Privacy Policy

Overview

Zedform, Inc. (“Zedform,” “we,” “us”) provides software that organizations — sports leagues, camps, studios, and enrichment programs (each an “Organization”) — use to publish programs, collect registrations, manage rosters, track attendance, and accept payments. This Privacy Policy describes how we handle personal information across our public website (zedform.io), our application (app.zedform.io), and related services (together, the “Services”).

If you are registering for a program, the Organization running that program decides what information to collect from you and why. Please also review that Organization’s own privacy notice, which may give you additional rights and information.

Our role: controller and processor

Our responsibilities depend on whose data is involved:

• As a “controller” / “business.” For information about Organization account holders and administrators — the people who sign up for and manage a Zedform account — and for visitors to our marketing site, we decide how and why the information is used. This policy governs that use.
• As a “processor” / “service provider.” For information that an Organization collects from its participants and families and stores in Zedform (registrations, rosters, medical and emergency details, attendance records, payment records), we act on that Organization’s behalf and under its instructions. We process that information to provide the Services and as the Organization’s agreement with us permits. For questions about that data, contact the Organization directly.

Information we collect

Information you provide

• Account & profile. Name, email address, password credentials (managed by our authentication provider), Organization name and role, and contact details.
• Registration details. Participant names, dates of birth and ages, guardian/parent contacts, emergency contacts, program selections, and answers to an Organization’s custom registration questions.
• Medical & emergency information. Where an Organization uses our medical-information features, we store the health, allergy, medication, and emergency details that families provide. We treat this as sensitive information and restrict access accordingly.
• Payment information. Records of fees, donations, and refunds. Card and bank details are entered directly into our payments provider and are not stored on Zedform’s servers (see Payments).
• Communications. Messages you send us (support requests, the contact form, emails) and your notification preferences.

Information collected automatically

• Usage & device data. Pages viewed, actions taken, approximate location derived from IP address, browser and device type, and timestamps.
• Diagnostics. Error and crash reports used to detect and fix problems. We aim to keep these limited to technical context rather than the contents of records.
• Cookies & similar technologies. See Cookies & tracking.

Information from others

We may receive information from our service providers — for example, a payment status from our payments provider, or an email delivery/bounce notification from our email provider — so we can keep your records accurate and the Services working.

How we use information

We use personal information to:

• Provide, operate, and maintain the Services — including publishing programs, processing registrations, managing rosters and attendance, and handling payments and refunds;
• Authenticate users and secure accounts;
• Send transactional messages such as registration confirmations, receipts, schedule changes, and account notices;
• If you hold a Zedform account, send product updates, newsletters, and other communications about Zedform — you can opt out of these at any time, while still receiving essential transactional and account messages;
• Provide customer support and respond to your requests;
• Monitor, debug, and improve the Services, and develop new features;
• Detect, prevent, and address fraud, abuse, security incidents, and violations of our terms; and
• Comply with legal obligations and enforce our agreements.

We do not use participant or family information that Organizations store in Zedform for our own advertising, and we do not sell it.

We may create and use aggregated or de-identified information (which cannot reasonably be used to identify you) for purposes such as analytics, reporting, and improving the Services. We do not attempt to re-identify it.

We do not make decisions that produce legal or similarly significant effects about you based solely on automated processing without human involvement.

Legal bases for processing (EU/UK)

If you are in the European Economic Area or the United Kingdom, we process personal information where we have a legal basis to do so: to perform a contract with you (or take steps at your request); for our legitimate interests in operating, securing, and improving the Services where those interests are not overridden by your rights; to comply with a legal obligation; or based on your consent, which you may withdraw at any time. Where we act as a processor for an Organization, that Organization is responsible for the legal basis of its collection.

Payments

Payments on Zedform are processed by Stripe. Organization fees and donations are charged as direct charges on the Organization’s own connected Stripe account, meaning the Organization is the merchant of record. When you enter card or bank details, they go directly to Stripe; Zedform does not receive or store full payment card numbers. We retain payment records (amounts, status, dates, and a provider reference) to show order history, reconcile payments, and process refunds. Stripe’s handling of your payment data is governed by Stripe’s own privacy policy.

Children’s privacy

Many programs on Zedform serve minors. Zedform is a tool for Organizations and is not directed to children, and we do not knowingly let children create their own Zedform accounts. Information about a child participant is provided by a parent, guardian, or the Organization, and is processed on the Organization’s behalf. Organizations are responsible for obtaining any consents required by law (including, in the United States, the Children’s Online Privacy Protection Act, where applicable, and any school- or district-specific rules) before submitting a child’s information.

If you believe a child has provided us personal information directly without appropriate consent, contact us at privacy@zedform.io and we will work with the relevant Organization to address it.

How we share information

We share personal information only as described here:

• With the Organization. Information you submit to register for a program is shared with — and visible to — the administrators of that Organization.
• With service providers (subprocessors). Vendors that perform functions on our behalf, such as hosting, payments, email delivery, authentication, and error monitoring (see Service providers), under contracts that limit their use of the information.
• For legal reasons. When we believe disclosure is reasonably necessary to comply with law or legal process, protect rights and safety, or investigate fraud or security issues.
• In a business transfer. In connection with a merger, acquisition, financing, or sale of assets, subject to this policy.
• With your direction or consent. When you ask us to share information or otherwise agree to it.

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

Service providers we rely on

We use a small set of vendors to run the Services. Each processes personal information only as needed to perform its function:

Cloud hosting & infrastructure

Hosts the application, database, and supporting infrastructure.

Stripe — payments

Processes card and bank payments, donations, and refunds.

Clerk — authentication

Manages sign-in, accounts, and Organization membership/roles.

Resend — email delivery

Sends transactional and notification emails on our behalf.

Sentry — error monitoring

Captures technical error and diagnostic reports to help us fix problems.

The specific providers may change as the Services evolve. For a current list of subprocessors, contact us at privacy@zedform.io.

Data retention

We keep personal information for as long as needed to provide the Services and for the purposes described in this policy — for example, while an account is active and as long as an Organization needs registration, roster, and payment records. We also retain information as required to comply with legal, tax, accounting, and dispute-resolution obligations. When data is no longer needed, we delete or de-identify it. Where we act as a processor, the Organization controls retention of the records it stores, and we delete or return that data in line with our agreement when the relationship ends.

Security

We use technical and organizational measures designed to protect personal information, including encryption of data in transit, access controls and role-based permissions, and restricted handling of sensitive information such as medical details. No method of transmission or storage is completely secure, so we cannot guarantee absolute security. If we become aware of a breach affecting your information, we will notify you and the relevant Organization as required by law.

Your privacy rights

Depending on where you live, you may have the right to access, correct, delete, or receive a copy of your personal information; to object to or restrict certain processing; and to withdraw consent. To exercise a right with respect to your Zedform account, email privacy@zedform.io. We will verify your request and respond within the timeframe required by applicable law. You will not be discriminated against for exercising your rights.

Marketing communications. You can opt out of promotional emails at any time using the unsubscribe link in those messages or by adjusting your notification settings. We will still send essential transactional and account-related messages.

Appeals. If we decline your request, you may appeal that decision by replying to our response or emailing privacy@zedform.io with “Appeal” in the subject line. If you are in the EU or UK, you also have the right to lodge a complaint with your local data protection authority; residents of some U.S. states may contact their state attorney general.

If your request concerns information an Organization collected from you (such as your child’s registration or medical details), please contact that Organization. Because we act as their processor for that data, we will refer your request to them or assist them in responding.

U.S. state privacy disclosures

Residents of California and other states with comprehensive privacy laws have specific rights, including the right to know the categories of personal information we collect and the purposes for which we use it, the right to access and delete personal information, the right to correct inaccuracies, and the right to opt out of the “sale” or “sharing” of personal information and of certain targeted advertising. We do not sell or share personal information for cross-context behavioral advertising, and we do not use sensitive personal information for purposes that require an opt-out. The categories we collect, our purposes, and the parties we disclose to are described in Information we collect, How we use information, and How we share information. To exercise a right, contact privacy@zedform.io; you may use an authorized agent where the law allows.

International data transfers

We are based in the United States and process information there and in other countries where we or our service providers operate. If you access the Services from outside the United States, you understand your information may be transferred to and processed in the United States. Where required, we rely on appropriate safeguards (such as the European Commission’s Standard Contractual Clauses) for cross-border transfers of personal information.

Cookies & tracking technologies

The application uses cookies and similar technologies that are necessary to sign you in, keep you signed in, and operate core features. We use limited analytics and diagnostics to understand usage and fix errors. We do not use advertising cookies or third-party trackers for cross-site advertising. You can control cookies through your browser settings; blocking strictly necessary cookies may prevent parts of the Services from working.

Opt-out preference signals. Because we do not sell personal information or share it for cross-context behavioral advertising, there is nothing to opt out of in that respect. Where required by law, we honor recognized browser-based signals such as Global Privacy Control (GPC). The Services otherwise respond to standard “Do Not Track” signals only as described above.

Third-party links

The Services may contain links to websites, products, or services that we do not operate or control — for example, an Organization’s own site or our payments provider’s checkout. This policy does not apply to those third parties, and we are not responsible for their privacy practices. We encourage you to review the privacy notice of any third-party service you visit.

Changes to this policy

We may update this policy from time to time. When we make material changes, we will update the “Last updated” date above and, where appropriate, provide additional notice (such as by email or an in-app notice). Your continued use of the Services after an update means you accept the revised policy.

Contact us

Questions about this policy or your personal information? Reach out and we’ll help.