Game Mode — Privacy Policy

This policy explains how Adalou LLC, doing business as Game Mode ("Game Mode," "we," "us"), handles personal information in connection with gamemodeapp.com and our apps (the "Service"). The Service is intended for organizations and users in the United States.

When we decide, and when your club decides

Privacy laws distinguish between the party that decides why information is processed and the party that processes it on someone else's behalf. Both apply to us, in different places.

Game Mode decides (we are the controller) for: organization and user account information; subscription billing; authentication and security logs, including IP addresses, device and browser information, and login events; fraud prevention; support records; product telemetry about how the Service is used; and legal compliance.

Your organization decides (we are its processor or service provider) for: participant records, registrations and forms, evaluations, rosters, payment records, documents, photos, video, and messages sent through the Service. We process this information on the organization's instructions, under our Data Processing Addendum.

If you are a parent, guardian, or participant, contact your organization first about information in its account. We will help the organization respond.

What we collect

Account information. Name, email address, phone number, password (stored hashed, never in readable form), organization name and details, role and permissions, and preferences.

Information organizations put in. Participants' names, dates of birth, contact details for parents and guardians, teams and rosters, evaluation scores and notes, registrations and forms, uploaded documents, photos, and tryout video.

Payment information. Payments are processed by Stripe. Card numbers never reach our servers and we do not store them. We keep records of payments: amounts, dates, status, the last four digits and card brand, and identifiers from Stripe. Organizations receive money into their own Stripe accounts; we collect a platform fee through Stripe.

Messages. Emails and text messages sent through the Service, their delivery status, and replies received at an organization's Game Mode inbox or phone number.

Usage information. Log data such as IP address, browser and device type, pages viewed, actions taken, and timestamps, used to operate, secure, and improve the Service.

Cookies. We use cookies necessary for the Service, mainly to keep you signed in and your session secure. We do not use advertising cookies and we do not sell information to advertisers.

How we use information

• To provide and operate the Service.
• To process subscription payments and collect our platform fee.
• To send messages an organization asks us to send, and service messages about accounts, billing, and security.
• To provide support and respond to questions.
• To keep the Service secure, detect abuse and fraud, and enforce our Terms.
• To understand how the Service is used, in aggregated or deidentified form that does not identify an organization or an individual, so we can improve it.
• To meet legal obligations.

We do not sell personal information, and we do not share it for cross-context behavioral advertising.

AI features

Some features use AI to draft messages, summarize information, answer questions about an organization's own information, sort incoming email, and read text from uploaded documents and images. These run through:

• OpenAI — the in-app assistant, retrieval, drafting, sorting incoming email, and reading text from uploaded documents and images.
• Anthropic — available as an alternative provider for the in-app assistant.

Information is sent to these providers only as needed to perform the request. Game Mode does not opt in to allowing these providers to use organization information to train their general-purpose models. AI output is a draft for a person to review and can be wrong.

Who else we share information with

We share information with service providers who help us run the Service, under contracts that limit what they can do with it:

A current list of subprocessors is maintained in our Data Processing Addendum.

We may also disclose information if required by law or valid legal process, to protect our rights or someone's safety, or in connection with a merger, acquisition, or sale of our business, in which case we will give notice before information becomes subject to a different policy.

We do not share one organization's information with another organization.

Children's information

The Service is for adults: organization staff, coaches, and parents or guardians. We do not knowingly allow anyone under 13 to create an account.

Information about minors is entered by an organization or by a parent or guardian. The organization decides what to collect and is responsible for obtaining the consent required by law, including under the Children's Online Privacy Protection Act (COPPA) where it applies.

Game Mode processes children's information only as instructed by the organization and as permitted by law. We do not use identifiable information about a child for advertising, for profiling unrelated to the Service, or to train machine learning models. We may use aggregated or deidentified information, which cannot reasonably be used to identify any child, to operate and improve the Service, and we do not attempt to reidentify it.

We retain children's information only as long as needed for the purpose it was collected, and we help organizations respond to parent requests to review, correct, or delete it. If we learn we hold information about a child that an organization did not have the right to collect, we will delete it.

How long we keep information

• While an organization's account is active, we keep its information so it can use the Service.
• After a subscription ends, the organization's data stays available for export for 30 days. From days 31 through 90, it is retained in a restricted inactive state solely for account recovery, system integrity, security, and transition purposes. We delete it 90 days after termination.
• An organization can request deletion sooner at any time, and we complete deletion within 30 days of the request.
• Copies in routine backups are deleted on our normal backup cycle.
• We keep records we are legally required to keep, such as financial records, for as long as the law requires.
• Organizations can delete information in the Service at any time.

Security

We use commercially reasonable safeguards: encryption in transit, encryption at rest through our infrastructure providers, access controls that separate each organization's data, role-based permissions within an organization, and limited staff access to production data. No system is completely secure. If a breach affects an organization's information, we will notify the organization without undue delay.

Your U.S. state privacy rights

Depending on where you live, you may have the right to: know what personal information we hold about you and why; get a copy in a portable form; correct inaccurate information; delete information; opt out of targeted advertising, sale, or certain profiling (we do none of these); and appeal a decision we make about your request.

Where to send a request. If your information is in an organization's account, contact the organization first, since it decides what happens to that information. We will help it respond. For information Game Mode controls — your account, billing, support, and security records — email support@gamemodeapp.com.

Verification. We will take reasonable steps to verify your identity before acting, and may ask for information to match you to our records.

Timing and appeals. We respond within the time your state's law requires. If we decline a request, we will tell you why, and you may appeal by replying to our response. If we deny your appeal, you may contact your state attorney general.

No discrimination. We will not deny service, charge different prices, or provide a different level of service because you exercised these rights.

Text messages and email

Organizations use Game Mode to message families who have opted in to hear from them. Reply STOP to any text to stop receiving texts, and HELP for help. Message and data rates may apply, and message frequency varies.

Mobile information and text-message opt-in consent will not be sold or shared with third parties or affiliates for their own marketing or promotional purposes.

Organizations are responsible for obtaining consent and honoring opt-outs. Replying STOP stops text messages from that organization. Game Mode may still send non-marketing service communications by email about your Game Mode account, billing, or security regardless of marketing preferences. See our SMS Terms for details.

Changes to this policy

We may update this policy. If a change is material, we will give notice by email or in the Service before it takes effect. The effective date and version shown above always identify the current version.

Contact

Adalou LLC d/b/a Game Mode · support@gamemodeapp.com