Privacy Policy

1. Children's Privacy

ClutchSnap is a service for adults. Parents and legal guardians create accounts, set up player profiles, and add photos and videos of their own children. In a private team gallery, a team's coaches, managers, photographers and other families add photos of the team, under the team consent rule in this section. We do not offer accounts to children, and we never knowingly collect information from a child. Because every account belongs to an adult and nothing is knowingly collected from a child, the Children's Online Privacy Protection Act (COPPA) does not require the protections in this section of a service built this way. We apply them anyway, because the people in the photos are children.

How Our Platform Works

ClutchSnap is operated by parents on behalf of their children. Parents create accounts, set up player profiles, upload photos and videos, and control all privacy settings. Children do not have accounts on ClutchSnap: every profile is created and managed by a parent or legal guardian. Creating an account requires an adult birth-year attestation. Before sharing a child's information beyond the account, you confirm that you are the parent or legal guardian.

Personal Information We Hold About Children

The profile details below are supplied by the child's parent, with the confirmation described under Parental Consent. Photos and videos of a child may also be added by the team's adults to a private team gallery, under the team consent rule below. We collect:

Parental Consent

For a child on your own account, we ask you to confirm before their information is stored, and again before it is shared beyond your account:

• Private family use. When you create a player profile you confirm you are the child's parent or legal guardian and agree to the notice inside your account, and we email you a confirmation link. The profile stays pending until you click it, and a profile whose confirmation is never completed is deleted after 14 days.
• Sharing beyond your account. Before you can share your own child's photos, you confirm that you are the parent or legal guardian. We rely on your parent or guardian confirmation: no online check can prove that relationship, and a false confirmation is a breach of our Terms. These choices cover the children on your own account, never anyone else's.
• Other children in team photos. Team photos often include teammates. One parent's confirmation never stands in for another family's consent: teams request per-child consent from each family through the team consent flow, every uploader (an adult-checked parent or a named, owner-invited staff member) attests that the content is covered by their team's consent arrangements, uploads are attributed by name, and any parent can decline or revoke consent and have content depicting their child removed at any time. A team photo names a child only if that child's parent said yes for that team, and a parent can take their child's name off any team photo. A team gallery is visible to that team's families and staff, to the people each family invites with a family link, and to us when someone reports a photo in it. Anyone who opens a family link and adds their name can see and save every photo and video in that gallery, with no account, until the family removes them, stops the link or leaves the team, or the team turns family links off. Members of the team can also send photos and videos from it to people they choose, through a private link that works for 30 days and that the sender can stop sooner. A family that stops team photos for their child also stops every such link holding their child's photos.

Each consent record captures the parent's identity, the child's profile, what was consented to, the method, and the date and time. Automatic AI writing is disclosed during new profile setup and recorded per child. Featuring your child in ClutchSnap's own marketing (see Section 6) remains a separate choice, off by default.

How to Exercise Your Parental Rights

See Section 7: Parental Rights for complete information about how to review, delete, or refuse further collection of your child's personal information.

2. About ClutchSnap

ClutchSnap is operated by ClutchSnap LLC:

For all privacy inquiries, data requests, or to exercise your rights as a parent (Section 7), please contact us at the email address or phone number above.

3. Information We Collect

Account Information (Parents)

When you create an account, we collect your name, email address, and password (or OAuth credentials if you sign up via Google or Apple). This information is used to authenticate you and manage your account.

Child Profile Information

When you set up a player profile for your child, we collect the information described in Section 1 above, including display name, team, position, birth year, and (with your consent) photos, videos, statistics, and parent-written notes.

Payment Information

When you make a purchase, payment is handled by our third-party payment processor (Stripe). Your card number is entered on the processor's secure checkout and is never received or stored by ClutchSnap. We store only transaction references: a customer identifier, the purchase type, subscription status, and the date and amount, which we keep for billing support. Where an earlier one-time card charge served as the adult check, we also keep its reference as part of that consent record.

Consent Records

We maintain records of all parental consent decisions, including: the parent's identity, the child's profile, the type and method of consent, the date and time consent was granted, and the specific data items consented to. These records are retained for legal compliance purposes.

Family Story Recipients

When you choose to email a private weekly story, we store the loved one's label and email address, the story and the photos and videos you approved, when it was sent, and a protected form of the private link. The recipient does not need a ClutchSnap account. They can use the link to stop future family-story emails to that address.

Usage Data

We collect limited usage data such as photo reactions and profile views. Profile view records use anonymized, one-way fingerprints (never your raw address) and are deleted after 90 days.

Questions You Ask

The questions you type into Ask are saved to your account so you can find them again: the question as you wrote it, which child the answer was about, and when you asked. Answers are not stored. You can delete any question, or all of them, from the Ask screen; see Section 8 and Section 10.

Team Uploads

Coaches, team managers, and invited team photographers can upload media to a team's private gallery. Every team upload is attributed by name to the person who uploaded it, and team staff join only through invitations approved by the team owner.

4. How We Use Your Information

We use the information we collect for the following purposes:

• Provide the Service: Display player profiles, family and team galleries, private family stories, statistics, milestones, and badges.
• Team Management: Organize players by team, run per-family consent collection, and power private team galleries.
• Consent Management: Route parents through the consent flows described in Section 1 and maintain consent records as evidence of each parent's confirmation.
• Privacy Controls: Apply the visibility, follower, family-story recipient, and sharing choices you make for each child.
• Payments: Process purchases and subscriptions through our payment processor, and manage trials.
• Communications: Send transactional email, including consent confirmations and reminders, account notices, activity summaries, and a private family story when a parent asks us to email it to a loved one. We do not send third-party marketing.
• Security and Abuse Prevention: Rate limiting, automated content moderation of uploads, and moderation tools for parents.
• Automatic stories, captions, and Ask: Included when a parent confirms a new profile after reviewing its setup choices. Earlier profiles can turn this on separately. AI uses the child's display name, game record, action tags, labels, and parent-written notes, and can answer questions a parent types about their own child. It does not process photo or video content for this writing. Section 8 explains the inputs and controls.
• Marketing showcase (optional, separate per-child opt-in): Only if you explicitly opt a child in, selected photos or videos may appear on ClutchSnap's own marketing surfaces, as described in Section 6. Off by default.
• Service Improvement: Aggregate, anonymized usage data to improve platform reliability and features.

We never sell personal information to third parties. We do not serve advertisements on ClutchSnap.

5. Third-Party Service Providers

We use service providers to store family records, deliver photos and videos, send account emails, process payments, and check uploads for safety. Their agreements restrict how they may use personal information. Some agreements also permit security, fraud prevention, legal compliance, and uses of information that has been anonymized. Not every provider uses every one of those permissions.

These providers receive information for the purposes described above. Our payment processor handles parent payment information under its own privacy policy. Section 8 explains AI processing. Our Data Retention Policy explains retention and deletion.

6. Photos of Minors

We treat a photograph that depicts a child's image as personal information, as COPPA defines it. ClutchSnap takes the following measures to protect children's photos:

• New player profiles default to private: photos are visible only in the parent's own account.
• Sharing your own photos beyond your account happens only when you choose it and confirm that you are the child's parent or legal guardian: to a private team gallery (visible only to that team's families and staff and the people each family invites), to followers you individually approve, in a private family story you approve and email to a loved one, as a private link to one photo or video, or to an album of them, that you send to someone, or, if you explicitly enable it, an "anyone with the link" profile that people you send the link to can view without signing in. You can turn any of these choices off at any time. A team photo that another adult on the team adds is governed by the team consent rule in Section 1 instead, including who can send it by link, and you can have it removed at any time.
• There is no public photo gallery and no way to browse children's photos. A child's photos are visible to a visitor who is not signed in only in six cases: the parent has explicitly set the profile to "anyone with the link" and shared the link; on a followers-only profile, someone opens a live follow invitation the parent sent; a loved one opens a private family-story link the parent approved and emailed; someone opens a link to one photo or video, or to an album of them, that the parent sent them; someone opens such a link that a member of the child's team sent them, holding photos and videos from that team's gallery; or someone opens a family link that a family on the child's team sent. A family story shows only the approved story and selected photos and videos; a photo link shows that one item, and an album link the items in it. These links use a random address and need no app or account. A family link works until the family stops it, and every other link expires after 30 days. Whoever sent one can stop it at any time, a family that stops team photos for their child also stops every team link holding their child's photos, and any of them may stop working sooner if what it shows is removed, changed, or held by a safety check. In some older game stories, an unavailable moment may instead be withheld while the rest of the story remains available.
• When anyone sends one of these links in a message, the messaging app builds its own preview of it. That preview shows the child's profile photo and name, or, for a photo or album link, a photograph from it, and for a family link, a photo from the team's newest game, so it is visible to everyone in the conversation without opening the link, and the messaging company fetches and keeps a copy under its own privacy policy, which we do not control. We serve that preview only while the link itself still works: it stops the moment the parent makes the profile private, revokes the invitation, or stops the link, though a preview already delivered into a sent message stays with that message. A parent who does not want the child shown this way can send the link without a preview, using whatever their messaging app provides for that.
• Profile links use random addresses by default, so a profile cannot be found by guessing a child's name.
• Every photo is checked for sexual or violent content before anyone outside your account can see it. Every video is checked the same way, picture and sound, before it is shared with anyone. If the check can't finish, the video isn't shared. Anyone signed in can report a photo or video. The post disappears for you right away. A post reported as unsafe for a child is hidden at once. A phone that already has the photo or video can still show it for up to a day. The parent who uploaded it keeps their own copy, the same as they can see it signed in. It stays hidden unless the report turns out to be a mistake.
• Parents can delete individual photos or the entire profile (including all associated photos) at any time, and any parent can ask us to remove team-gallery content depicting their child.
• Our servers do not analyze what your child's photos show beyond the safety moderation described above, and we collect no biometric data. A team's photographer may use our app to suggest who is in each photo on their own device, and that face information stays there (see Section 8).
• Promotional showcase (separate per-child opt-in, off by default): A parent may explicitly opt a child into ClutchSnap's promotional showcase, which allows selected photos or videos of that child to appear on ClutchSnap's own public marketing surfaces (for example the landing page or ClutchSnap's social accounts). This never happens without that specific opt-in. We email you the first time a photo or video is actually used on a surface, and you can turn the showcase off at any time in Account → Consents, which stops any future marketing use.

7. Parental Rights

As a parent or legal guardian, you have the following rights regarding your child's personal information on ClutchSnap:

Right to Review

You can review all personal information we have collected from your child at any time. In the app, visit your child's player profile and the My Child's Data page to see all stored data including photos, statistics, milestones, and consent records. You can also request a complete data export from the app (export files remain available for 45 days), or by emailing support@clutchsnap.com.

Right to Delete

You can delete your child's personal information at any time. Deleting a player profile removes all associated data from our database and media storage, including: profile information, all photos and videos, statistics, milestones, badges, and messages. Consent records are kept for legal compliance. If you delete your entire account, your children's profiles are hidden immediately and permanent deletion begins once the 48-hour recovery window closes and cannot be reversed (see Section 10).

Right to Refuse Further Collection

You can revoke your consent at any time, which immediately stops further collection of your child's personal information and removes the profile from view. Because a child's profile cannot operate without consent, revoking consent also starts the permanent deletion of the profile's data once 48 hours have passed, and it continues until everything is gone. If you only want to stop sharing without deleting anything, use the privacy controls instead: set the profile to private or disable team sharing.

Right to Prevent Sharing

You control all sharing of your child's information. You can keep or return the profile to private, remove approved followers or family-story recipients, and decline or revoke team-gallery sharing at any time. Removing a family-story recipient closes that person's live links. You can have a team-gallery photo of your child removed at any time. Providers that receive information are described in Section 5. We never sell personal information and we do not serve advertisements.

How to Exercise Your Rights

You can exercise any of these rights through:

• In the app: Account Settings and the My Child's Data page provide controls for profile management, privacy settings, consent revocation, data export, and profile deletion.
• By email: Contact support@clutchsnap.com. We will verify your identity as the parent/guardian before processing requests. We respond to all requests within 30 days.

Complaints

If you have concerns about how we handle your child's personal information, please contact us at support@clutchsnap.com. We take all complaints seriously and will respond within 30 days.

8. AI Features

The one automated system that examines the content of your child's photos and videos is safety moderation: every upload is checked for unsafe content before it becomes visible to anyone outside your account, and the check builds no profile of your child. Beyond that, our servers do not analyze what a photo or video shows, and we collect no biometric data. A parent can also use optional writing help, such as polishing a profile bio, which acts only on text the parent provides.

Names on team and club photos. A team photo can show who is in it, so you and the club can find a child's photos.

• Your child's name and shirt number appear as their team's roster shows them.
• This happens only after you say yes for that team. Until then your child isn't named on any photo.
• The team's photographer, coaches and managers can add a name. You can say a team photo shows your child, and you can take your child's name off any team photo. A name you take off stays off.
• The names are seen by the people on the team, by the relatives a family on the team brings to see its photos, and, if the team belongs to a club, by the club's staff and photographers.
• Our photographers' app can recognize the same face across the photos on the photographer's own device, to suggest who is in each one. That face information stays on their device and never reaches us. What reaches us is the name chosen from the roster.
• After you name your child on a photo, the photographer's app may suggest other photos that could show them. Only you see these, and nothing is named until you say yes.
• Saying no for your child, stopping team photos, or withdrawing consent takes your child's name off every photo at once.

Safety checks process photos, selected video images and speech transcripts. Our safety provider doesn't routinely retain those inputs or its results. We keep our own safety records under our Data Retention Policy. The published rules for this check do not use those inputs to train models.

Automatic AI stories and captions. For a new profile, these are included in the choices you review during setup and start after you confirm the email. Earlier profiles can turn them on separately. AI drafts short season recaps shown on the Journey timeline, weekly stories a parent can review and email privately to a loved one, and short captions shown with a photo or video on the child's profile. For either kind of profile:

• Facts only, never the photos: The writing is drafted from your child's own game record, your notes, and the labels you add, such as Goal, Warm-up, First goal, or Music recital. It also uses the display name you chose, exactly as you wrote it. We do not split it into a first and last name, shorten it, or guess which part to use. It is never given the image or video content, your child's face, or mood check-ins. A weekly family story may use the labels and notes on moments from that week in your private gallery, but only after you review the story and choose who receives it.
• A team recap names only children with this setting on: A team recap may name a child only if that child's own parent has this setting on; every other child is referred to as “a teammate”. Recaps are visible to that team's own families and staff, and a team manager can edit or remove any recap. Because the notes parents write can mention other people, an automatic check replaces names other than the child's (or, in a team recap, names not on the covered roster) with neutral wording before anything is shown; it may not catch every name. A caption uses your note on that specific photo or video only where your consent was recorded under the current notice; earlier grants keep captions facts-only.
• You control what appears: Your child's own season recap is shown to no one until you review and approve it. A weekly family story is emailed only after you review its words, photos and videos and choose the recipient. A team recap can be generated only once every family in it has this setting on; it then publishes automatically and is manager-moderated. A caption is checked automatically against your child's own game facts before it appears, and shows only on media you have chosen to publish.
• Revocable: Turn it off for a child at any time. New drafting stops immediately, private family stories stop opening, published recaps can be taken down, every caption for that child is removed, and stored drafts and their inputs are deleted.
• AI writing: use and retention. Our writing provider normally deletes submitted and generated text within 30 days. Content flagged for policy violations may remain for up to two years. Related safety classifications may remain for up to seven years. Legal obligations or investigations of misuse may require longer retention.
• AI writing: training. Our writing provider's standard commercial terms prohibit training without our agreement.

Ask (the same per-child AI setting). Where the Ask feature is on, a parent can type a question about their own child’s season and AI plans which of the child’s own records answer it. This runs only for a child whose parent’s consent was recorded under a notice that names this use; a question that names a child without that consent is not processed at all. What our AI provider processes is the question as you typed it, the child’s display name, and facts-only fields from that child’s own game record. Your free-written text (notes and captions) and team, opponent, and venue names are not included, with one exception: when you ask about a child as a whole, and only where your consent was recorded under the newest notice, the summary paragraph may be AI-written from the notes and profile description you yourself wrote about that child. Anything the AI writes is checked against the child’s own record before it is shown, dropped rather than corrected if it does not match, and never stored. Turning the AI setting off stops Ask for that child immediately.

Ask saves the questions you type, and you can delete them. So you can find a question again, we save the question as you typed it, which child the answer was about, and when you asked. The answer itself is not stored, and saved questions are visible only to the adult who typed them. You can delete any single question, or all of them at once, from the Ask screen; deleting removes it from our servers. We keep at most the 50 most recent questions per account and delete them after 90 days, and deleting a profile or your account deletes the questions saved with it.

Any new use of your child's photos or videos would need your separate consent first (see Section 13).

9. Data Security

We implement industry-standard security measures to protect the personal information we collect:

• Encryption in transit: Connections to our website are encrypted in transit.
• Encryption at rest: Your data is encrypted at rest in our database and photo and video storage.
• Email delivery: We try to encrypt delivery to your email provider. If encryption isn't available, emails may be sent unencrypted. We allow this fallback so account emails can reach you.
• Device and inbox copies: Offline data and downloads on your device rely on its protections. Emails in your inbox rely on your email provider's protections.
• Access controls: You can only open data you're allowed to see. Parents see their own family's data, a team gallery is open to that team's families and staff and the people each family invites, and a private family story, a photo link or an album link opens only through its random, expiring address.
• Authentication: User authentication uses secure session management, including automatic session expiry after inactivity.
• Payment security: Card payments are handled entirely by our PCI-DSS-compliant payment processor; ClutchSnap never stores card numbers.
• Abuse protection: Our systems are protected against attack and overload, and repeated attempts to sign in, upload, or open a link are limited.
• Photo and video checks: Every photo is checked for sexual or violent content before anyone outside your account can see it. Every video is checked the same way, picture and sound, before it is shared with anyone. If the check can't finish, the video isn't shared. Anyone signed in can report a photo or video. The post disappears for you right away. A post reported as unsafe for a child is hidden at once. A phone that already has the photo or video can still show it for up to a day. The parent who uploaded it keeps their own copy, the same as they can see it signed in. It stays hidden unless the report turns out to be a mistake.

For a plain-language summary of our security program, see the Security page.

10. Data Retention & Deletion

We retain personal information only for as long as necessary to provide the service or as required by law. Our retention schedule is:

Account deletion: You can delete your account and all associated data from Account Settings. When you do, your children's profiles are hidden immediately. Your account and all data, across both our database and media storage, are then permanently deleted: deletion begins once the 48-hour recovery window closes and continues until everything is gone. During the window you can cancel by signing back in and choosing Reactivate. If we close an account because it broke our Terms, there is no 48-hour window, and we keep a hashed record of that address for 2 years so a new account cannot be opened with it. We do not keep the address itself. Support requests you sent are deleted from our database at the same time. Separately, email copies of that correspondence in our support mailbox are retained for up to 12 months and then permanently deleted; where the threads tied to a deleted account can be identified, we remove them sooner. For the complete schedule, see our Data Retention Policy.

11. Cookies, Browser Storage & Persistent Identifiers

ClutchSnap uses only essential browser storage: your sign-in session is kept in your browser's local storage (not a tracking cookie); one functional cookie is used solely to enforce our registration age screen; and your device keeps copies of photos you have already viewed so galleries open quickly. Before your device shows a photo from a private gallery again, it checks with us that you can still see it. We do not use:

• Tracking cookies
• Third-party analytics that track individual users
• Advertising cookies or pixels
• Cross-site tracking technologies

Do Not Track: Because ClutchSnap does not track users across websites or over time for advertising, there is no cross-site tracking to opt out of, and the service does not change its behavior in response to browser "Do Not Track" or Global Privacy Control signals.

Persistent identifiers: For view counting, rate limiting, and security we use anonymous codes that change every day, so they can't be traced back to your address or linked from one day to the next. COPPA treats persistent identifiers used solely for "support for the internal operations" of a website (such as maintaining security, ensuring site integrity, and fraud prevention) as not requiring parental consent, and we use ours for nothing else.

We do not collect or merge any data for behavioral advertising purposes. No personal information is shared with advertisers.

12. Your Rights

All users have the right to:

• Access your personal data (view in app or request an export)
• Correct inaccurate personal data (edit in Account Settings)
• Delete your personal data (Account Settings or email request)
• Export your data in a portable format
• Manage consent preferences from Account Settings

For parents: see Section 7 for additional rights regarding your child's information.

For all data requests, contact support@clutchsnap.com.

13. Changes to This Policy

We may update this privacy policy as our practices evolve or as required by law. We will notify you of significant changes via email or in-app notification.

For children's privacy: If we make material changes to how we collect, use, or share children's personal information, we will provide notice to parents and obtain renewed parental consent before implementing those changes.