Effective November 14, 2026 · Updated November 15, 2026
The essentials
- Adults manage accounts, player profiles and conversations. Players do not have their own login.
- Player birthdates are used for eligibility and are not shown to opposing coaches.
- Player names, softball details, town, optional thumbnails and available dates can be shared with eligible signed-in coaches for matching.
- We do not sell personal information or use advertising trackers.
- You can request account or player-data deletion without installing the app.
1. Information we collect
You provide information when you register, manage profiles, arrange guest play, send messages, report concerns or contact us.
| Category | Examples and purpose |
|---|---|
| Adult account | Name, email, phone number, authentication credentials handled by our sign-in service, email/phone verification status and adult attestation. We use these to authenticate you, recover access and manage family/team membership. |
| Player profile | First and last name, private birthdate, eligibility division, level, positions, town/state, travel range, parent-approved play-up divisions and optional jersey number, bio and thumbnail. We use these to calculate eligibility and match opportunities. |
| Team and event details | Team name, home town/state, age division, level, coaching membership, optional organization, bio, logo and links; event dates, location/facility, position needs, game times, notes and expiration. |
| Activity and communications | Availability dates, applications, invitations, confirmations, cancellations, private messages, read status, notification choices, trial/access status and family/team invitations. |
| Safety and support | Reports, relevant reported content, blocks, moderator decisions and notes, support emails and account-deletion requests. Reports are not public ratings. |
| Subscriptions | GuestUP account identifier, store product and transaction identifiers, purchase/renewal history, subscription status and access entitlements. We and RevenueCat use these to verify purchases, restore access, reconcile changes, prevent misuse and understand subscription performance. Apple or Google handles store payment; GuestUP does not receive your full payment-card details. |
| Technical information | Account/session and installation identifiers, push tokens, operating system/platform, delivery status, network/IP-related security information and service logs used to operate, secure and troubleshoot GuestUP. |
We use towns, states and event locations you enter. The current app does not request GPS location, contacts, microphone or camera access. Selecting an optional image uses the system image picker. Do not include medical details, school schedules, home addresses or other unnecessary sensitive information in profiles or messages.
2. How we use information
We use information to provide accounts and matching, calculate age eligibility, prevent conflicting day commitments, deliver messages and requested alerts, manage access, answer support and privacy requests, investigate abuse, maintain security and comply with applicable obligations.
Verification texts and account emails support authentication and recovery. Push alerts are optional. We do not use player information for targeted advertising, and the current app does not include third-party advertising or general behavioral analytics SDKs. RevenueCat provides subscription analytics from purchase information. Purchase history is linked to your GuestUP login so access can be restored to the appropriate account. Viewing membership status does not enroll you in a paid subscription.
4. Parents, guardians and youth players
GuestUP accounts and messaging are for adults aged 18 or older. Parents or legal guardians create and manage profiles about youth players in the 8U–18U divisions. Youth players must not create or use their own account. Coaches should contact the adult managing a player through GuestUP.
A parent or guardian can review and correct a player’s profile in their family, remove an optional image, stop posting availability, or request removal of player information. Archiving is not permanent deletion. If another guardian retains a shared family, deleting one adult login does not automatically remove the shared player profile.
If you believe a child created an account or information was submitted without appropriate authority, contact guestupadmin@gmail.com. We will investigate, verify the requester’s authority as appropriate, and take steps to restrict or remove improperly collected information.
5. Retention and deletion
| Information | Retention period |
|---|---|
| Active accounts and profiles | While actively used. After 12 months of inactivity, we send notice and allow at least 30 days after delivery before cleanup. Activity by another authorized guardian or coach keeps the shared family or team active. |
| Archived players | Identifying details and images are removed after 90 days archived, with at least 30 days’ delivered advance notice. Restoring the player before cleanup stops that archive cleanup. Archiving is not immediate deletion. |
| Event, application and message history | 12 months after the event or last conversation/booking activity, whichever is later. A current safety investigation or documented hold can delay removal. |
| Closed reports | Report text, captured evidence and personal moderator notes: 30 days after closure. Minimal case/action history: 12 months after closure. |
| Abuse-prevention identifiers | Up to 24 months after recording a suspension identifier. One-way identifiers are protected information; we do not treat them as anonymous. |
| Support and deletion requests | Minimal correspondence/case records: 12 months after completion. Extra verification material and personal deletion-review notes: removed within 30 days after completion. Support inbox records are reviewed under the same schedule. |
| Subscription access and cleanup | Local subscription status and account-linked access records remain while needed for the active account and are removed with account deletion. A restricted provider-cleanup record retains the account identifier while RevenueCat deletion is pending, then is rechecked for at least 30 days from creation before removal after successful verification. Failed cleanup stays pending for retry and review. Apple and Google may retain their own transaction records under their policies. |
| Routine technical and delivery records | 30 days for records we control. Service-provider logs, delivery records and any backups can have separate retention settings; we do not promise that deleting active data instantly erases provider records or historical copies. |
A specific safety investigation or legal obligation can require a documented exception. We restrict retained information to that purpose and periodically review holds. A hold is not an automatic reason to retain all information indefinitely.
Use Account → Delete Account in GuestUP or our web deletion request. We verify ownership before acting. We aim to reply within 3 business days and complete verified requests within 30 calendar days of receipt, subject to any applicable legal deadline. If ownership cannot be verified, we will explain the next steps rather than delete someone else’s information.
Deletion removes the adult login, GuestUP contact information, sessions/devices and personal content covered by the request. Stored image objects covered by deletion are removed before cleanup is treated as complete. Another verified adult may retain a shared family/team, with ownership transferred where eligible. Sole-owner profiles close, identifying player details are removed or anonymized, and current/future commitments cancel with notice. Minimal counterpart booking history can remain under the schedule above. A parent or guardian can separately request player-data removal; deleting one adult login does not automatically remove a shared player profile.
If cleanup fails, it remains pending for retry. We send a completion notice only after processing succeeds. Copies another user already saved cannot be recalled. Store subscription cancellation is separate and is not a prerequisite for requesting deletion. Deleting GuestUP does not cancel an Apple or Google subscription; manage it in the store where you purchased it. If the account contacted RevenueCat, the deletion service verifies removal of its RevenueCat customer record before marking the request complete. It does not erase store-held transaction records.
6. Choices and privacy requests
You can edit family/team/player details, remove optional images, manage availability and use reporting/blocking. Manage optional push alerts in Account → Notifications or your phone settings; service messages and account-verification communications can still be necessary to use GuestUP.
You can request access, correction or deletion of your information and ask about other privacy rights that may apply where you live. Email guestupadmin@gmail.com. We verify identity and parental/guardian authority where needed before disclosing or changing personal information. Do not email passwords or one-time codes. If you disagree with a privacy-request decision, reply to the same contact for review.
7. Security, storage and this website
We use encrypted network connections, authenticated access controls and restricted administrative access. The app keeps a local sign-in session so you can stay signed in; sign out on a shared device. No service can guarantee absolute security.
Our primary application database is hosted in the United States. Service providers may process information in other locations. These pages do not contain our own advertising trackers or analytics scripts; hosting infrastructure can process IP addresses and request logs. The private review preview may require its hosting platform’s authentication. Email buttons open your email application and do not silently submit a form.
8. Changes and contact
We will update this policy as our practices change and show its effective/updated date. We will provide additional notice or request consent when required for a material change.
For privacy, player-data or deletion questions, contact GuestUP Softball at guestupadmin@gmail.com. See Support for troubleshooting and Account Deletion for deletion instructions.