HuddleBooks ("we," "us," or "our") operates the website huddlebooks.ca and the HuddleBooks platform. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our services. By using HuddleBooks, you consent to the data practices described in this policy.
1. Information We Collect
Personal Information
When you register for an account, request a walkthrough or free resource, or submit a team inquiry, we may collect:
- Name and email address
- Team or association name and role (e.g., treasurer, board member, parent)
- Account credentials
Financial Data
When you use HuddleBooks to manage your team's finances, we store:
- Budget categories, transactions, and approval records
- Imported bank transaction details
- Audit logs and activity history
Usage Data
We automatically collect certain information when you visit our website, including your IP address, browser type, pages visited, interactions with the site, and time spent on pages. This data is collected through Google Analytics (GA4) and HeyCatch.
2. How We Use Your Information
We use the information we collect to:
- Provide, operate, and maintain the HuddleBooks platform
- Process transactions and manage team financial records
- Send you service-related communications (account updates, security alerts)
- Provide resources you request and respond to your inquiries
- Provide customer support
- Improve our products and develop new features
- Send marketing communications (only with your consent; you can opt out anytime)
- Comply with legal obligations
3. Data Storage & Security
HuddleBooks platform data is stored on Canadian infrastructure. Information processed through third-party website, inquiry, and advertising services may be handled outside Canada, as described below. We take the security of your data seriously and implement the following measures:
- Encryption in transit and at rest: all data is encrypted using industry-standard protocols
- Role-based access controls: parents see what they should see, managers see what they need to manage
- Immutable audit logs: every action in the system is logged and cannot be altered
- Regular security reviews: we continuously monitor and improve our security practices
4. Third-Party Sharing
Your identifiable financial data is never shared with third parties.
We may use anonymized, aggregated data to improve our products and inform the broader youth sports community. This data is never identifiable to your team or any individual.
We may share information with third-party service providers who assist us in operating our platform (e.g., hosting, analytics), but only to the extent necessary and under strict confidentiality agreements. These providers include:
- Google Analytics (GA4): for website analytics and usage patterns
- HeyCatch: for website visits and interactions
- HubSpot: for processing walkthrough requests and team inquiries
- Meta: for Facebook and Instagram advertisements and lead forms. Meta processes information through its own services and privacy practices, which may include processing outside Canada.
Facebook and Instagram lead forms
When you request a free resource through a HuddleBooks ad on Facebook or Instagram, we receive the information you submit through Meta's form. Our hockey workbook form asks for your name, email address, volunteer role, and team or association. It also lets you request an email about a HuddleBooks walkthrough.
We use these details to provide access to the requested resource, understand whether it serves team volunteers, and reply if you request a walkthrough. The workbook is available immediately through the link shown after submission. Submitting this form does not automatically subscribe you to an ongoing marketing email list. We do not ask for player information, banking details, or team financial records through the lead form.
5. Your Rights
You have the right to:
- Access your data: request a copy of the personal information we hold about you
- Export your data: download your full financial records anytime in standard formats
- Correct your data: request corrections to any inaccurate personal information
- Delete your data: request deletion of your personal information, subject to legal retention requirements
- Opt out of marketing: unsubscribe from marketing communications at any time
Your financial records belong to your team, not to us. You can export your full data at any time.
6. Cookies & Analytics
We use cookies and similar technologies to improve your experience on our website. Specifically:
- Essential cookies: required for the website and platform to function properly
- Analytics tools: Google Analytics (GA4) and HeyCatch help us understand which pages visitors use and how they interact with our website
You can control cookies through your browser settings. Disabling certain cookies may affect the functionality of our services.
7. Children's Privacy
HuddleBooks is designed for use by adults managing youth sports team finances (treasurers, board members, and parents). We do not knowingly collect personal information from children under 13. If we become aware that we have collected personal data from a child under 13, we will take steps to delete that information promptly.
8. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on this page and updating the "Last updated" date. We encourage you to review this policy periodically.
9. Contact Us
If you have questions or concerns about this Privacy Policy or our data practices, please contact us at:
HuddleBooks
Email: privacy@huddlebooks.ca