combine them with other data, or use them to contact the officials in them, except to deliver a message you tell us to send.

Whose information it is. Officials' information in a synced season belongs to you and the organization you assign for. When you turn sync on, you confirm you're authorized to store it with us, including information about officials under 18. We store and process it on your behalf, as your service provider, under our Terms and Data Processing Addendum.

Where it's kept. With Supabase, our database provider, in Canada. It's encrypted when it travels and where it's stored.

Who can reach it. You, when you're signed in. Our database only lets an account read and change its own synced seasons. Assigntime reaches them only to run and secure the service, to help when you ask, or when the law requires it, and we record when a season is saved, read or deleted, without recording what's in it.

How long. While sync is on. Turning sync off, or taking an organization out of it, deletes the stored copy straight away, with its older versions and screenshots; any copies in our provider's backups are overwritten within 7 days. If your trial, plan or complimentary access ends, synced seasons are kept for 90 days so you can get them back, then deleted. Closing your account deletes them within 30 days.

If you're an official. If an assignor has stored your details in a synced season, contact that assignor or their organization about seeing, correcting or deleting them. If you write to us, we'll pass your request to them and help them answer it.

A few features hand information to another app, and only when you use them:

Notices and reminders open in your own email or text-messaging app with the recipients and message filled in, unless you choose to send them through Assigntime (see Messages you send through Assigntime). In your own app, your email or phone provider handles them, not us.
Look up, for finding where a field is, opens Google Maps in a new tab with the field's name as the search. Google receives that search under its own privacy policy. Look up all parks (on plans that include it, once it's available) sends the names of the parks and towns in your season that aren't located yet to Geoapify, our location provider, and saves the results in your season. It sends those place names, and a rough centre point of the places already located (the average position of the parks and towns in your season) so the results come from your area; never an official's name or contact details.
The setup assistant (on plans that include it, once it's available) sends what it shows you, only when you press Send, to Anthropic, our AI provider, as described under The setup assistant.
Export saves a file on your device for you to upload to your assigning platform.

Messages you send through Assigntime

On plans that include it, once it's available, you can have Assigntime send notices and reminders for you instead of opening your own mail app. Texting works the same way once it's available and you turn it on, with the extra steps described under Texts below.

What we receive. For each message: the recipient's email address (or mobile number, for texts) and the message itself. We pass them to our delivery provider to send, and we don't keep the message or the address afterwards. The email provider keeps its own delivery logs for a short time (about 30 days) under its own terms.

What we keep. For 90 days: a one-way code made from the address (it can't be turned back into the address), the delivery status, the provider's message ID and the time, so the app can show "Delivered" or "Bounced". We keep opt-out, bounce and spam-report records as long as the sender's account exists, so we never message someone who asked us to stop. If someone stops emails from everyone using Assigntime, or an address or mobile number can't receive messages at all (for example, a landline), we keep that record for good.

Texts (when available). An assignor who sets up texting gets their own toll-free number, checked by the carriers in the assignor's name or their organization's. Officials sign up for that assignor's texts themselves, on a sign-up page we host with the assignor's name on it, or by texting JOIN to the assignor's number, and only numbers that signed up get that assignor's texts. When you sign up, we keep a record that you agreed: the one-way code of your number, how and when you agreed, the wording you agreed to, the ID of the text confirming it (when we sent one) and, for the sign-up page, the kind of browser you used (for example "Chrome") and a one-way code of your IP address. We keep it while the sender's account exists and for 4 years after it closes, because the law lets people bring claims about texts for that long. To stop automated sign-ups, we also keep a one-way code of the IP address each sign-up came from for 2 days. If you're under 18, the page asks you to confirm that a parent or guardian agrees; we don't store your answer or your age, and we don't send copies of texts to parents or guardians. We delete each text from our texting provider 7 days after it's delivered or fails, and within 30 days at the latest. A reply other than STOP, START, HELP or JOIN is passed on to the assignor by email, and we don't keep it. We do not share your mobile number or text-messaging consent with third parties or affiliates for their marketing purposes.

If you're an official. Every email has a link to stop emails from that assignor for the organization the email was sent for, or from everyone using Assigntime. Every text can be stopped by replying STOP, which stops every text from that assignor's number. Your assignor can see that you opted out but can't undo it; only you can: for emails by writing to support@assigntime.org, and for texts by texting START to the assignor's number from your phone. For anything else about the messages, contact the assignor who sent them.

The setup assistant

On plans that include it (today the Assignor and Association plans, and complimentary accounts we choose), once it's available, the setup assistant helps you set Assigntime up. It uses Claude, an AI model made by Anthropic. It does two things: Read this form, in Import, works out a form's layout, and Tell Assigntime a rule, in the Rules card, turns a rule in your own words into a setting. It sends nothing unless you press Send, and it shows you exactly what will be sent first.

What is sent. Only when you press Send, and only what you were shown:

The words you type or paste. Before anything is sent, Assigntime removes the names, email addresses and phone numbers of officials on your rosters. It puts a placeholder, such as @1, where each one was. Anything else you type or paste is sent as you wrote it, and you see it first.
What it needs to know about your season: your level names and what Assigntime reads from them (such as age group, rec or club, boys or girls), the names you gave your own lists, the range of your rank numbers (such as 150 to 800), and your existing rules, with placeholders for people.
For a form: its column headings (or only their shape, not the words, if a heading looks like a person's name: for example "two capitalised words"), what kind of values each column holds, and standard availability answers from a fixed list (such as "All day" or "Not available") that at least 3 different people gave.
Each organization can be set to headings only. Then a form sends only its headings and what kind of values each column holds, and Tell Assigntime a rule is off for that organization.
A one-way code for your account, which our server adds so Anthropic can tell accounts apart if one misuses the assistant. It can't be turned back into your email address, and what you're shown before Send lists it too.

What is never sent from your season. Your rosters (with officials' contact details and towns), each official's rank, availability, game history, assessments, match-report records, what people wrote in their own words on a form, ages, birth years or guardian details, the file itself, PDFs and photos.

Check before you press Send. Assigntime removes only officials on your rosters. Anyone else's details that you type or paste, such as a parent's, go as you wrote them. Don't type or paste details about minors, or anything sensitive, such as health information or ID numbers.

What happens to the answer. The assistant proposes settings, such as rules, form readings or ranking weights. You review a preview on your own season, and nothing changes until you apply it. You can undo it later, but not what was done while it was on, such as seats already filled or emails already sent. Applied settings are saved in your season like any other setting, and sync if that season syncs. The assistant doesn't make assignments or contact anyone, and it doesn't rank, judge or comment on individual officials. Its proposals can be wrong, so check the preview.

Our AI provider. Anthropic, PBC, a US company, runs Claude for us. It runs the model, and stores what is sent, in the United States only. Under its commercial terms, Anthropic doesn't use what we send to train its models. It deletes what we send, and its answers, within 30 days, except content its safety systems flag as breaking its usage policy, which it may keep for up to 2 years (and the scores its safety systems gave that content, for up to 7 years), or longer where the law requires it.

What we keep. Not what was sent, and not the answer. 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 the assistant couldn't meet (never its words), for 13 months. If we pause the assistant for an account, we keep a note of that and why, with the account. Our logs record counts and error codes only.

A need it can't meet. When the assistant can't do what you asked, it says so. It can then open an email to support@assigntime.org in your own mail app, with your request exactly as it was sent (placeholders and all) and the kind of need, for you to send if you choose. If you send it, we handle it like any other email to us.

What we collect

When you create an account

Your email address and password. Passwords are stored by our sign-in provider only in scrambled (hashed) form, and we never see them.
Account records: when the account was created, when its email address was confirmed, when you last signed in, and which version of the Terms you agreed to and when.
Your plan, trial dates and subscription status and, if you've been given complimentary access, that fact and a short note of why.
Security records our sign-in provider keeps, such as the IP address and browser used to sign in.
If you set up sending, we also keep the name officials see on your messages and the address replies go to. If replies go to a different address, we email a code to it to confirm it's yours.
If you set up texting, the details the carriers check (the legal name, an organization's EIN, the address and a contact's name, email and phone) go to Twilio for that check, and we don't keep them. We keep your texting number, where the check stands, and the reason the carriers gave if they asked for a fix.

A free trial that starts at checkout collects a card then. A trial that started without a card collected none. Stripe collects your payment details directly. We never receive your full card number.
We receive and keep your Stripe customer and subscription identifiers, your plan, trial and billing status and renewal dates, your payment history, and the billing details Stripe shows us, such as your name, email address, billing country or postal code, and your card's brand and last four digits.
A record of what you agreed to at checkout: the version of the Terms, the price and renewal wording you were shown, and when you agreed. We keep it with our billing records, even if your account is later deleted, so we can show what was agreed.

When you join a waiting list

Your name, email address, association or league, how much you assign, the plan you're interested in, and anything you choose to write in the message box.
The IP address and browser the entry came from, which our hosting provider records with it to screen out spam.

We use AI tools, including Claude by Anthropic, to help us read and sort waiting-list entries.

When you email us

Your email address and whatever you include in your message.

We use AI tools, including Claude by Anthropic, to help us read and sort email to support@assigntime.org, and to look up the account records we need to answer it.

When you visit the site

Like almost every website, our hosting provider automatically receives technical information with each request: your IP address, browser and device type, the page you asked for, the page that linked to it, and the date and time. It's used to deliver the site, keep it secure and fix problems.

We don't use analytics or advertising services, and we don't collect personal information in any other way.

Cookies and browser storage

We use only what the service needs to work:

The at cookie is set when you sign in, so our server can confirm you're signed in before it opens the app. It lasts no more than an hour and is renewed while you stay signed in.
Your sign-in session is kept in your browser's local storage by our sign-in provider's code, so you don't have to sign in every time.
App storage holds your season's data in your browser, as described above, and, if you sync, a random device ID and revision numbers so your devices can keep in step.

Because all of these are strictly necessary, there's no cookie banner. We don't use advertising cookies or track you across other websites.

Do Not Track and Global Privacy Control. We don't track you across websites, and we don't sell or share personal information for advertising, so there's nothing for these signals to switch off. We respect them anyway: the service already behaves the way they ask.

How we use personal information

To create and secure your account and let you sign in.
To run your trial, check your plan when you open the app, and take payments.
If you turn on sync, to store your season and bring it to the devices you sign in on, as described under Synced seasons.
If you send messages through Assigntime, to deliver them, show their delivery status, honor opt-outs, and keep sending reliable for everyone.
If you use the setup assistant, to pass what you choose to send to our AI provider and bring back its answer, and to count your requests, their cost and the kinds of need it couldn't meet, so we can keep to your plan's allowance and decide what to build next.
To send messages about your account: sign-in and password emails, receipts, trial and billing notices, cancellation confirmations, a code to confirm a different reply-to address for sending, a yearly reminder of your subscription, and notice of price changes and of important changes to our terms or this policy.
To write to you about a plan whose waiting list you joined.
To answer your questions and requests.
To keep the service secure, prevent fraud and abuse, and fix problems.
To keep records the law requires, such as tax records, and to meet other legal obligations.

We don't sell personal information, we don't share it for advertising, and we don't send marketing email unless you've asked for it. Any non-essential email we send includes a way to stop receiving it.

A small number of service providers run parts of Assigntime for us. They handle personal information only to provide their service:

Netlify (United States) hosts the website and the app, runs the check that opens the app, and stores waiting-list entries.
Akismet checks each waiting-list entry for spam for Netlify, so it sees what was submitted and the IP address it came from.
Supabase (our database is hosted in Canada) runs accounts and sign-in, stores synced seasons, and prepares the emails that confirm addresses and reset passwords.
Resend (United States) delivers those emails, our own trial, billing and cancellation emails, the code that confirms a reply-to address, the result of an assignor's carrier check, an official's text reply passed on to the assignor, and the notices assignors send through Assigntime, so it receives the recipient's email address and the message.
Twilio (United States) delivers texts, only for assignors who turn texting on, so it receives the recipient's mobile number and the message, the confirmation text an official gets on signing up, and the details an assignor gives for the carriers' check.
Geoapify (Cyprus, European Union) finds the locations of parks and towns when an assignor uses Look up all parks. It receives place names and that rough centre point, never anyone's name or contact details.
Anthropic (United States) runs Claude, the AI model behind the setup assistant. For the assistant, it receives what an assignor sends, only when they press Send, as described under The setup assistant, and runs the model on it and stores it in the United States only. We also use Claude to help us read and sort email sent to support@assigntime.org and waiting-list entries, and to look up the account records we need to answer them. Anthropic doesn't use those to train its models either.
Stripe (United States) processes payments and subscriptions, sends receipts and screens for fraud.
ImprovMX forwards email sent to support@assigntime.org to the inbox where we read it.
Google Fonts (United States) supplies the typefaces the site uses. Your browser fetches them from Google, which receives your IP address.
jsDelivr, a content delivery network, supplies code used by the sign-in page and receives your IP address.

We may also disclose information if the law requires it; to protect the rights, safety or property of Assigntime, our users or others; or as part of a transfer of Assigntime to a new owner or to a company we form to run it, in which case this policy keeps applying to your information.

We don't share personal information with anyone for their own marketing.

Where it's stored

Our providers store and process information in the United States, Canada and the European Union, and may use servers in other countries. Wherever it's handled, we protect it as this policy describes.

How long we keep it

Account information: for as long as your account exists. When you ask us to delete your account, we delete it within 30 days, except records we must keep.
Billing records: up to 7 years, because tax and accounting rules require it.
Waiting-list entries: until we've written to you about that plan or you ask to be removed, and never longer than 24 months.
Emails with us: for as long as we need to deal with your request and keep a record of what was agreed.
Security and hosting logs: kept by our providers for a limited time under their own policies.
Messages sent through Assigntime: not kept. The one-way code and delivery status for 90 days; opt-out records as described under Messages you send through Assigntime; text opt-in records for 4 years after the sender's account closes; our texting provider's copy of a text, 7 days after it's delivered or fails (30 days at most).
The setup assistant: what is sent, and the answer, not kept by us; our AI provider deletes them within 30 days, or up to 2 years for content its safety systems flag, or longer where the law requires it. The daily counts of requests, their cost and the kinds of need it couldn't meet, for 13 months.
Your season's data: without sync, not kept by us at all; it stays in your browser until you delete it. With sync, as described under Synced seasons: deleted as soon as you turn sync off, older versions after 14 days, and everything 90 days after your access ends.

Your choices and rights

Wherever you live, you can ask us to:

tell you what personal information we hold about you, and give you a copy;
correct it;
delete it and close your account;
remove you from a waiting list;
stop sending you non-essential email.

Email support@assigntime.org from the address on your account. We may need to confirm it's really you. We'll respond within 30 days, and we won't treat you differently for asking. You can also cancel a subscription at any time, as our Terms describe.

Some US states and other countries give their residents particular privacy rights. We honor the requests above for everyone, and where a law gives you more, we follow it. If you're not satisfied with our answer, you can contact your state attorney general or your local privacy regulator.

Children

Assigntime accounts are for adults — you must be at least 18. The service isn't directed to children, and we don't knowingly collect personal information from them. If you believe a child has given us personal information, contact us and we'll delete it.

Officials' information that an assignor imports can include referees under 18. It stays on the assignor's own device, unless the assignor turns on sync, in which case we store it on the assignor's behalf as described under Synced seasons, or sends a message through Assigntime, in which case we handle that message's address as described under Messages you send through Assigntime; either way, we don't collect it from the officials themselves. The one exception is an official signing up for an assignor's texts, which an official under 18 can do after confirming that a parent or guardian agrees; we then keep only the record described under Messages you send through Assigntime, which holds a one-way code, not the number. The setup assistant doesn't send a season's ages, birth years or guardian details, and assignors shouldn't type or paste details about minors into it. The assignor and their organization are responsible for handling officials' information lawfully, including any notice or consent it needs.

Security

We protect the information we hold with measures suited to it: encrypted connections (HTTPS), passwords stored only in hashed form, database rules that stop anyone reading another person's account, access keys that stay on our servers and never reach a browser, and card details handled only by Stripe. Synced seasons are also encrypted where they're stored, reachable only through database functions that check who is asking every time, and kept in a part of the database our website's own server key can't read; the app runs under a strict content security policy, and signing out everywhere stops sync on every device. No system is perfectly secure, and we can't guarantee absolute security. If a breach affects your personal information, we'll notify you, and the authorities, as the law requires; if it affects a synced season, we'll tell the account holder within 72 hours of confirming it.

The copy of your season on each device is protected by that device and browser, so use a device password, keep your browser up to date, and sign out on shared computers.

Changes to this policy

When we change this policy, we'll post the new version on this page with a new effective date. If a change is significant, we'll email account holders before it takes effect.

Contact

Questions or requests about your privacy go to support@assigntime.org.