CheerKeeper, LLC (“CheerKeeper,” “we,” “us,” or “our”) respects your privacy and is committed to protecting the personal information of individuals who use the CheerKeeper platform.
This Privacy Policy explains how we collect, use, disclose, and safeguard personal information when individuals or organizations use the CheerKeeper platform.
CheerKeeper provides a Software-as-a-Service (SaaS) platform designed to help cheerleading gyms, dance studios, and youth athletic organizations manage schedules, competitions, and communications with athletes and families.
Because the platform may involve youth athletes and families, CheerKeeper implements enhanced safeguards designed to protect personal information and comply with applicable privacy laws.
This Privacy Policy is designed to support compliance with:
- Children’s Online Privacy Protection Act (COPPA)
- General Data Protection Regulation (GDPR)
- California Consumer Privacy Act (CCPA)
- California Privacy Rights Act (CPRA)
- other applicable U.S. state privacy laws
- youth sports safety and safeguarding standards
This policy applies to:
- gym owners and administrators
- coaches and staff
- parents and guardians
- youth athletes
- event organizers
- website visitors
1. Definitions
Platform
The CheerKeeper software application, website, and related services.
Customer / Gym
A cheerleading gym, dance studio, or youth sports organization that licenses the CheerKeeper platform.
Athlete
A youth or adult participant registered with a gym using the platform.
Parent / Guardian
A legal guardian responsible for a youth athlete.
Personal Information
Information that identifies or can reasonably identify an individual.
Youth Data
Personal information relating to individuals under the age of 13 or otherwise considered minors under applicable law.
Data Controller
The organization determining how personal data is used (typically the gym).
Data Processor / Service Provider
An entity processing personal data on behalf of the controller. CheerKeeper generally acts as a processor.
2. Information We Collect
CheerKeeper collects several categories of information necessary to operate the platform.
Information Provided by Gyms
Gyms using the platform may provide:
- gym name and organization information
- coach and staff information
- athlete roster information
- competition and practice schedules
- athlete participation details
- parent contact information
- emergency contact information
Athlete Information
Athlete information may include:
- athlete name
- team or division
- competition participation
- gym affiliation
CheerKeeper is designed to minimize youth data collection and collect only information necessary for scheduling and participation coordination.
Youth Data Minimization
The platform is not intended to collect or store:
- Social Security numbers
- government identification numbers
- financial account data
- medical records unrelated to athletic participation
Gyms should avoid uploading unnecessary sensitive information.
Parent / Guardian Information
Parents or guardians may provide:
- name
- email address
- phone number
- athlete association
- notification preferences
Automatically Collected Information
When users access the platform we may collect certain technical information including:
- IP address
- device type
- browser type
- login timestamps
- system activity metrics
This information helps maintain system security and platform reliability.
3. How We Use Information
CheerKeeper uses personal information to:
- provide scheduling and coordination services
- notify families of schedule changes
- allow gyms to manage athlete participation
- maintain system security
- improve platform reliability
- provide customer support
- comply with legal obligations
CheerKeeper does not sell personal information.
Youth data is not used for targeted advertising.
4. Youth Privacy and COPPA Compliance
Because CheerKeeper may involve youth athletes under age 13, the platform is designed to support compliance with the Children’s Online Privacy Protection Act (COPPA).
Youth information is typically submitted by:
- a gym organization, or
- a parent or legal guardian.
Gym customers are responsible for ensuring that appropriate parental consent has been obtained before submitting youth data.
Parents may request to:
- review their child’s data
- correct inaccuracies
- request deletion
Requests may be submitted to: privacy@cheerkeeper.com
5. Verifiable Parental Consent Framework
(Final COPPA Protection Clause)
To support compliance with children’s privacy laws, CheerKeeper expects gyms and organizations using the platform to obtain verifiable parental consent before submitting personal information relating to children under the age of 13.
Verifiable parental consent may be obtained through methods such as:
- parent account registration
- signed participation forms
- electronic consent forms
- other consent mechanisms permitted by applicable law
Gym customers are responsible for maintaining records of parental consent when required.
Where necessary, CheerKeeper may assist customers by providing tools or workflows that support parental consent verification and consent record management.
Parents retain the right to review, modify, or request deletion of their child’s personal information at any time.
6. Operator vs Customer Data Responsibility
CheerKeeper provides technology used by gyms to coordinate athlete participation.
In most cases:
- the gym acts as the Data Controller
- CheerKeeper acts as a Data Processor
Gym customers determine:
- what athlete information is entered into the platform
- how athlete data is shared with competitions
- compliance with youth privacy laws
CheerKeeper processes personal information solely to provide platform services.
7. Data Protection Safeguards
CheerKeeper implements safeguards designed to protect personal information including:
- encrypted HTTPS communications
- secure cloud infrastructure
- role-based access controls
- authentication protections
- activity logging
- infrastructure monitoring
Higher sensitivity information may receive additional protections such as encryption.
8. Data Classification
Information may be classified into security tiers including:
Tier 1 – Child Personal Information
Children’s names and enrollment relationships.
Tier 2 – Adult Personal Information
Parent and coach contact details.
Tier 3 – Operational Data
Schedules and participation information.
9. Child Data Lifecycle Transparency
Youth data is managed through a lifecycle including:
- collection
- secure storage
- use for scheduling coordination
- retention while required
- deletion upon valid request
10. Information Sharing
CheerKeeper does not sell personal information.
Information may be shared only when necessary to operate the platform.
Examples include:
- cloud hosting providers
- messaging infrastructure
- email delivery services
- monitoring and analytics providers
11. Event Organizer Data Sharing
Gyms may choose to share athlete participation information with:
- competition hosts
- event organizers
- tournament scheduling systems
CheerKeeper does not control the privacy practices of these organizations.
12. Data Retention
Personal information is retained only as long as necessary to provide platform services and comply with legal obligations.
13. Data Deletion and Consent Withdrawal
Parents may request deletion of youth data.
Upon verified request, CheerKeeper will work with the relevant gym to remove or anonymize information where appropriate.
14. Security Incident Response
CheerKeeper maintains procedures designed to detect and respond to security incidents.
If a confirmed breach occurs affecting personal information, CheerKeeper will notify affected organizations as required by law.
15. Data Security Disclaimer
While CheerKeeper implements reasonable safeguards to protect personal information, no internet-based system can guarantee complete security.
Users share responsibility for protecting account credentials and using secure devices.
16. Data Ownership and Platform License
Customer organizations retain ownership of information they submit to the platform.
Customers grant CheerKeeper a limited license to process and store such information solely to provide the services.
17. Aggregated and De-Identified Data
CheerKeeper may generate aggregated or de-identified data derived from platform usage.
Such information does not identify individuals and may be used to improve platform functionality or develop new features.
18. Business Transfers
If CheerKeeper undergoes a merger, acquisition, or sale of assets, personal information may be transferred as part of that transaction.
Any successor organization will remain subject to applicable privacy obligations.
19. Regulatory Cooperation
CheerKeeper may cooperate with regulatory authorities or law enforcement when required by law.
20. International Data Transfers
CheerKeeper services may operate using infrastructure located in the United States or other jurisdictions.
Appropriate safeguards are implemented for international data transfers where required.
21. Changes to This Policy
CheerKeeper may update this Privacy Policy periodically to reflect changes in law, technology, or platform functionality.
22. Contact Information
CheerKeeper, LLC
privacy@cheerkeeper.com