Privacy Policy

1. Who we are

Athelos is a product of Dogwood Ventures LLC, based in Horace, North Dakota.

For a question about your privacy, your family’s data, or a request to see, correct, export or delete it, write to privacy@athelos.net. For anything else — how a feature works, an order, a problem with the app — write to support@athelos.net. We provide support online, and we respond to privacy requests within 30 days.

2. What we collect

Information you give us

• Account details — name, email address, and the password you set — or, if you choose to continue with Google or Apple, the name, email address and account identifier that service sends us instead of a password. Apple may give us a private relay address in place of your email. Google may also send a link to your profile picture; we don’t use or show it. We never see your password in readable form.
• Athlete details — the athlete’s name, date of birth, level, team, and gym affiliation.
• The record you build — skills, goals, competition results, milestones, notes, photos and videos you add.
• Payment details — when you buy a yearbook, your card details go directly to our payment processor and are never stored on Athelos servers.
• Shipping address and phone number — only when you order a printed book, and only so it can be delivered.

Information we collect automatically

When you use Athelos, our hosting, authentication and error-monitoring providers record technical information needed to run the service securely:

• Server logs — your IP address, browser and device type, the pages you request, and the date and time. These keep the service running, diagnose faults, and detect abuse.
• Sign-in records — the IP address, device type and timestamp of each sign-in, so you can stay signed in and so we can detect unauthorised access to your account.
• Error reports — when something in Athelos breaks, a technical report of the fault is sent to our error-monitoring provider so we can find and fix it. Section 4 explains exactly what that tool does and does not receive.
• Consent records — when you give, change or renew a consent, such as agreeing to another guardian having access to your athlete’s record, we record your IP address, your browser’s user-agent string and the time alongside the consent itself. We keep this because the law that protects children requires a parent’s consent to be verifiable — a record we can stand behind if anyone later asks whether a consent was really given, and by whom. The IP address and user-agent string are removed after 90 days, and the time stays with the consent. None of it is ever used to build a profile of you or for advertising.
• Access records for photos and videos — when a photo or video is opened, we record which account opened it and when, so we can tell you if your content is accessed and investigate if something looks wrong.
• When you open a competition’s Competition Day page after your gym has posted its times, we note that your account opened it and when. Your gym sees only how many of its athletes have a parent who has opened it, never who, and sees no number for a team of fewer than 5 athletes. If your gym sends the times again, they go only to families who have not opened them. We also keep a record of which Competition Day reminders and alerts we sent to your account, so none is sent twice. We delete both 14 days after the competition ends.
• Cookies that keep you signed in — strictly necessary only.

On your phone. When you open Competition Day, Athelos keeps a copy of your team’s posted schedule and the page that shows it on that phone, so it opens without signal. It is kept for the account signed in there, never shown to anyone else who signs in on that phone, and removed when you sign out.

Cookies, specifically

We do not use advertising cookies, tracking cookies, analytics cookies, or session-replay tools.

We do not collect

Biometric identifiers, precise geolocation, government-issued ID numbers, or audio recordings. We do not make audio or video recordings of you — if you upload a video, that video is yours and may contain sound, and we simply store what you gave us.

3. Children’s privacy — this section matters most

Athelos is built for competitive cheer, and many athletes are children. We take that seriously.

Athelos is intended for adults.It is designed for guardians following their athlete’s progress, and for gyms working with the families they serve. It is not directed at children.

Athletes under 13do not get their own Athelos login. A parent or legal guardian creates and controls the athlete’s record.

Athletes 13 and oldermay have their own login, with a guardian’s involvement.

Parents and guardians have the right to

• Review all personal information we hold about their child
• Request a copy of it in a portable format
• Correct anything inaccurate
• Delete their child’s information
• Refuse further collection — you can stop us collecting anything more at any time, and close the account

To exercise any of these, email privacy@athelos.net. We will respond within 30 days.

We do not condition your child’s participation on disclosing more information than is reasonably necessary.

Why we collect children’s information, and why we keep it

Required by 16 CFR § 312.10. We collect a child athlete’s information for exactly three purposes:

1. To build and display the athlete’s record — the skills, results, milestones and photos that are the product itself.
2. To fulfill what you order — a printed or digital yearbook needs the athlete’s name, record and, for print, a shipping address.
3. To keep the record portable — so it moves with the athlete between gyms and seasons rather than being lost.

Our business need for retaining it is that the record is the service. A keepsake deleted after a season is not a keepsake. We retain it while the account is open and delete it on the timeframes in section 7.

4. Who we share information with — and who we don’t

We never sell your personal information. We never share it with advertisers or data brokers.

We use a small number of service providers to run Athelos. They may only use your information to provide their service to us, and never for their own purposes.

If a family sends an athlete’s share link to someone, we store that person’s name and email address to send the link and a weekly update when something new is shared. Every email has a link to stop them; the family can remove anyone who hasn’t asked to stop, and revoking the link removes everyone.

Error monitoring, specifically

We use Sentryto tell us when something in Athelos breaks. It is active on the live service. Because this product holds children’s names and photographs, we have configured it more narrowly than the defaults:

• It does not attach personal information to reports. The setting that would send user identifiers and IP addresses by default is explicitly turned off, and we have pinned it so a future software update cannot quietly re-enable it.
• We removed session recording entirely. Many teams use a tool that replays a user’s screen after an error. A replay of Athelos is a recording of a child, so we removed that capability rather than merely switching it off.
• We strip image descriptions and labels out of the trail of actions attached to an error report, because an image description on this site can contain an athlete’s name.
• Error reports are short-lived, and they contain the technical fault — the kind of page, the software error and where in our code it happened — never the contents of your athlete’s record. Names, email addresses and account or athlete identifiers are removed before a report leaves Athelos.

Artificial intelligence

We use Anthropic to generate written coaching insights for gyms and short notes of encouragement for athletes, and to read a competition scoresheet when a coach asks. It is active on the live service. Because these features are about children, we want to be exact about what leaves Athelos.

Coach-facing insights

When a coach at a gym on our Pro plan asks for insights or a suggested next skill, we send:

• The athlete’s first name and the first letter of their surname — never the full surname. A coach already sees the child’s name beside these same records on every other screen; letters and codes made the result unusable without making anything private.
• Their level, positions, skills and progress — and only what has already been shared with the gym. Anything you have kept private to your family is excluded before the request is built, not filtered out of the answer afterwards.
• One exception, only when a coach asks: when a coach taps “Read it for me” on a competition scoresheet, we send that scoresheet’s picture to Anthropic to read the scores. A scoresheet carries team scores, not a child’s details. Nothing it reads is saved until the coach checks every number. No other photograph or video is ever sent.

Coaching insights follow the same choice: if AI features are off for an athlete, nothing about them is sent, and a team’s insights leave them out.

A separate gym-owner summary sends no child’s name at all — only team names and counts.

Notes of encouragement for athletes

An athlete can ask for a short encouraging note about their own progress. This one is narrower still:

• No name is sent — not even a first name. The request carries the athlete’s level, positions and the skills they have got good at, and nothing that identifies them.
• It is off unless one of the athlete’s guardians turns AI features on. You choose when you first sign in, and you can change it at any time from Your Data → Your choices.
• If an athlete has no guardian on Athelos — an adult with their own login, for example — their gym decides instead: the note is off unless the gym switches on AI encouragement notes on the athlete’s profile, and coaching insights include them.
• It is limited to three notes per athlete per day.

Write it with me. In a yearbook, Write it with me sends Anthropic the facts already on that book’s pages and in your own record of the athlete (first names, dates, places, results, skills and the words you have typed) and asks for a short draft. It never sends a photo or video, a date of birth, an address, contact details, or anything another guardian has kept private. The draft is shown only to you. Nothing goes into the book until you press Use this, and you can change every word before and after. Each book can make 30 drafts. Anthropic does not use what we send to train its models, and deletes it within 30 days.

What is never sent, and what Anthropic may do with it

• Never sent: photographs and videos (apart from a scoresheet a coach asks us to read), dates of birth, addresses, phone numbers, email addresses, payment details, guardian notes, or anything you have kept private to your family (apart from your own record of the athlete when you ask Write it with me for a draft).
• Anthropic does not train its models on this information. Under the commercial terms we use, data sent through their business interface is not used to train models by default. They hold it briefly to detect abuse of their service, and for no other purpose.
• Nothing that comes back is written into your athlete’s record. The answer is text on a screen for a person to read and judge. It does not change a skill, a level, a goal or any other part of the record, and nothing in Athelos acts on it automatically.

We may also disclose information if the law requires it, or to protect a child from harm.

If Athelos is ever acquired, your information may transfer to the acquiring company — and that company would be bound by the commitments in this policy.

5. Who can see what, inside Athelos

This is the part families ask about most, so we will be specific.

Your family space is yours. Notes, photos and records you add are visible to you and to your athlete — not to your gym, unless you choose to share them.

Co-guardians are separate.If an athlete has two guardians, what one guardian writes privately is not visible to the other. Each guardian’s space is their own. This includes purchases: if one guardian orders a yearbook, the other guardian is not shown that order, the shipping address, or the amount.

The athlete is the union point.The athlete is the one person who can see across both guardians’ spaces, because the record is theirs.

Your gym sees what your gym creates, plus anything you explicitly choose to share with them. If a gym orders yearbooks for its athletes, that order belongs to the gym — the gym decides what to tell its families about it.

Sharing is always a choice you make. Nothing moves between these spaces by default.

6. How we protect your information

• Data is encrypted in transit and at rest.
• Photos and videos are stored in private storage — they are not publicly accessible on the internet.
• Access to family data is enforced at the database level, not just in the app. Every table carries row-level security rules, so a request that should not see your data is refused by the database itself.
• Multi-factor authentication is available on your account.

No system is perfectly secure, and we will not pretend otherwise. If a breach ever affects your data, we will tell you.

7. How long we keep information

We keep information only as long as we need it for the purpose it was collected. We do not retain children’s personal information indefinitely.

Order records are minimized. After your account is closed, what we keep for tax purposes is the transaction — order number, date and amount, linked only to an account ID number — not your athlete’s record, photos, or personal details.

After you delete your account

• Your books — We email you a link to download them before the deletion. The link and the books are deleted 30 days later, or sooner if you press Delete my books now.
• A record that you asked us to delete your data — Kept 24 months so we can show we did it. It holds only the deleted account's ID number - no name, email, photos or record. Then deleted.
• Records of a parent's consent — Kept 5 years after the account is deleted, to show consent was given. The device address is removed after 90 days.
• Email delivery records — Kept 90 days for everyone, then deleted.
• Payment and order records — Kept 7 years because tax law requires it.
• Your record, if we send it with your books — If you had not already downloaded your record, the same link carries it, with its photos and videos. They are deleted with your books.

If you close your account and later come back

Once the deletion window above has passed, your family’s data is permanently gone: everything you added and, if your athlete is under 18 and no other guardian remains, your athlete’s own login and everything they added. An athlete who is 18 or older keeps their own account. We cannot restore deleted data, and returning to Athelos means starting a new record from scratch.

Each gym your athlete trained at keeps its own record of your athlete’s time there — the skills its coaches recorded, rosters, results and attendance — the way a gym keeps paper records. It never includes anything your family recorded. To ask about a gym’s record, contact the gym, or write to privacy@athelos.net and we will help you reach it.

We know that is a hard consequence for a keepsake product, so:

• Export first. Before you close an account, download a complete copy of your athlete’s record. Section 8 explains how.
• We will remind you of this before a closure is finalized.

Keeping a child’s record indefinitely on the chance they might return is exactly what the law prohibits, and we would rather tell you plainly than quietly retain it.

8. Your rights

Whatever state you live in, we extend these rights to every Athelos family:

• Access — get a copy of what we hold
• Correct — fix anything wrong
• Delete — have it removed
• Port — take it with you in a usable format
• Object — tell us to stop

We will never charge you for exercising these rights, and we will never treat you differently for it.

How to delete your account or your data

• In the app — open Your Data from the menu and choose Delete my account, or open your athlete’s record and choose Delete our family’s data. An athlete signed in with their own login sees Delete my data. Deletion follows the timeframes in section 7.
• On the web — you can request deletion at athelos.net/delete-account without signing in to an app.
• By email — privacy@athelos.net. This is the address the app itself gives you: it is on the Your Data page, in your exported record, and in the email we send when a deletion is finished.

9. Changes to this policy

If we change this policy in a way that materially affects how we handle your family’s information, we will tell you directly — by email, and in the app — before the change takes effect. For changes affecting children’s information, we will obtain fresh parental consent where the law requires it.

We will also update this policy before enabling any new service provider that would receive your information — not after.

10. Contact us

Privacy, and anything about your family’s data — privacy@athelos.net
Everything else — support@athelos.net

Dogwood Ventures LLC · Horace, North Dakota
Support is provided online.