Beta Terms & Privacy Policy

Part 1 · Beta Terms

Who’s providing the service

UmpSync is operated by UmpSync LLC (“we,” “us”). Contact: umpsync@freudb.com.

Beta status — no warranties

The service is provided free of charge during the beta period and is offered “AS IS” and “AS AVAILABLE,” with all faults. We make no warranties, express or implied, including warranties of merchantability, fitness for a particular purpose, uptime, accuracy, or non-infringement. Features may change, break, or be removed without notice, and data may occasionally be lost. Do not rely on the service for anything safety-critical. We rely on third-party service providers to operate the service and are not responsible for outages, acts, or omissions by those providers outside our reasonable control.

What UmpSync does and does not do

UmpSync is software for scheduling. It is not a league, an employer, an assignor, an insurance provider, or a tax advisor. We do not employ officials, hire or fire them, determine whether they are qualified or eligible to work a game, or guarantee that any official will accept, appear for, or complete an assignment. We do not guarantee that a game will be covered. Decisions about who works which games, who is eligible, how much they are paid, and whether they are properly classified for tax, employment, or insurance purposes are made by your league, and your league is responsible for those decisions.

Your account and your league

You are responsible for the accuracy of information you enter, for keeping your password secure, and for activity that occurs under your account.

If you are a league administrator, assignor, board member, or other admin user, you represent that:

• you have authority to use UmpSync on behalf of your league;
• you have the rights and consents needed to enter the personal information you upload, including parental consent for any officials who are minors;
• the league information you enter — pay rates, ranks, certifications, eligibility, assignments — is accurate to the best of your knowledge; and
• you will not use UmpSync to make unlawful employment, eligibility, or disciplinary decisions.

Admins are responsible for managing who has access to their league’s data and for removing access when users leave the league or no longer need it.

Acceptable use

You may not use the service to:

• harass, defame, or harm other users;
• bypass access controls or access data belonging to leagues you are not a member of;
• impersonate another user or misrepresent your affiliation with a league;
• use information from UmpSync — rosters, contact information, schedules — for purposes unrelated to league operations, including marketing, recruiting, or other commercial use, unless you have the rights and consents to do so;
• resell, sublicense, or white-label the service without our written permission;
• reverse engineer or attempt to discover source code except as permitted by law;
• upload malware or harmful code;
• violate any applicable law or regulation; or
• interfere with the operation of the service (scraping at scale, denial-of-service, etc.).

We may suspend or terminate accounts that violate these rules.

Data ownership and export

Your league owns its roster and scheduling data. You grant us a limited license to process that data solely to operate and improve the service. On reasonable request we will export your league’s data in a machine-readable format and delete it from our active systems; backup copies cycle out within thirty (30) days.

Limitation of liability

To the maximum extent permitted by law, our aggregate liability for any claim arising from your use of the service during the beta is limited to one hundred US dollars ($100). We are not liable for indirect, incidental, special, consequential, or punitive damages — including lost profits, lost data, or business interruption — even if we have been advised of the possibility of such damages. Some jurisdictions do not allow these limitations; in those jurisdictions, our liability is limited to the smallest amount permitted.

Indemnification

To the maximum extent permitted by law, you and your league agree to defend, indemnify, and hold us harmless from third-party claims, damages, losses, and expenses (including reasonable attorneys’ fees) arising from: your use or misuse of the service; your violation of these terms or applicable law; data or instructions you enter into the service; scheduling, eligibility, pay, employment, or disciplinary decisions made by your league; and disputes between your league and officials, parents, coaches, or other third parties.

Termination

You may stop using the service at any time. We may suspend or terminate accounts that violate these terms, that go inactive for extended periods, or when the beta period ends. Upon termination we will retain your data only as long as necessary for legitimate operational purposes or legal obligations, after which it will be deleted.

Governing law and disputes

These terms are governed by the laws of the Commonwealth of Virginia, without regard to its conflict-of-law principles. Any dispute arising from these terms or your use of the service will be resolved exclusively in the state and federal courts located in Fairfax County, Virginia. You and we each waive any right to participate in a class action or class-wide arbitration.

Changes to these terms

We may update these Beta Terms. Material changes will be announced to league administrators by email, and users will be prompted to re-accept on their next sign-in. Continued use after the effective date of revised terms constitutes acceptance.

Part 2 · Privacy Policy

Short version:we collect the information you give us and the information your league’s administrator enters about you, we use it to run the scheduling product, we do not sell it, and we share it only with the service providers listed below.

Who is responsible for your data

When you use UmpSync through a league that has signed up, the leagueis the primary controller of your information and decides what is collected and who can see it. UmpSync acts as a processor on the league’s behalf. For free beta leagues, UmpSync may act as both controller and processor; contact us if you need details.

What we collect

• Account information you provide: name, email address, password (stored hashed), phone number (optional), mailing address (optional).
• Profile information your league administrator enters or you provide: rank, certifications, availability, preferences, and — for youth officials — graduation year.
• Scheduling data: games you are assigned to, games you accept or decline, drop requests, waitlist entries, and related timestamps.
• Communications: emails we send you, including assignment notifications and reminders. If SMS notifications are enabled in the future, we will also process phone numbers and SMS message content for that purpose.
• Usage data: log-in timestamps, IP address, browser and device information, and pages viewed. We use this to keep the service secure and diagnose problems.
• Payment data (if your league enables paid features): handled by our payment processor; we store only non-sensitive metadata such as the last four digits of a card.

Information about minors

Some officials are under 18. We collect only the information necessary to schedule them (name, contact info, grade level, availability). We do not knowingly collect information from anyone under 13 without verified parental consent. If you believe a child under 13 has given us information without consent, contact us and we will delete it.

How we use your information

• To provide the scheduling service: show you games, send assignments, process your responses.
• To communicate with you about assignments, schedule changes, and service updates.
• To keep the service secure and debug problems.
• To comply with legal obligations.

We do not sell your personal information. We do not use your personal information for advertising.

Who we share it with

We share your information with the service providers we rely on to run UmpSync:

• Vercel — hosts the application.
• Neon — hosts our database.
• Resend — sends transactional email when email notifications are enabled (assignments, reminders, password resets).
• Sentry (once enabled) — collects error reports and session diagnostics, with personal information removed before transmission where practical.

These providers process information under their service terms and data-processing commitments. If we add SMS or another provider that touches personal information, we will update this policy before enabling that provider for users. We share your information with your league administrator (and any delegates they authorize) because running the league requires it. We may disclose information if required by law or to protect the rights or safety of users.

How long we keep it

We keep account and scheduling data while your league is active. If you leave the league, your record is archived; your league administrator can request deletion. Operational logs are kept for up to 90 days. Backups are retained for up to 30 days.

Your choices and rights

• Access and correction: you can view and edit most of your profile in the app, or ask us and we will help.
• Deletion: contact your league administrator, or contact us directly.
• Email and SMS opt-out: notifications tied to your assignments are part of the service and can be managed in your notification settings. Marketing messages (if any) always include an unsubscribe link.
• If you are in California, the EU, the UK, or another region with applicable privacy laws, you have additional rights (access, portability, deletion, objection). Contact us to exercise them.

Security

We use TLS in transit, hashed passwords, scoped database access, and access controls on administrative tools. No system is perfectly secure; if we learn of a breach affecting your data, we will notify your league administrator and, where required by law, you directly.

Changes to this policy

We will update this page when our practices change. If the changes are material, we will notify administrators by email. The “Effective” date above reflects the most recent revision.

Contact

Questions or requests: umpsync@freudb.com.