Privacy Policy

Effective date: July 14, 2026 · Version 1.0

Media Day Creative ("MDC," "we," "us") provides media-day operations, content delivery, and team-management tools for schools, sports organizations, athletes, and families (the "Service"). This policy explains what information we collect, how we use and share it, how long we keep it, and the choices you have. Because many of our users are student-athletes under 18, protecting minors' information is central to how the Service is built — not an afterthought.

The short version: we collect what's needed to run media days and deliver content to the right families; a minor's contact information and content are private by default; parents control a minor's content through a verified, signed consent; we do not sell personal information and we do not run targeted advertising — on anyone.

1. Information we collect

Account information. Name, email address, password (stored as a secure hash by our authentication provider), date of birth, phone number (optional), and profile photo (optional). Date of birth is required by U.S. children's privacy law (COPPA) — it drives the under-13 signup block and minor-safety defaults throughout the Service.

Roster and organization information provided by schools and coaches. Schools, districts, and clubs we work with provide athlete roster records — such as name, grade or graduation year, sport, team, jersey number, and (where the school provides it) date of birth and a parent's email address — so that events can run and content can reach the right family. This information comes to us under our agreements with those organizations.

Event content. Photos and videos captured at media-day and related events, and the operational records that make them deliverable: QR pass scans (which athlete, which station, what time), pose selections, and content-delivery status.

Consent and acceptance records. When a parent signs a consent or release, we record the typed name, timestamp, IP address, and browser information. When any user accepts these Terms or this policy, we record the version accepted, timestamp, IP address, and browser information.

Communications. Messages, posts, comments, and reactions sent through the Service, and emails you exchange with us.

Automatic technical information. Standard web logs (IP address, browser type, pages viewed) and error reports. Our error-monitoring service is configured to scrub personal information from error reports.

We do not collect biometric identifiers, and we do not use facial recognition to identify athletes — content is matched to athletes through QR pass scans, not face matching.

2. How we use information

• Run the Service: operate media days, match captured content to the right athlete, deliver content to athletes and consented parents, manage teams/rosters/schedules, and enable messaging and notifications.
• Safety and minors' protection: enforce the under-13 block, apply private-by-default settings for minors, verify parent-athlete links, gate a minor's content delivery behind parental consent, and audit access to minors' information.
• Communicate with you: service notifications (e.g., "your athlete's photos are ready"), consent requests, and responses to your inquiries. Marketing emails, where sent, include an unsubscribe link.
• Improve and secure the Service: debugging, error monitoring, abuse prevention, and product improvement using operational data.
• Legal compliance: maintain records we're required to keep (e.g., consent records) and respond to lawful requests.

We do not sell personal information. We do not use personal information for targeted advertising. We do not use minors' information for marketing without the parental consent described below.

3. How we share information

We share personal information only in these circumstances:

Service providers (subprocessors). Companies that host and operate parts of the Service under contract with us, processing data only on our instructions:

Your school or organization. Coaches, athletic directors, and administrators at the organization an athlete belongs to can see roster information and operational status appropriate to their role. Access is role-scoped: a coach sees their own team, not other teams.

Parents and guardians. A verified, linked parent can see their own athlete's information and content — never other minors' content.

Legal and safety. We may disclose information if required by law (subpoena, court order) or if reasonably necessary to protect the safety of a user, especially a minor, or to investigate fraud or abuse. Where legally permitted, we will notify affected users of legal demands.

Business transfers. If MDC is involved in a merger, acquisition, or sale of assets, personal information may transfer as part of that transaction; this policy would continue to apply and we would provide notice of any material change.

We never sell personal information, rent it, or share it with third parties for their own advertising or marketing.

4. Children's and minors' privacy

Under 13. The Service is not directed to children under 13, and children under 13 may not create accounts — signup requires a date of birth and under-13 registrations are blocked at the database level. If a school roster includes an under-13 athlete, that record is managed under our agreement with the school, the athlete cannot claim an account, and any content delivery requires the parental consent described below. If we learn we have collected personal information online from a child under 13 without required consent, we will delete it. Parents may contact us at benjamin@mediadaycreative.com to review or request deletion of a child's information.

13–17 (teen athletes). Teens may create their own accounts, with these built-in protections:

• Private by default. A minor's contact information (email, phone, date of birth) is stored separately and visible only to the minor, their consented parent, and platform administration (each access is logged). Minor profiles and photos are not public.
• Parental consent gates content. A minor's event content cannot be delivered — and cannot be used in MDC's marketing — until a parent or legal guardian has signed the consent presented in the Service. That consent identifies what it covers, and it can be revoked (Section 7).
• Structural messaging protections. Minors cannot be discovered through messaging search, and communication involving minors is designed for parental transparency.
• Audited access. Every access to a minor's private information by someone other than the minor is recorded in an audit log.

Parents' rights. A consented parent can review their athlete's information and content, revoke consent (which stops delivery and marketing use), and request deletion of their child's information (Section 7). To exercise these rights, use your parent account or contact us at benjamin@mediadaycreative.com.

Direct notice. The parent consent presented in the Service describes what content will be captured and delivered, how it may be used, and the third-party service providers listed in Section 3. We do not disclose minors' personal information to third parties for those parties' own use.

5. Data retention

We keep personal information only as long as needed for the purposes above:

When a school contract ends, student personal information received from that school is returned or deleted per the contract, except content a parent has independently consented to keep in their family's account.

6. Security

The Service is built with row-level security enforced in the database (every table, deny-by-default), encryption in transit (TLS) and at rest, role-scoped access, private storage buckets with expiring signed URLs for content, and audit logging of minors' data access. We maintain a written security program covering children's data, review it at least annually, and require our service providers to protect data they process for us. No system is perfectly secure; if a breach affecting your information occurs, we will notify you as required by law.

7. Your choices and rights

• Access and correction: view and edit your profile in Account settings; parents can review their athlete's information through their parent account.
• Deletion: request account deletion at benjamin@mediadaycreative.com. We honor deletion requests within 30 days (some records — like signed consents and audit logs — are retained as legal records even after account deletion).
• Consent revocation: parents can revoke a signed consent at any time from the parent surface or by contacting us; revocation stops content delivery and any MDC marketing use going forward.
• Email: unsubscribe from non-essential email via the link in any marketing message; service messages (like consent requests and delivery notices) are sent as needed to run the Service.
• State privacy rights: depending on your state, you may have additional rights (access, deletion, portability). We honor reasonable access and deletion requests from any U.S. state. We do not sell or share personal information as those terms are defined in state privacy laws, including for users under 16.

8. Cookies and tracking

The Service uses only cookies necessary for it to function: authentication/session cookies and a small number of preference cookies (for example, sidebar state). We do not use advertising cookies or cross-site trackers, and we do not run third-party analytics that profile you. Because the only tracking is essential, there is no cookie-consent banner to click through — if that ever changes, this policy and the Service will change accordingly.

9. Where data is processed

The Service is operated from the United States, and information is processed and stored in the United States by the providers listed in Section 3.

10. Changes to this policy

We may update this policy as the Service evolves. Each version is numbered and dated, and prior versions are retained. For material changes — especially any change affecting minors' information — we will notify you and, where required, ask for renewed acceptance or consent before the change applies.

11. Contact

Questions, requests, or concerns about privacy:

Media Day Creative Utah, USA benjamin@mediadaycreative.com