Privacy Policy

KosmicSports ("KosmicSports," "we," "us," or "our") is a sports‑management platform operated by KosmicSports LLC, a Pennsylvania limited liability company and a wholly‑owned subsidiary of Kosmic Edge LLC, located at 216 5th Street, Easton, PA 18042. We provide software that organizations and leagues use to run registration, teams, rosters, schedules, standings, communication, and related activities (the "Services").

This Privacy Policy explains what personal information we collect, how we use and share it, and the choices and rights you have. It applies to kosmicsports.com, our subdomains (for example, `your‑league.kosmicsports.com`), our applications, and related services that link to this Policy.

Please also review our Terms of Use, Cookie Policy, and Children's Privacy Notice, which are incorporated by reference.

1. Our Role: Who Controls Your Information

KosmicSports serves two roles depending on the data:

• As a service provider (processor). When an organization, league, club, or team ("Customer") uses KosmicSports to manage its members, registrations, rosters, and payments, that Customer decides what information is collected and why. We process that information on the Customer's behalf and under their instructions. If you are a member, parent/guardian, player, coach, or official of a Customer, that Customer's own privacy practices also apply, and you should direct requests about your participation to them. We will support them in responding.

• As a controller. For information we collect to create and secure your KosmicSports account, operate and improve the platform, communicate with you, and meet our legal obligations, we act as the controller.

2. Information We Collect

a. Information you (or your organization) provide

• Account & profile: name and display name, email address, password (stored only as a salted hash) or Google sign‑in identifier, phone number, mailing address, date of birth, and profile photo.

• Household & family data: household/family groupings, the relationship between members (parent/guardian, player, sibling, grandparent, other), and which adults are guardians of which children. See our Children's Privacy Notice.

• Role‑specific data:

• *Coaches:* coaching license information, background‑check status and date, biography, and coaching details.

• *Officials/referees:* certification level and number, certifying body, expiration, sports officiated, experience, and payment method/details used to pay you.

• Registration & participation: participant name, email, date of birth, gender, team/division/age group, fees and discounts, and any custom information a Customer's registration form requests (which may include emergency contacts, medical or allergy information, or similar details the organization chooses to collect).

• Waivers & e‑signatures: the name and email of the person accepting a waiver, the date/time, and the IP address and device/browser (user agent) recorded at acceptance.

• Payments: registration and fee amounts. Card and bank details are collected and processed by our third‑party payment processor(s); we do not store full payment card numbers.

• Communications: messages you send through team/household chat or direct messages, support requests, and the contents of forms you submit.

b. Information we collect automatically

• Usage & device data: log data such as IP address, browser/device type, pages viewed, referring pages, and timestamps.

• Cookies and similar technologies: as described in our Cookie Policy. We use a consent banner and, where required, load analytics only after you consent.

• Notifications: if you enable push notifications, the subscription tokens needed to deliver them.

c. Information from third parties

• Google sign‑in (OAuth): if you sign in with Google, we receive basic profile information (such as your name, email, and Google account identifier).

• Your organization/league: Customers may add or import information about you (for example, adding you to a roster or household).

We do not intentionally collect special categories of data beyond what a Customer chooses to request on a registration form (e.g., medical/allergy fields). Customers are responsible for collecting such data lawfully.

3. How We Use Information

We use personal information to:

• create, secure, and operate your account and the Services;

• enable registration, rosters, scheduling, standings, payments, and communication;

• connect organizations and leagues and synchronize shared data between them at the Customer's direction;

• process payments and send receipts and required notices;

• provide customer support and respond to your requests;

• send service/transactional messages and, where permitted, newsletters and updates (you can opt out of marketing at any time);

• monitor, secure, troubleshoot, and improve the Services and prevent fraud or abuse;

• comply with law and enforce our Terms of Use.

Where we rely on a legal basis (for users to whom such frameworks apply), it is typically performance of a contract, your consent (e.g., marketing, non‑essential cookies), our legitimate interests in operating and securing the Services, or compliance with a legal obligation.

4. How We Share Information

We share personal information only as described here. We do not sell your personal information, and we do not share it for cross‑context behavioral advertising.

• With your organization/league (and as you direct). Your information is visible to the administrators of the organizations and leagues you belong to, and to other members as appropriate to your role (for example, coaches can see their team roster; standings may be public). You control parts of this through your privacy settings.

• Service providers (subprocessors). We use vetted vendors to run the Services, including categories such as: cloud hosting and storage, content delivery, email delivery, analytics and search‑console tools, social‑media scheduling, and payment processing. They may process information only to provide services to us and under confidentiality obligations.

• Payment processors. Payments are handled by third‑party processors subject to their own terms and privacy policies.

• Legal and safety. We may disclose information to comply with law, respond to lawful requests, protect the rights, safety, and property of users, the public, or KosmicSports, and enforce our agreements.

• Business transfers. If we are involved in a merger, acquisition, financing, or sale of assets, information may be transferred as part of that transaction, subject to this Policy.

• With your consent or at your direction.

5. Cookies and Tracking

We use cookies and similar technologies to keep you signed in, remember preferences, and (with consent) measure usage. You can control these through our consent banner and your browser settings. See the Cookie Policy.

6. Children's Privacy

The Services are designed to be administered by adults (organizations, coaches, and parents/guardians). Children's information is provided and managed by their parent/guardian or their organization. We handle children's personal information in accordance with the federal Children's Online Privacy Protection Act ("COPPA") and our Children's Privacy Notice, which describes parental consent, review, and deletion rights.

7. Data Retention

We keep personal information for as long as needed to provide the Services to you and your organization, and afterward as required to comply with law, resolve disputes, maintain records of registrations/payments/waivers, and enforce our agreements. When information is no longer needed, we delete or de‑identify it. Customers control retention of much of the data they manage; when a Customer or you ask us to delete information, we will do so subject to legal and recordkeeping requirements.

8. Security

We use administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, hashing of passwords, encryption of sensitive stored secrets, access controls, and multi‑factor authentication for staff and privileged accounts. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

If a breach of personal information affecting Pennsylvania residents occurs, we will provide notice consistent with Pennsylvania's Breach of Personal Information Notification Act (73 P.S. § 2301 et seq.) and other applicable laws.

9. Your Rights and Choices

Depending on where you live and your relationship to a Customer, you may have rights to:

• access the personal information we hold about you;

• correct inaccurate information (you can edit much of it in your profile);

• delete your information;

• opt out of marketing emails (use the unsubscribe link or contact us; service messages will continue);

• manage cookies through our consent banner;

• withdraw consent where processing is based on consent.

To exercise these rights, contact us at [email protected]. We will verify your request and respond within the time required by applicable law. If your information is managed by an organization or league (as our Customer), we may refer your request to them or act on their instructions. You will not be discriminated against for exercising your rights.

State privacy rights. Residents of states with comprehensive privacy laws may have additional rights (such as the right to access, delete, correct, and opt out of "sales"/"sharing" or targeted advertising — which we do not engage in). We honor applicable requests; contact us to submit one.

10. Governing Law

This Policy and any dispute relating to it are governed by the laws of the Commonwealth of Pennsylvania and applicable U.S. federal law, without regard to conflict‑of‑laws rules. The Services are operated from the United States and intended for users in the United States.

11. Third‑Party Links

The Services may link to third‑party sites or services (for example, a payment processor or an organization's own website). We are not responsible for their privacy practices, and this Policy does not apply to them.

12. Changes to This Policy

We may update this Policy from time to time. When we make material changes, we will update the "Last Updated" date and, where appropriate, provide additional notice. Your continued use of the Services after changes become effective means you accept the updated Policy.

13. Contact Us

KosmicSports LLC (a wholly‑owned subsidiary of Kosmic Edge LLC)

216 5th Street, Easton, PA 18042

Privacy: [email protected]

Legal: [email protected]

General: [email protected]