Last updated: June 3, 2026
Sports Time Officials operates the Officials Tracker platform, built on software licensed from Unstoppable Trio Ltd. This Privacy Policy explains exactly what personal data we collect from registered officials, why we collect it, who can see it, and how it is stored.
1. What We Collect and Why
Account Information
When you register, we collect your name, email address, and username. If you register using Google OAuth, we receive your name and email from Google — we do not receive your Google password. This information is used to identify you, secure your account, and communicate with you.
Profile Information
You may optionally provide your phone number, current school affiliation, and a profile picture. Your profile picture is stored as a file on our server and overrides any Gravatar or Google profile image you may have. This information is used to build your official profile visible to supervisors and administrators.
Officiating Event Records
When you submit an officiating event, we store the school, date, sport type, game level, event type, your role, location, game fee earned, and any notes you provide. This data forms your officiating history and is used by supervisors to track and review activity across all officials.
Program Enrollment Records
When you report a program enrollment, we store the program name, your enrollment status (enrolled, completed, or dropped), start date, and completion date. This data tracks your training and certification progress within Sports Time Officials.
Contact Messages
When you submit a message through the contact form, we collect the issue type you select, an optional reference (such as a game date or school name), and your message. This is sent by email directly to supervisors and administrators and is not stored in the database.
2. Who Can See Your Data
Your event records, enrollment history, total earnings, and profile are visible to Sports Time Officials supervisors and administrators through the platform. Supervisors can view data for all officials, edit profile information, and manage enrollment records. This visibility is a core function of the platform and you consent to it by registering.
Your data is not visible to other officials. We do not sell, share, or disclose your personal data to any third party except as required by law.
3. Financial Data
Game fees you self-report are stored as part of your event records and are visible to supervisors. We do not process payments and we do not store any credit card, bank account, or payment information of any kind.
4. Cookies and Sessions
This platform uses cookies only to keep you logged in between sessions. These are standard WordPress authentication cookies. We do not use advertising, analytics, or third-party tracking cookies.
5. Data Storage and Security
Your data is stored on a private server. Passwords are never stored in plain text — they are hashed using WordPress's cryptographic methods. Profile pictures are stored as private media files on the server. We take reasonable technical measures to protect your data but cannot guarantee absolute security against all possible threats.
6. Data Retention
Your data is retained for as long as your account is active. If your account is deleted by a supervisor or administrator, your associated event records and enrollment history are also permanently deleted. You may request deletion of your account and all associated data by contacting us through the contact page.
7. Your Rights
- You can update your name, email, phone number, school affiliation, and profile picture at any time through your profile page
- You can request a copy of the data we hold about you
- You can request correction of inaccurate records through the contact form
- You can request full deletion of your account and data by contacting a supervisor or administrator
8. Changes to This Policy
We may update this Privacy Policy as the platform evolves. The updated date at the top of this page will reflect any changes. Continued use of the platform after changes are posted constitutes your acceptance of the revised policy.
9. Contact
For any privacy-related questions or requests, please contact us through the contact page.