Privacy Policy

1Overview

This policy explains what CheerVue, LLC collects, why, who sees it, and what you can do about it. It covers cheervue.com, app.cheervue.com, and the CheerVue mobile app.

CheerVue is built around children's sports. We follow the Children's Online Privacy Protection Act (COPPA). We do not sell personal information.

2Two roles: your gym and CheerVue

Your gym decides what information to collect about its families and why. CheerVue stores and processes it for the gym. In privacy-law terms, the gym is usually the "controller" and CheerVue is the "processor" for gym data. CheerVue is the controller for account, billing, and support data it uses to run the service itself.

3What we collect

You give us:

• Account details: name, email, phone (optional), address, date of birth for adults.
• Athlete details: name, date of birth, emergency contacts, medical notes the gym asks for, team and level, uniform sizes.
• Family links: which adults belong to which athletes.
• Payment details: handled by Stripe. We keep the last four digits, card brand, and payment history. We never see or store full card or bank numbers.
• Signed waivers and policies.
• Chat messages, announcements, photos, and videos you post.
• Tryout and evaluation videos, if your gym uses that feature.
• Travel details for competitions, including itineraries you upload or email to us.
• Support requests and feedback.

We collect automatically:

• Device and usage data: device type, operating system, app version, IP address, pages and screens used, error and crash reports.
• Cookies: sign-in session cookies on the web. We do not use advertising cookies.
• Location (mobile app only): if you turn on location check-in, the app reads your location, including in the background, to check an athlete in when they arrive at the gym or an event. It is used only for attendance. Turn it off any time in your phone settings.
• Push notification tokens so we can send app notifications.

4Children under 13

A child under 13 never creates their own account. A parent or guardian creates the child's record and controls it. We collect only what the gym needs to run its programs. We do not use a child's information for marketing. A parent can review, change, or ask us to delete a child's information at any time by contacting the gym or support@cheervue.com.

Teens 13 to 17 can get their own login only through a parent invite. The parent can see and manage the teen's record.

5How we use information

• Run the service: rosters, schedules, attendance, billing, chat, waivers, travel.
• Send you notices: schedule changes, billing reminders, sign-in codes, gym announcements.
• Power the AI assistant when you use it (see section 6).
• Keep the service safe: find fraud, abuse, and bugs.
• Improve the product using usage data.
• Meet legal duties, such as keeping payment records.

Adults may get emails from CheerVue about new features. You can unsubscribe. Children never get marketing.

6The AI assistant and document reading

When you ask the assistant a question, we send your question and the data needed to answer it to an AI provider. That can include names, schedules, invoices, and team details from your gym. When you upload a travel document, we send it to an AI provider to read it.

Providers we use for this: Anthropic, Google (Gemini models), and OpenRouter, which passes some requests to Google. We use their paid business services. Under those terms, none of them use your data to train their models. Each keeps a request only for a short time for safety and abuse checks, then deletes it.

The assistant never sends an athlete's medical details, allergies, insurance, or payment card numbers to an AI provider. It can tell staff that a medical form is missing, but not what is in one.

7Who sees your information

Your gym. Owners, admins, coaches, and staff see the information their role allows. Coaches see their teams. Owners and admins see the whole gym. Staff see the adults on a family, not other families.

Other families. Other members of a team chat see what you post there. Nothing else about your family is shown to other families.

Service providers. Companies that help us run CheerVue, under contracts that limit what they can do with your data:

Legal. We share information when the law requires it, to protect someone's safety, or to enforce our terms.

A sale of CheerVue. If CheerVue is sold or merged, your information moves with it under this same policy.

We never sell personal information. We never share children's information for marketing.

8Security

Data is encrypted in transit and at rest. Access is limited by role. Card and bank numbers stay with Stripe. Tryout videos need a signed link to play. No system is perfect. If you think your account was misused, tell us right away.

9How long we keep information

• While your account is active: everything.
• After a family or athlete leaves a gym: your account stays open so you can join another gym with it. The gym keeps its roster and billing history for that athlete. Your account is only deleted when you ask.
• Payment records: as long as tax and payment law require, usually 7 years.
• Chat and files: until the gym or the poster removes them, or the gym closes.
• Crash and usage logs: for a limited time.

When you ask us to delete your account, we remove your personal details from active systems. Payment records and signed waivers stay for the legal period, without your login attached. Backups clear on their normal cycle.

10Your choices and rights

• See and fix: most of your information is in your account and your athlete's profile. Ask your gym or support for anything else.
• Delete: ask the CheerVue assistant in the app to delete your account, or email support@cheervue.com. Support handles it by hand. See Terms section 12.
• Texts: reply STOP to any message.
• Marketing email: click unsubscribe.
• Location: turn off in your phone settings.
• Push notifications: turn off in your phone settings or in the app.
• Parents (COPPA): review, correct, stop collection of, or delete your child's information at any time.
• State rights: if your state's privacy law gives you rights (for example California, Virginia, Texas, and others), you can use them by contacting privacy@cheervue.com. We do not sell or share personal information for targeted advertising, so there is nothing to opt out of there. We will not treat you differently for using your rights. We may ask you to confirm it is really you before we act. We answer within 45 days. If we say no, you can appeal by replying to our answer, and we will review it again.

11Where data lives

CheerVue runs in the United States. If you use it from another country, your information is stored and processed in the U.S.

12Changes to this policy

We will email account holders and show a notice in the app for important changes, and update the date at the top.

13Contact

CheerVue, LLC, 1520 Belle View Blvd, Suite #5697, Alexandria, VA 22307.

privacy@cheervue.com for privacy and deletion requests. support@cheervue.com for everything else.