Privacy policy

TryoutSheet is a tryout and roster tool for baseball and softball clubs, made in Canada. Most players are kids, so we keep as little as we can, ask a parent before keeping more, and never sell anyone’s information or show ads.

Who controls player information

A club (the coaches and organizers who run a tryout) enters and controls its players’ information. TryoutSheet stores it for the club and the player’s family. Questions about a particular tryout or decision are best sent to the club; we’ll help either way.

What we collect

• Coaches and evaluators: name, email and password (stored hashed), plus the clubs, teams, tryouts, stations and scores you create.
• For a tryout: only a player’s name, birth date and a parent or guardian’s contact details. Players 18 and older can give their own.
• Only with a parent’s consent (or the player’s own, at 18+): a player profile (positions, measurables and coach evaluations), video clips from tryouts and practices, and school details (school, grad year, GPA, test scores and eligibility ID). Consent is asked by an emailed link, recorded with the date and the exact wording, and can be changed later. Without it, clips can’t be uploaded and school details aren’t kept.
• Families: a parent or guardian’s name and email, and the choices they make (consent, keeping clips, a public recruiting page).
• Email list: your email address and the wording you agreed to, if you sign up for tips and new forms.
• Public pages: anonymous browsing statistics through Google Analytics, and our own visit counter, which uses a random id that ends when you close the tab.

Who can see it

• Profiles are private by default: a player’s club coaches and their family see them, no one else.
• School details and coach notes stay with the club and the family.
• A public recruiting page exists only if the family turns it on (or the player, at 18+). Pages for players under 18 are hidden from search engines.
• Google Analytics runs only on our public pages (the homepage, forms, drills and comparisons), never inside the app where player information is shown.

Who we share it with

Only the companies that help us run TryoutSheet, and only what each one needs:

• Our hosting provider runs the servers and database.
• Bunny.net stores and streams video clips.
• Resend delivers our emails (invitations, consent requests, offers and cuts, and the email list).
• Google Analytics measures how our public pages are used, with cookies.

Some of these companies store data outside Canada, including in the United States, where it may be accessible to authorities under local law.

ChatGPT and Claude

Club staff can connect TryoutSheet to ChatGPT or Claude (how it works). The connector only acts for a signed-in coach or evaluator, in the clubs where they’re staff, with what their role allows. When they ask, it sends the AI assistant what their own TryoutSheet screen would show:

• Evaluators: players’ tryout numbers, names and ages (numbers only in a blind tryout), check-in, the stations, and the scores they entered.
• Coaches and owners: also rankings and station results, staff coach notes, roster picks and the season roster (jersey numbers, positions, attendance).
• Never sent: birth dates, a parent or guardian’s contact details, school details, video, consent records, or anything about a player in another club.
• What the assistant does with what it receives is covered by OpenAI’s or Anthropic’s own terms and the coach’s settings there. Players don’t use the connector; it’s for the adults running the club.
• TryoutSheet keeps no copy of the conversation. The connection is a sign-in like any other device: its tokens are signed, not stored, and it ends after 30 days. Remove the connector, or sign out everywhere, to end it.
• Through the connector, staff can record scores, measurements, check-ins, coach notes and roster picks, as they could in the app. It can’t add or remove players, change consent, publish a profile or email a family.

How long we keep it

• When a club sends a player a “not selected” decision, that player’s clips are deleted after the club’s window (30 days unless the club sets another) unless the family chooses to keep them.
• Everything else stays while the club or family account is active. A family can delete a player’s profile, and a coach can delete their club, at any time.

Your choices

• Families can download (export) or delete a player’s profile from the profile itself, change consent, and keep or drop clips.
• Every email-list message has a one-click unsubscribe link. Unsubscribing doesn’t stop emails about a tryout you’re part of.
• You can ask to see, correct or delete the personal information we hold about you by emailing hello@tryoutsheet.com. We’ll reply within 30 days.

Last updated October 31, 2026.