Privacy Policy

Effective date: October 11, 2026

Introduction

Welcome to Substitution Cavalry (“SubCav”). We value your privacy and are committed to protecting your personal information. This Privacy Policy covers both the SubCav website and the SubCav mobile app, which share the same accounts and data. It explains what information we collect, how we use it, and your rights regarding your data. We only collect personal information that registered coaches voluntarily provide.

User Registration and Data Collection

Our services are available to registered coaches. We collect data only when you register for an account or manage a team through our website or mobile app. No personal information is collected from non-registered visitors or from spectators viewing shared links, except for the error reports described below.

Information We Collect

From Registered Coaches

When you create an account, we collect the following information:

  • Email Address: Used for account creation, communication, and service updates.
  • Location Information: Includes your city, state or province, country, and time zone. Coaches in the United States enter a ZIP code, and coaches in Canada enter a postal code. We use that code only to work out your city, state or province, and time zone, and we do not store the code itself. Coaches in other countries enter their city, and coaches in countries with more than one time zone also choose their time zone from a list. We store your time zone so game times and schedules show correctly, and we use the rest of your location to provide localized support and enhance user experience.

When Setting Up and Managing a Team

Coaches may enter the following information about their team:

  • Player Names: For privacy reasons, we strongly recommend that you provide only the player’s first name, nickname, or jersey number.
  • Parent/Guardian Contact Information: Names, and optionally email addresses and phone numbers, entered by the coach for team communication.
  • Team Photos: Coaches may upload team and player photos to their team’s private gallery.

Error Reports

If the SubCav app runs into an error, it sends us an error report (the error text, the screen, the app version and, if you are signed in, your username) so we can fix it. Error text can occasionally include a player’s name. Error reports are stored on our servers, are seen only by SubCav’s developer, are never sold or used for marketing, and are deleted automatically after 30 days.

Text Messaging (SMS)

Coaches may send game-related text messages (such as a link to watch a live game) to parents and guardians. Texting is available only to coaches whose account country is the United States, and only to US phone numbers. Phone numbers are used only when the coach confirms the parent has consented to receive texts, and messages are sent only when a coach explicitly triggers them. We use a reputable SMS delivery provider (Twilio) to transmit these messages; the provider processes phone numbers solely to deliver them. Every text ends with opt-out instructions, and recipients can opt out at any time by replying STOP. We do not use phone numbers for marketing.

Live Game and Schedule Sharing

Coaches can share links that let parents view a live game, a team schedule, or season statistics in a web browser. These pages are accessible only to people who have the private link, require no account, and show only the information the coach has chosen to share. Coaches can hide player time details from shared views in the app’s settings.

How We Use Your Information

  • Account Management & Communication: Your email address is used to send account-related messages, occasional product news, and the rare invitation to give feedback about SubCav. Account emails, such as password resets, are sent through our email provider, Resend. Product news and feedback emails will be extremely rare, and every one includes a link to unsubscribe.
  • Service Operation: Player names, parent contact information, and photos are used solely to provide SubCav’s features to your team, and are not shared publicly beyond what is necessary for the sharing features you choose to use.
  • Service Improvement: Your time zone is used to show game times and schedules correctly. Your city, state or province, and country help us understand our user base and tailor services appropriately.
  • Error Reports: To find and fix errors in the SubCav app.

Where Your Data Is Stored

SubCav is hosted on Google Cloud, using Google’s Firebase platform and Cloud Run. All of our data is stored in the United States on secure Google Cloud infrastructure. Google processes this data solely as our service provider. If you use SubCav from outside the United States, your information is transferred to and stored in the United States.

Children’s Privacy

SubCav accounts are created and operated by adult coaches. We do not knowingly collect information directly from children. Information about players (such as first names or jersey numbers) is entered by coaches, and we recommend minimizing it as described above.

Data Security

We employ industry-standard security measures to protect the data we collect. These measures include:

  • Secure Password Storage: Passwords are stored using cryptographic hash functions, ensuring that even our SubCav administrators cannot view your original password.
  • Encrypted Transmission: Data moves between your device and our servers over encrypted (HTTPS) connections.
  • General Security Practices: Although no method of transmission over the Internet or electronic storage is completely secure, we use commercially acceptable means to safeguard your personal information.

Data Sharing and Disclosure

  • No Sale or Rental: Your personal information is safe with us. We categorically do not sell, rent, or trade your data to any third parties under any circumstances. Your information is used solely to provide and improve our services. We share data only with the service providers named in this policy (Google for hosting and our database, Twilio for text messages, and Resend for account emails such as password resets), and only as needed to operate the service. We never share your information with external partners for marketing or profit.
  • Legal Requirements: In the rare event that disclosure is required by law or a judicial process, we will only share the necessary data, and we will notify you when legally permissible.

Cookies and Tracking

This website does not use cookies. The SubCav web application at app.subcav.com uses a single essential cookie to keep you signed in while you use it. The mobile app does not use advertising or tracking technologies. We use cookieless analytics to understand which pages are visited and how quickly they load. See our Cookie Policy for details.

Data Retention

We retain the information you submit for as long as necessary to provide you with the services you have requested or as required by law. When you delete content in the app (such as photos or teams), it is removed from our active systems. When your data is no longer needed, we will take steps to delete or anonymize it.

Your Rights

Wherever you live, you have the right to:

  • Access your personal data.
  • Update or Correct your information.
  • Request Deletion of your data (subject to applicable legal obligations).

If you wish to exercise any of these rights, please contact us using the information provided below.

Depending on where you live, you may have additional rights under local law. If you are in the EU, the UK or the European Economic Area, see Users in the EU, the UK and the European Economic Area below for the full list of your rights and how to use them.

Users in the EU, the UK and the European Economic Area

This section applies if you are in the European Economic Area (which includes the European Union) or the United Kingdom. It adds to the rest of this policy.

Who Is Responsible for Your Data

Coding Cavalry, LLC is the controller of the personal data in coach accounts. This means we decide how and why that data is used. You can reach us using the contact details at the end of this policy.

Our Legal Bases

We use personal data only when the law allows it. We rely on:

  • Providing the Service: We use the information in a coach’s account to provide the service the coach signed up for.
  • Legitimate Interests: We use information to run SubCav and keep it secure. We also use coaches’ email addresses to send occasional product news and feedback invitations, which every recipient can unsubscribe from at any time. We do this only where those interests are not outweighed by your rights.
  • Consent: We send text messages to a parent or guardian only when the coach has marked them as consenting. They can withdraw consent at any time by replying STOP.

Information Coaches Enter About Others

Coaches enter information about their players and their players’ parents or guardians. A coach who enters that information is responsible for having the right to share it with SubCav. If a coach has entered information about you or your child, you can ask the coach to update or remove it, or contact us.

Your Rights Under Data Protection Law

You have the following rights. Some of them apply only in certain situations.

  • Access: Ask for a copy of the personal data we hold about you.
  • Correction: Ask us to correct information that is wrong or incomplete.
  • Deletion: Ask us to delete your personal data.
  • Restriction: Ask us to limit how we use your personal data.
  • Portability: Ask for the personal data you gave us in a common, machine-readable format, so you can take it elsewhere.
  • Objection: Object to our use of your personal data based on our legitimate interests.
  • Withdrawal of Consent: Where we rely on your consent, withdraw it at any time. This does not affect anything we did before you withdrew it.
  • Complaint: Complain to the data protection authority in the country where you live or work, or where you believe a problem occurred. In the UK, that is the Information Commissioner’s Office (ICO).

How to Use Your Rights

To use any of these rights, contact us using the details in the Contact Us section below. Coaches can also delete their account and its data themselves by following the steps on our Delete Your Account page.

International Transfers

Your information is transferred to and stored in the United States, where SubCav is based. When we transfer personal data from the European Economic Area or the United Kingdom to the United States, we rely on our service providers’ standard contractual clauses (contract terms approved by European and UK authorities for protecting data sent abroad) or other lawful transfer mechanisms.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page along with the updated effective date. We encourage you to review this policy periodically to stay informed about how we are protecting your information.

Contact Us

If you have any questions or concerns about this Privacy Policy or our data practices, please contact us at: