Last updated 18 September 2026
Who we are
PlaybookMax is built and operated by Tower Mountain Studios. If you have a question about anything on this page, or want your data removed, email hello@playbookmax.com.
What we collect
Your account
When you sign in with Apple, Google, or an email address, we store your name, email address, and profile photo if you have one. If you sign in with Apple and choose to hide your email, we only ever see the relay address Apple gives us.
What you enter about your team
Coaches build rosters, so the app holds whatever you type into one: player names, jersey numbers, positions, grade, experience, notes you write about a player, optional height and weight included in imported rosters, and the email addresses and phone numbers of parents and guardians you invite. Most of this is information about minors, entered by an adult. We treat it as sensitive and never sell it, share it for advertising, or use it to build profiles.
What you create
Plays, playbooks, route trees, scouting reports, schedules, team chat messages, game film you upload, clips you cut from it, and photos of playbook pages you scan.
Technical information
Standard server and app diagnostics — device type, app version, error reports, and timestamps — used to keep the service running and fix crashes.
Usage and diagnostics
The current Kotlin app and web app do not send optional, account-linked usage events to Google Analytics. RevenueCat processes purchase history for subscription functionality and subscription analytics. Sign-in and messaging providers also process identifiers, SDK usage and diagnostics; Google Sign-In may process approximate location. We still process operational logs, IP addresses, authentication records, purchase status, and error information needed to run and protect the service. We do not sell personal information, use it for advertising, or track you across other companies' apps or websites.
What we do with it
- Run the app: store your playbook, sync it across your devices, and show it to the people on your team.
- Generate plays, breakdowns, and coaching notes when you ask for them.
- Find play starts in film you upload, and render clips you share.
- Email the families you invite, using the address you entered for them.
- Handle subscriptions and restore purchases.
- Fix problems and improve the product.
We do not sell personal information, and we do not use your roster, film, or plays to advertise to you or anyone else.
Who else processes it
We use service providers for the purposes below. Access is limited to the data needed for their work. We require service providers acting on our behalf to protect personal information through confidentiality, security, and data-processing terms consistent with this policy; they are not authorized by us to use team content for advertising.
- Google / Firebase / Google Cloud — authentication, database, file storage, hosting, diagnostics, and Gemini AI generation. Firebase data-processing terms.
- Cloudflare — private film and clip storage and delivery using R2. Cloudflare data-processing terms.
- Anthropic — analysis of selected film frames where Film Study is available. Anthropic data-processing terms.
- Twilio SendGrid — delivery of invitations and other requested team emails.
- RevenueCat, Apple, and Google Play — purchases, subscription status, and restoration. Payment details are handled by the store; we receive identifiers and status needed to provide access and support.
- Hetzner — infrastructure we operate for coaching knowledge search and media processing.
These providers may process information in the United States or other countries. Their applicable data-processing terms provide safeguards for international transfers.
AI data sharing and your permission
Before an AI request, the app asks you to allow AI data sharing. Google Gemini receives the questions, conversation context, play or roster details, and images needed for the feature you choose. Film analysis, where available, also sends selected video frames to Anthropic Claude. This material may include player names, photos, or other personal information you provide. AI processing is separate from storing a file for your team.
You can decline and continue using non-AI features. To withdraw permission for future requests on a device or browser, open Profile → About → Turn off AI data sharing. This does not recall content already processed. Request deletion using the instructions below. Only include information you are authorized to share.
We do not train our own models on your content. AI providers process API content under their commercial service terms, including any security and abuse-prevention retention: Google Gemini API terms and Anthropic commercial terms. Use Report AI content beside a coaching answer to send its text, your reason, and your account ID to our safety review queue.
Young players' information
PlaybookMax uses adult-managed accounts. The account holder is a coach, staff member, parent, or guardian aged 18 or older. Children may view published plays and player profiles together with a parent or guardian using that adult's account. A player profile is a roster record, not a separate child account.
The adult stays present and handles account actions, including messages, AI requests, uploads, purchases, and privacy choices. Children should not submit information or create independent accounts. We do not provide a separate locked child mode. Account and device data described in this policy can still be processed while the adult and child view plays together.
Adults enter player information and upload team photos or film. They must have permission to do so. A parent, guardian, or authorized representative can ask to access, correct, or delete a player's personal information by emailing hello@playbookmax.com. We verify authority to protect the player's information.
If you believe a child has created an independent account or submitted personal information directly, contact hello@playbookmax.com so we can investigate and address the information and account.
Who can see your team's data
Team membership and roles restrict access to rosters, playbooks, film, and chat. Film access is checked on the server and uses temporary links. People outside a team cannot browse its private film. Authorized members may download or share content using available features; copies they share outside PlaybookMax are not controlled by team access rules. Our authorized operators and service providers can access data as needed for support, security, and service operation.
How long we keep it
Account and team records remain while needed to provide the service. Account deletion removes the profile and its private records, memberships, personal activity records, authored chat messages, uploaded chat media and player photos, and teams where the account is the only member. Shared team records used by other members remain with that team. Contact us to identify personal information in shared team records that also needs removal.
We retain purchase records for refunds, fraud prevention, tax, and accounting obligations for the applicable legal period. Team moderation records may remain for safety investigations with the departing reporter's account attribution removed. AI safety reports are assigned a 90-day expiry; deletion is asynchronous and may occur after that timestamp. Account deletion also removes that account's AI reports.
Live database deletions do not instantly remove disaster-recovery copies. Our database has a 7-day recovery window and scheduled backups retained for up to 98 days. Those copies are restricted to recovery use and expire according to that schedule. We must reapply deletion requests if restoring data. Other operational records may be retained while needed to investigate incidents or meet legal obligations.
Delete your account or request data removal
In the app, open Profile → Delete account and follow the confirmation steps. If you are the only coach of a shared team, first promote another coach or delete the team with its members' interests in mind. A failed cleanup is not reported as complete: your account and a limited cleanup record remain so you can retry or contact support.
You can also request deletion without installing or signing into the app: account and player data deletion instructions. Email hello@playbookmax.com from the email address associated with your account, or explain how we can verify your authority. Do not send a password. Tell us whether you want the entire account deleted or particular player information removed.
Deleting your account or uninstalling the app does not cancel a subscription. Manage subscriptions through Apple or Google Play. You do not have to wait for a subscription to expire before requesting deletion.
Your choices
- See, correct, or delete your information — in the app, or by emailing us.
- Ask for a copy of what we hold about you.
- Ask us to delete your account entirely.
- Turn off push notifications in your device settings at any time.
Depending on where you live you may have additional rights over your personal information. Ask us and we will honour them.
Security
Data is encrypted in transit and at rest by our hosting providers, and access is restricted by team membership rules enforced on the server rather than in the app. No service can promise perfect security, but we do not collect anything we do not need.
Changes
If this policy changes in a way that matters, we will update the date at the top of this page and tell you in the app before it takes effect.
Contact
Tower Mountain Studios — hello@playbookmax.com