Privacy Policy

GT Officials (“we,” “us,” or “our”) operates the GT Officials platform at gtofficials.com. This Privacy Policy explains what personal information we collect, how we use it, who we share it with, and your rights regarding that information.

By using our website or platform, you agree to the collection and use of information as described in this policy. If you do not agree, please do not use our services.

1. Information We Collect

Account Information

When you create an account or log in via Google, we collect your name, email address, and profile photo. If you log in via magic link, we collect your email address.

Official Profile Information

If you are a sports official on our platform, we may collect:

• Name, email, and phone number
• Home address and geographic coordinates (used to calculate travel distances to game venues)
• Sports you officiate and your experience level
• Certifications and uploaded certification documents (e.g., MSHSL, MYAS, concussion training)
• Availability and scheduling preferences

Payment Information

To process payouts, we collect your bank routing number and account number. This information is transmitted directly to our payment processor (Mercury) and is not stored on our servers. We retain only the last four digits of your bank account number for your reference.

Association & Coach Information

If you represent an association or coaching staff, we collect contact details (name, email, phone) and organizational information necessary to manage scheduling and billing.

Form Submissions

Our public forms (contact, become an official, association inquiry) collect the information you provide, including name, email, phone, and message content. This information is forwarded to our team via email and is not stored in our database.

Usage Data

We automatically collect information about how you use the platform, including pages visited, actions taken, timestamps, and technical details like HTTP status codes. This data is stored in our own database and is not shared with third-party analytics services. We do not use Google Analytics, Facebook Pixel, or any third-party tracking tools.

Communications

Messages you send through our platform messaging system are stored so that you and authorized administrators can access your conversation history.

2. How We Use Your Information

We use the information we collect to:

• Provide and operate the GT Officials platform
• Assign officials to games and manage scheduling
• Process payments to officials via ACH transfer
• Send transactional emails (assignment offers, schedule changes, payment confirmations)
• Respond to inquiries submitted through our website forms
• Generate administrative insights to improve scheduling and operations
• Monitor platform security and investigate potential issues
• Comply with legal obligations, including tax reporting (1099-NEC)

3. AI-Powered Features

Certain administrative features use artificial intelligence to provide operational insights and assist with schedule management. When these features are used:

• Aggregated platform statistics (game counts, assignment rates) may be processed by our AI provider
• Uploaded schedule files (CSV or PDF) may be processed to automatically extract game data
• AI-generated content is clearly labeled where it appears

Our AI provider (Anthropic) does not use data submitted via their API to train their models. For more information, see Anthropic’s privacy policy.

4. Who We Share Your Information With

We do not sell your personal information. We share data only with the following service providers, solely to operate the platform:

We may also disclose information if required by law, subpoena, or legal process, or to protect the rights, safety, or property of GT Officials, our users, or the public.

5. Cookies & Local Storage

We use only strictly necessary cookies required for the platform to function:

• Session cookie — Keeps you logged in (encrypted JWT, HttpOnly, Secure)
• CSRF token — Protects against cross-site request forgery (HttpOnly, Secure)

We do not use marketing cookies, advertising cookies, or third-party tracking cookies. We use browser local storage in a limited way to remember UI preferences (such as dismissed notification cards).

6. Data Retention

We retain your data as follows:

• Account & profile data — Retained while your account is active and for 30 days after deletion request
• Payment records — Retained for 7 years to comply with IRS tax reporting requirements
• Assignment history — Retained for the duration of your account plus 3 years
• Platform usage logs — Retained for 1 year, then automatically purged
• Messages — Retained while your account is active
• Form submissions — Not stored in our database (emailed to our team only)

7. Your Rights

Depending on your state of residence, you may have the following rights regarding your personal information:

• Right to access — Request a copy of the personal data we hold about you
• Right to correction — Request that we correct inaccurate information
• Right to deletion — Request that we delete your personal data (subject to legal retention requirements)
• Right to data portability — Request your data in a machine-readable format
• Right to opt out of sale — We do not sell personal data, but you may exercise this right at any time

To exercise any of these rights, you can use the data export and account deletion features in your account settings, or contact us at gail@gtofficials.com. We will respond to verified requests within 45 days.

8. Data Security

We implement industry-standard security measures to protect your personal information, including:

• Encrypted connections (HTTPS/TLS) for all data in transit
• Role-based access control limiting data access to authorized users
• Server-side authentication on all API endpoints
• Input validation and protection against common web vulnerabilities
• Comprehensive audit logging of data access and modifications
• Banking information transmitted directly to payment processor, not stored locally

No system is 100% secure. If we become aware of a data breach affecting your personal information, we will notify you in accordance with applicable state law.

9. Children’s Privacy

The GT Officials platform is intended for users aged 13 and older. We do not knowingly collect personal information from children under 13. If you believe a child under 13 has provided us with personal information, please contact us and we will promptly delete it.

For users between 13 and 18, a parent or guardian should review this policy and supervise platform usage.

10. Minnesota Consumer Data Privacy Act

If you are a Minnesota resident, you have additional rights under the Minnesota Consumer Data Privacy Act (MCDPA), effective July 31, 2025. These include the rights to access, correct, delete, and obtain a portable copy of your data, as well as the right to opt out of profiling. We honor all MCDPA rights as described in Section 7 above.

11. California Residents

If you are a California resident, the California Consumer Privacy Act (CCPA/CPRA) may provide you with additional rights. We do not sell or share personal information for cross-context behavioral advertising. You may exercise your rights as described in Section 7 above.

12. Changes to This Policy

We may update this Privacy Policy from time to time. If we make material changes, we will notify you by email or by posting a prominent notice on our website. Your continued use of the platform after changes are posted constitutes acceptance of the updated policy.

13. Contact Us