Private-first by design. Role-scoped by default.

What Player Planner is

Player Planner is a private-first operating system for youth programs. It helps churches, academies, teams, coaches, parents, guardians, and players coordinate schedules, practice work, goals, homework confirmations, messaging, and safe support.

Information we handle

• Account and invite details such as name, email address, role, organization, team assignment, and invite acceptance status.
• Program data such as teams, calendar items, practice plans, homework confirmations, assessments, goals, and coach handoff notes.
• Family and player workflow data such as parent/guardian confirmations, player check-ins, help requests, and role-appropriate progress summaries.
• Messaging data such as team/direct messages, attachments, reactions, read status, and message audit records.
• Operational data such as authentication events, webhook sync status, support access requests, audit logs, and security diagnostics.

Role boundaries

• Program admins manage local setup, teams, memberships, invites, and locally approved support access.
• Coaches see their assigned team context, coaching workflows, and coach-visible notes needed to support players.
• Parents and guardians see family-safe player summaries, confirmations, goals, messages, and next steps intended for them.
• Players see direct, encouraging workflows written for them, not internal labels or private adult notes.
• HQ/support views default to aggregate organization health. Deeper support access must be scoped, time-limited, locally approved, and audited.

How we use data

• To operate the app, protect accounts, authenticate users, route people to the correct dashboard, and enforce role boundaries.
• To help organizations run seasons, practices, homework workflows, assessments, family communication, and launch onboarding.
• To provide support, investigate delivery or access issues, maintain audit trails, and improve reliability.
• To comply with legal, safety, security, and abuse-prevention obligations.

Service providers

Player Planner uses trusted infrastructure providers for hosting, authentication, database persistence, DNS/domain services, email/auth delivery, and observability. These providers process data only as needed to provide the app and keep it secure.

Youth and family data

Player Planner is designed for supervised youth-program use. Organizations are responsible for inviting appropriate adults and players, obtaining any required permissions, and keeping their roster data accurate. We intentionally limit player-visible and HQ-visible data to role-appropriate views.

Retention, deletion, and corrections

Organizations or authorized users can request corrections, export help, account removal, or organization data deletion through support. Some audit, security, or legal records may be retained for a limited period when needed to protect the service and document authorized access.

Security posture

• Production traffic is served over HTTPS.
• Authentication is handled by Clerk-hosted sign-in and server-side session verification.
• Sensitive role sessions use httpOnly cookies where applicable.
• Webhook events are verified before identity sync.
• Production secrets are kept in hosting-provider environment variables, not client-side source code.