WickWall Privacy Policy

Effective Date: July 29, 2026 Last Updated: July 29, 2026

Wickwall LLC (“WickWall,” “we,” “us,” or “our”) provides a platform (the “Services”) that helps coaches, team administrators, and organizations schedule games and practices, manage rosters, and communicate with their teams. This Privacy Policy explains what information we collect, how we use and share it, and the choices available to you.

By using the Services, you agree to be bound by our Terms of Use, which incorporate this Privacy Policy by reference. If you do not agree, please do not use the Services.

The short version: we collect what we need to run team schedules — account details, rosters, and the games you book. We don’t sell personal information, we don’t build advertising profiles, and we don’t use your data or your players’ data to train AI models. Kids don’t get accounts; the coach or parent who enters a player’s details is responsible for having the right to do so.

1. WickWall Services and User Roles

Our Services let Users organize and manage a Team, maintain a roster of Players, and schedule Events (games, practices, and related activities). Users can post schedules, rosters, and related information about Players and Teams (“User Content”), which may include information about minors provided by their coach or parent/guardian.

Our Users generally fall into these categories:

  • Registered User — provides a name, email address, and password (or signs in with Google or Apple) to create a WickWall account and access team-related features.
  • Team Admin — a Registered User (typically a coach, league official, or organization designee) with administrative control over a Team’s roster and schedule.
  • Guest — someone who views shared schedule information (for example, via a shared link) without creating an account or logging in.

Children under 13 do not create WickWall accounts or log in directly. As explained in Section 7, any information about a minor is entered and managed by the Team Admin or parent/guardian responsible for that minor.

2. How We Collect Information

We collect information:

  • Directly from Registered Users when they create an account, enter roster or schedule information, import a schedule file, message the assistant, or contact us;
  • Automatically, through use of the Services (see Section 4); and
  • From Team Admins, Organizations, or other Users who provide information about you or a Player in connection with team scheduling.

3. Categories of Information We Collect

a) Information You or Other Users Provide

  • Account information: name, email address, password, phone number, role (coach, admin, parent). If you sign in with Google or Apple, we receive basic profile information (such as your name and email address) from that provider instead of a password.
  • Payment information: if we offer paid features, billing details are processed through a third-party payment processor (Section 8); we do not store full payment card numbers ourselves.
  • Team and roster information: team names, schedules, game and practice locations, home field or venue addresses, and opponent information — including schedule files you import from other team apps.
  • Player Data: names, ages or birthdates, jersey numbers, positions, and similar roster details about Players — including minors — entered by a Team Admin or parent/guardian.
  • Communications: messages sent through the Services, messages you send to our AI assistant, and information provided when contacting support.

If you provide us information about another individual, including a Player, you represent that you have the authority and any legally required consent to do so, and to permit us to use that information as described in this Policy.

b) Information We Receive from Team Admins and Other Users

Team Admins and other Users may provide Player Data and related roster or scheduling information about you or a Player. We do not control how Team Admins choose to input, use, or share this information, and we encourage you to direct related questions to the relevant Team Admin.

c) Information Collected Automatically

  • Device and usage data: IP address, browser and device type, operating system, and how you interact with the Services
  • Approximate location: a general location derived from your IP address. We do not collect precise device location. When you enter a team, field, or venue address, we send that address to a mapping service to convert it into coordinates so we can show you nearby teams and distances.
  • Cookies and similar technologies: see Section 4

4. Cookies and Analytics

We and our service providers use cookies and similar technologies to keep you logged in, remember preferences, understand usage patterns, and improve the Services. You can control cookies through your browser settings, though disabling them may limit some features — including staying signed in.

We use PostHog for product analytics, to understand which features are used and where people get stuck. We do not use advertising networks or third-party ad trackers, and we do not permit our analytics provider to use your information for its own purposes.

5. How We Use Information

We use the information we collect to:

  • Create and manage accounts and provide scheduling, rostering, game matching, and communication features
  • Process subscription payments and manage billing
  • Send administrative communications (schedule changes, game requests, receipts, account notices) and, where you’ve opted in, product updates
  • Provide and improve the AI assistant described in Section 6
  • Maintain, secure, and improve the Services
  • Detect and prevent fraud, abuse, or violations of our Terms of Use
  • Comply with legal obligations

We do not sell personal information, we do not use Player Data to build advertising profiles or deliver targeted advertising to minors, and we do not use your information to train AI models.

6. Our AI Assistant

The Services include an AI assistant (“Wally”) that answers questions about your schedule and prepares actions for you to confirm. To provide it:

  • Your messages to the assistant, and the Team information needed to answer them (such as your schedule, open dates, and roster details), are sent to our AI provider, Anthropic, which processes them on our behalf under contractual confidentiality and use restrictions.
  • Neither we nor our AI provider use your conversations, User Content, or Player Data to train AI models.
  • We keep a record of assistant actions taken for your Team so Team Admins can see what was done and by whom.

You can use the Services without the assistant — it is an optional way to do things you can also do directly in the app.

7. Children’s Information

Our Services are designed for use by adults — coaches, team administrators, league officials, and parents/guardians. Users must be at least 18 years old to register for an account; children under 13 do not create accounts or log into WickWall.

If you are a Team Admin or parent/guardian and choose to enter Player Data about a minor (such as their name or age) for scheduling purposes, you represent that you are the minor’s parent/guardian, or that you have obtained verifiable parental consent to provide that information, and will provide proof of that consent if we request it. By providing that information, you consent to its use as described in this Policy and our Terms of Use.

We do not knowingly collect personal information directly from a child under 13. If a parent or guardian believes we hold Player Data about their child that was submitted without appropriate consent, or wishes to have it removed, please contact us at privacy@wickwall.com and we will investigate and, where appropriate, delete it.

8. Payment Processing

If and when we offer paid features, subscription payments will be handled by a third-party payment processor. We do not store your full payment card number; please review your payment processor’s own privacy policy for how it handles your payment information.

9. How We Share Information

We do not sell personal information. We may share information as follows:

  • Within a Team: roster and schedule information is generally visible to other Registered Users associated with the same Team (e.g. co-coaches, parents), as configured by the Team Admin
  • With other Teams you connect with: when you list an open date or send or accept a game request, the other Team sees your team name, general location and level, the proposed date and location, and the name and contact details of the coach arranging it. Player-level roster details are not shared with other Teams.
  • Service providers who perform functions on our behalf under contractual confidentiality and use restrictions, including: Supabase (database, authentication, and file storage), Render (application hosting), Resend (transactional email), PostHog (product analytics), Anthropic (AI assistant), and Google Maps Platform (converting venue addresses to map coordinates)
  • Legal and safety purposes: if required by law, subpoena, or court order, or to protect the rights, property, or safety of WickWall, our Users, or others
  • Business transfers: if WickWall is involved in a merger, acquisition, or sale of assets, subject to confidentiality protections
  • With your consent, for any other purpose you approve

10. Your Privacy Choices

  • Account information: you can review and update most account information by logging in, or by contacting us
  • Player Data: please contact the relevant Team Admin to request changes to roster or schedule information they manage on behalf of a Team
  • Marketing communications: you may opt out of non-essential emails using the unsubscribe link; we will still send essential account and transactional communications, such as game requests and schedule changes
  • Cookies and analytics: controllable through your browser settings, as described in Sections 3(c) and 4
  • Account deletion: you may request deletion of your account by contacting us at privacy@wickwall.com; we may retain limited information as needed for legal, accounting, or dispute-resolution purposes

11. State-Specific Privacy Rights

If you are a resident of California or another state with a comprehensive consumer privacy law, you may have the right to request access to, correction of, or deletion of your personal information, to request information about how we disclose it, and to opt out of certain sharing. We do not sell personal information or share it for cross-context behavioral advertising.

To exercise these rights, contact us at privacy@wickwall.com. We will verify your request using the account information we already hold, and we will not discriminate against you for exercising these rights. If we deny your request, you may appeal by replying to our response.

12. Data Retention and Security

We retain information for as long as an account is active, plus a reasonable period afterward for legal, accounting, or dispute-resolution purposes. Player Data may also be subject to the retention choices of the relevant Team Admin. We use reasonable administrative, technical, and physical safeguards to protect information — including encryption in transit, access controls, and database-level rules that keep one Team’s data from being visible to another — but no system is completely secure.

13. International Use

WickWall is intended for use in the United States. If you access the Services from outside the U.S., your information will be transferred to and processed in the U.S.

14. Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version with a new “Last Updated” date and, for material changes, provide additional notice.

15. Contact Us

Wickwall LLC

869 E Schaumburg Rd, Suite 233, Schaumburg, IL 60194
privacy@wickwall.com