PRIVACY
Privacy Policy
This Privacy Policy explains how Prospect Network LLC collects, uses, protects, and shares information when you use our website, tournaments, services, and related features.
Effective Date: August 26, 2026
Last Updated: August 26, 2026
1. Who We Are
Prospect Network LLC ("Prospect Network," "we," "us," or "our") operates the Prospect Network website and provides baseball tournament and related baseball services, primarily in California and the broader United States. This Privacy Policy explains what personal information we collect, how we use it, how we protect it, and the choices available to you.
If you have questions about this Privacy Policy or about your personal information, you can reach us at:
Prospect Network LLC
pntournaments@gmail.com
We have not provided a separate mailing address or phone number for privacy inquiries at this time. Email is the fastest way to reach us.
2. Scope of This Privacy Policy
This Privacy Policy applies to the Prospect Network website, including our contact form, user accounts, the Coach Portal, team rosters, player profiles, tournament registration and payment verification, waivers, and the cookie/analytics/advertising features described below.
It does not apply to third-party websites, applications, or services that we do not control, including social media platforms, video platforms, payment apps, or other services you may reach through a link on our website. Those third parties are responsible for their own privacy practices, and we encourage you to review their privacy policies before providing them with personal information.
3. Information We Collect
We collect different types of information depending on how you interact with us. This section describes what we actually collect today. A few categories still genuinely don't exist yet - we say so plainly where that's the case, and we'll update this section the moment that changes.
A. Information You Provide Directly
Our contact form asks for your name and email address (required), and optionally your phone number, team or organization, age division, the reason you're reaching out, and your message. Submitting the form sends that information to Prospect Network, where it's saved so we can respond to you; depending on how we've configured our inbox, a Prospect Network team member may also be notified by email.
You may also provide information directly by emailing us at pntournaments@gmail.com, messaging us on Instagram, or communicating with us in person at a tournament or event. Information you provide this way may include your name, contact information, and the content of your message.
B. Team and Coach Information
If you create a Travel Ball Coach, High School Coach, College Coach, or Professional Scout account, we collect the information you submit in the coach verification application, which depends on the role you select but can include: organization or team name, coach role or title, phone number, a work or verification email address, an organization website or social media link, team age group(s), conference or division, and any optional message you include. We use this information to review and verify your coach account (see Section 6) - it is not made public. If you tell us about your team outside of that application - for example, by email - we may similarly keep a record of what you share so we can communicate with you and help you find the right event.
C. Player Information
Prospect Network's roster and tournament registration system involves player information. That information is entered and managed by an approved coach maintaining their team's roster, and/or by a parent or guardian who has linked their Parent/Guardian account to a player's profile (see Section 3D, Section 5, and Section 7 Children and Minors). Depending on what a coach or parent chooses to provide, this can include: player name, jersey number, primary and secondary position, bats/throws, height, weight, school, graduation year, and date of birth. Date of birth is used, among other things, to help determine which waiver consent process applies to a given participant (see Section 7).
Player profile information is not public by default - see Section 5 for who can see it. Separately, a player's name and general game context (team, tournament results, recognition) may appear publicly as part of tournament media, described in Section 8 - that's a different, more limited category of information than the private roster/profile record described here.
D. Parent and Guardian Information
If a parent or guardian creates a Parent/Guardian account, we collect the account information described in Section E below. A Parent/Guardian account can be linked to one or more players' roster records - for example, after completing a waiver, or through an invitation from a coach - which lets a parent view and manage that player's profile information described in Section 3C.
Waiver information. When a parent, guardian, or other authorized adult completes a tournament waiver on behalf of a participant, we collect what's submitted as part of that process, which can include: the signer's name and relationship to the participant, a typed signature, media release consent (yes or no), and an emergency-contact name, relationship, and phone number. Some waivers also collect an optional participant/player acknowledgment signature. We additionally keep a record of the waiver version and the exact document text presented at signing (so we can show exactly what was agreed to if it's ever needed), the date and time the waiver was completed, and the device/browser information (user agent) present at signing, for audit purposes. We do not collect an IP address as part of the waiver-signing record.
E. Account Information
Prospect Network offers user accounts. If you create an account, we collect: your email address; a password, which is not stored in readable form - it is processed and stored in securely hashed form by our authentication provider, Supabase (see Section 15); your first and last name; the account type you select at signup (Regular User, Parent/Guardian, Travel Ball Coach, High School Coach, College Coach, or Professional Scout); and, for coach account types, your coach verification status (Pending, Approved, Rejected, or Suspended, described further in Section 6). We also maintain your signed-in session using authentication cookies, described in Section 11.
Prospect Network does not offer a separate login account for players, including minors - a "Player" account type is not offered at signup. Instead, a player's information is owned and managed by a linked parent/guardian account or by the coach maintaining that player's team roster, as described in Section 3C, 3D, and Section 7.
F. Tournament and Transaction Information
Prospect Network operates online tournament registration through the Coach Portal. An approved coach can register one of their teams for a tournament, which involves information such as the team and organization, age division, which tournament and registration option was selected, and a point-of-contact email/phone for that specific registration.
Once registered, a coach pays through the payment methods available at checkout - currently Zelle, PayPal, and Venmo. A coach reports that payment was sent (a self-reported claim), and a Prospect Network administrator manually verifies that claim against what was actually received before the registration is treated as paid. We track payment status (for example, pending, deposit paid, paid in full), payment method, and payment amount as part of this process. We do not collect or store complete payment card numbers or bank account credentials, and Prospect Network's own systems never see or store your Zelle, PayPal, or Venmo login credentials - money moves directly between you and Prospect Network through those apps, outside of our systems.
If Prospect Network enables online card payments through a dedicated third-party payment processor in the future, card details will be handled directly by that processor rather than stored by Prospect Network, and this section will be updated to name it and explain what additional transaction information we retain.
G. Communications
When you communicate with us - by email, through our contact form, or through direct messages on Instagram - we may retain a record of that communication, including your contact information and the content of your message, so that we can respond to you and maintain a record of our correspondence. We also send operational messages connected to your use of our services, such as registration and payment confirmations and waiver invitations - see Section 9 and Section 10 for how that's different from marketing communications.
H. Automatically Collected Information
Like most websites, visiting Prospect Network's pages causes certain standard technical information to be processed by our website hosting and infrastructure providers as an ordinary part of delivering web pages to your device. This can include information such as your IP address, general device and browser type, the pages you request, and basic timestamps, which may be reflected in standard server-level logs. This happens automatically as part of how the internet works and is not unique to Prospect Network.
With your permission, Prospect Network also uses analytics and advertising technologies - Google Analytics 4 and the Meta Pixel / Meta Conversions API, managed through Google Tag Manager. Section 11 (Cookies and Tracking Technologies) explains how your consent controls these, and Section 12 (Analytics and Advertising) explains what they do and what we deliberately keep them from receiving.
4. How We Use Information
We use the personal information described in Section 3 for purposes such as:
- Operating and maintaining our website
- Running and organizing our tournaments and events, including registration
- Managing team rosters and processing waivers
- Verifying and recording tournament payments
- Providing player-profile functionality to parents/guardians and coaches
- Responding to inquiries, questions, and messages
- Communicating with coaches, parents, and players about registrations, payments, and our events
- Maintaining tournament records and event history, such as results and recognition
- Understanding our audience and improving our website, events, and services, where you've consented to Analytics
- Measuring and improving our marketing and advertising, where you've consented to Advertising
- Protecting the security of our website and preventing misuse
- Complying with applicable law and legal obligations
As additional features described in this Privacy Policy become available - such as a public recruiting-visibility system, promotional email or SMS marketing, or online card payments - we will use information collected through those features for the related purposes described in the applicable section of this Privacy Policy.
5. Player Profiles and Recruiting Visibility
Prospect Network offers player profiles, linked to and managed by a parent or guardian's account, or maintained by a coach as part of their team's roster (see Section 3C and 3D). As of the Effective Date of this Privacy Policy, a player's profile information is private by default - visible only to the linked parent/guardian, the coach(es) who manage that player's team roster, and Prospect Network administrators. We do not currently offer a public or tiered recruiting-visibility system - for example, a public profile a family can opt a player into so outside coaches or scouts can browse it. This section describes how we intend to approach that if and when it's introduced.
The fact that Prospect Network may possess information about a player - such as tournament results, statistics, or media - does not by itself make that information publicly visible. If a public or tiered recruiting-visibility system is introduced, we plan to offer visibility options such as:
- Private - the default described above, visible only to the linked parent/guardian, the player's coach(es), and Prospect Network administrators
- Visible to authorized or verified coaches beyond the player's own team
- Public recruiting profile - visible more broadly, for players or families who choose to opt into recruiting exposure
When a broader visibility system becomes available, players and, where appropriate, their parents or guardians will be given controls over what, if anything, becomes visible beyond the private default.
We distinguish account and administrative information from recruiting information. Information such as a parent's contact details, login credentials, payment information, and waiver records is account and administrative information, not recruiting information, and is not intended to become visible to coaches or the public simply because a player has a profile.
6. Coach and Recruiting Accounts
Prospect Network offers coach account types - Travel Ball Coach, High School Coach, College Coach, and Professional Scout - along with a role-based system for verifying those accounts before granting access to coach-specific features.
When you select a coach account type at signup, your account is created immediately and gets Coach Portal access right away. You are also asked to submit a coach verification application with information such as your organization or team name, role or title, contact information, and (depending on the role) a work or verification email address, as described in Section 3B. That application is reviewed by Prospect Network administrators, and your account's verification status is set to Pending, Approved, Rejected, or Suspended - only Prospect Network administrators can change your account's verification status or account type.
The Coach Portal provides tools to manage organizations and teams, maintain rosters, register teams for tournaments, track and pay tournament fees, send waiver invitations to parents/guardians, message other coaches and Prospect Network staff, and view schedules and rankings. A coach's access to player profile information is limited to players on that coach's own team roster(s), subject to the visibility framework described in Section 5. We take reasonable steps to verify a coach's stated organizational affiliation before approving a coach account, but verification cannot guarantee that every account is free from impersonation or misuse, and we cannot promise that verification will prevent all unauthorized access.
7. Children and Minors
Prospect Network operates youth baseball tournaments, and much of the player information described in Section 3C relates to minors. We take the privacy of minors seriously, and we've built our systems around a simple principle: Prospect Network does not create login accounts for players, including minors.
Player and roster information is generally supplied and managed by a parent, legal guardian, or another authorized adult acting on a family's behalf - most often an approved coach maintaining their team's roster, or a parent/guardian who links to their player's profile through their own Parent/Guardian account (see Section 3C, 3D, and 5). Tournament waivers involving a minor participant are completed by a parent or legal guardian, not by the child - see Section 3D for what a waiver submission includes.
A signed waiver, and the evidence of how and when it was signed, functions as a legal record of the consent given for a minor's participation. Because of that, we retain signed waiver records - including after a season or tournament has ended - for as long as reasonably necessary for historical and legal purposes (see Section 16 Data Retention), even where other, less sensitive information about the same family is deleted at their request.
Our website is not designed to invite a child under 13 to independently create an account or submit their own personal information, and we do not knowingly collect personal information directly from a child under 13 through a self-directed submission. If Prospect Network ever knowingly operates a service that is subject to the Children's Online Privacy Protection Act (COPPA) and that collects personal information online directly from a child under 13, we will implement the parental notice and verifiable parental consent process COPPA requires before that collection occurs. A single checkbox or self-reported age field, by itself, is not sufficient to satisfy COPPA's verifiable parental consent requirement, and we do not treat it as such.
A parent or guardian who has questions about their child's information, wants to review or update a linked player's profile, or wants to make a request regarding it, can do so through their Parent/Guardian account or by contacting us at pntournaments@gmail.com.
8. Photos, Videos, Livestreams, Statistics, and Tournament Media
Prospect Network tournaments may involve photography, video recording, livestreaming, game footage, highlights, statistics, scores, results, awards, and other player recognition, some of which may be shared on our website or social media. This Privacy Policy describes how information connected to that media - such as a player's name, team, or performance details appearing alongside it - may be handled under Section 3 and Section 4 above.
This Privacy Policy does not replace, and should not be read as, a separate participant waiver, parent/guardian release, coach/team agreement, media release, or tournament terms and conditions. Those documents, where they apply, separately govern participation, liability, and permission to capture and use media, and should be reviewed on their own terms.
9. Email Marketing
Prospect Network already sends operational emails today - such as registration confirmations, payment confirmations, and waiver invitations - which are necessary to provide the services you've requested and are not marketing. Separately, we may use contact information you provide to send marketing communications about tournament announcements, upcoming events, promotions, registration opportunities, company updates, and related Prospect Network services.
Where an email is a marketing communication, we will provide a clear way to unsubscribe, such as an unsubscribe link included in the email. We may still send transactional or operational messages that are necessary to provide our services - such as confirming a registration or communicating important updates about a tournament you're associated with - even if you have unsubscribed from marketing emails, because those messages are not marketing and are necessary to the services you've requested.
10. SMS / Text Message Marketing
Prospect Network may send operational text messages today - for example, a text confirming that Prospect Network has verified a payment - when a phone number is on file for a registration and our SMS provider is configured. Those messages are operational, not marketing. Separately, Prospect Network does not currently send promotional text messages, and no SMS marketing program is active on our website today. This section describes how we intend to approach promotional SMS if and when it is introduced.
If we offer promotional SMS in the future, consent to receive promotional text messages will be collected separately from, and will not be a condition of, registering for a tournament or otherwise using our services, except where doing so is legally appropriate. Before enrolling you in promotional SMS, we intend to provide the disclosures required by applicable law, including information about message frequency, potential message and data rates, and how to opt out. Once available, you will be able to revoke consent to promotional SMS at any time, such as by replying STOP or by contacting us at pntournaments@gmail.com.
12. Analytics and Advertising
Where you've granted the applicable cookie category (Section 11), Prospect Network uses the following technologies to understand website traffic, measure marketing effectiveness, and understand our tournament registration funnel:
- Google Tag Manager (GTM) - a tag-management tool we use to manage the tools below in one place; GTM itself does not collect personal information beyond what the tools it manages collect.
- Google Analytics 4 (GA4) - helps us understand website traffic, such as which pages are visited, general audience trends, and how well our tournament registration process converts visitors into registered teams.
- Meta Pixel - a Meta technology that helps us measure the effectiveness of advertising we run on Meta's platforms (Facebook and Instagram), and helps Meta show our ads to people more likely to be interested in them.
- Meta Conversions API (CAPI) - a server-side counterpart to the Meta Pixel that sends some of the same business events directly from our servers to Meta, which helps keep that measurement accurate even when a browser blocks or limits pixel-based tracking. A Pixel event and its matching CAPI event share a common identifier so Meta can treat them as one event rather than counting it twice.
These technologies may use cookies, similar technologies, or device/browser signals to help measure your visit and, where applicable, match it to advertising we've run.
What we deliberately don't send them. Prospect Network's implementation is designed not to include player names, a minor's date of birth, player profile or roster details, waiver contents or signatures, emergency-contact information, a parent's email or phone number, or other personal roster information in the data these tools receive. The business events we do send - such as viewing a tournament page, beginning or completing a team registration, or submitting a payment claim - are limited to non-identifying details like which tournament, general registration category, and amount. This is a deliberate design choice in how our tracking is built, not an incidental byproduct; as with any software, we can't guarantee it will be error-free in every circumstance, but avoiding sensitive information in these tools is something we specifically built for, not something we merely intend.
14. Sale and Sharing of Personal Information
Prospect Network does not sell its customer database, and it is not our business model to exchange personal information for money. Some privacy laws define "sale" or "sharing" of personal information more broadly than a traditional exchange for money - for example, using an advertising pixel like the Meta Pixel, or certain analytics configurations, can be considered a "sale" or "sharing" of personal information under some state privacy laws, even though no money changes hands and even though, as described in Section 12, we've deliberately limited what those tools receive.
To the extent our use of the Meta Pixel, Meta Conversions API, Google Analytics, or similar technology constitutes a "sale" or "sharing" of personal information under applicable law, our Cookie Preferences tool (Section 11) is how you exercise your choice over that: choosing Necessary Only, or turning off the Advertising category specifically, stops that data from reaching Meta or Google through those tools. If you'd prefer to make that request directly rather than through Cookie Preferences, or if you have questions about how this applies to you, you can also reach us at pntournaments@gmail.com.
15. Third-Party Services
Using our website or services may involve interacting with third-party services that we don't control. As of the Effective Date of this Privacy Policy, Prospect Network uses:
- Supabase to operate our account system, and to store the team, roster, waiver, and tournament registration/payment-status records described elsewhere in this Privacy Policy
- Vercel to host our website
- an email service provider to send the transactional emails described in Section 3G and Section 9
- Twilio, where configured, to send the operational text messages described in Section 10
- Google (Tag Manager, Analytics, and Search Console) and Meta (Pixel and Conversions API), where you've granted the applicable cookie category, as described in Sections 11 and 12
We also link to Instagram (@prospectnetworktournaments), which you can choose to visit or message us through. We do not currently use GameChanger or a dedicated online card-payment processor - tournament payments today are made directly by a coach through Zelle, PayPal, or Venmo and verified manually by a Prospect Network administrator, as described in Section 3F. These third parties have their own terms of service and privacy policies, which govern their handling of your information, and we encourage you to review them before interacting with those services.
16. Data Retention
Prospect Network retains information for as long as reasonably necessary to operate events, maintain business and legal records, resolve disputes, enforce agreements, and satisfy applicable obligations. Signed waiver records, and the evidence of how and when they were signed, may be retained longer than other information for historical and legal purposes, as described in Section 7.
Retention periods can vary depending on the type of information and the legal requirements that apply to it. We pay particular attention to information relating to children and apply conservative retention practices to that information where appropriate.
17. Data Security
We use reasonable administrative, technical, and organizational safeguards designed to be appropriate to the type of information we handle and the size of our organization. However, no method of transmission over the internet, and no method of electronic storage, can be guaranteed to be completely secure. We cannot promise that our systems are 100% secure or impossible to compromise, and we encourage you to take reasonable precautions when sharing personal information online, such as avoiding sending sensitive information through unsecured channels.
18. Your Privacy Choices
You may be able to: update your account/profile information directly through your account; view and manage a linked player's profile if you're a parent or guardian; change your cookie preferences at any time (Section 11); or ask us to access, correct, or delete personal information, or opt out of marketing communications, by emailing pntournaments@gmail.com. A parent or guardian may submit a request on behalf of a minor.
Some records can't be deleted simply because a deletion request is made, even when other information is deleted. In particular, Prospect Network retains signed waiver records and their supporting evidence, verified payment records, and core tournament history for as long as reasonably necessary for legal, business-record, and dispute-resolution purposes (see Section 16), because those records serve as evidence of consent, payment, and participation that Prospect Network - and in some cases the families and coaches involved - may need to rely on later. Before completing certain requests, we may need to verify your identity or your authority to make the request (for example, a parent or guardian's authority over a minor's information), to help protect against fraudulent requests.
19. California Privacy Rights
Depending on applicable law and our relationship with you, California residents may have certain rights regarding their personal information, which can include the right to know or access the personal information we have collected about them, the right to delete personal information, the right to correct inaccurate personal information, the right to opt out of a sale or sharing of personal information (as described in Section 14, this is what our Cookie Preferences Advertising category is for), the right to limit use of certain sensitive personal information (to the extent applicable), and the right not to be discriminated against for exercising these rights.
We do not represent that every one of these rights currently applies to every interaction you have with Prospect Network - whether a particular right applies can depend on factors such as the volume and type of information involved and the specific requirements of California law. You can submit a California privacy rights request, or ask a question about how California law applies to your information, by emailing pntournaments@gmail.com. We do not have a toll-free phone number for privacy requests at this time; email is the way to reach us.
20. Other U.S. State Privacy Rights
Depending on where you live and the law that applies to you, residents of certain other U.S. states may have additional privacy rights beyond those described in Section 19, such as rights to access, delete, correct, or port personal information, or to opt out of certain uses of it. Rather than listing every state law individually here, we handle these requests case by case as applicable law requires. If you believe a specific state privacy law applies to you and want to make a request, you can reach us at pntournaments@gmail.com.
21. Account Deletion
Prospect Network offers user accounts, as described in Section 3E. We do not yet offer a self-service "delete my account" button. To request deletion of your account, email us at pntournaments@gmail.com from the email address associated with your account, and we will process your request. Deleting an account does not delete a linked player's roster, waiver, or tournament-registration history that Prospect Network retains for the legal, business-record, and historical reasons described in Section 7, 16, and 18. For a minor's information, a parent or authorized guardian can submit a deletion request on the minor's behalf. We intend to add a self-service account deletion option in the future and will update this section if we do.
22. Public Information and User-Submitted Content
Some information you choose to make public - such as a public recruiting profile, once that feature is available (see Section 5) - may be viewable by others, including people outside Prospect Network. We encourage you not to publish sensitive personal information in any field or setting you make public.
If you later change a profile from public to private, that change controls what is visible going forward on our website, but it may not remove copies that others already viewed, saved, or shared before the change, to the extent that occurred outside our control and is permitted by law. This section describes a practical limitation of publishing information publicly; it does not reduce Prospect Network's other responsibilities described in this Privacy Policy.
23. Business Transfers
If Prospect Network is involved in a merger, acquisition, financing, reorganization, bankruptcy, or sale of some or all of its assets, personal information may be transferred as part of that transaction, subject to applicable law. If this happens, we will take reasonable steps to ensure the information continues to be protected consistent with this Privacy Policy, or we will notify you of any material changes.
24. Legal Disclosures
We may disclose personal information when we reasonably believe it's necessary to comply with a law, regulation, subpoena, court order, or other valid legal process; to protect the rights, property, or safety of Prospect Network, our users, or others; to investigate or prevent fraud or security issues; or to enforce our agreements and policies.
25. International Users
Prospect Network is currently primarily focused on players, teams, and families in California and the broader United States. We do not currently represent that our practices comply with the General Data Protection Regulation (GDPR) or other non-U.S. privacy frameworks, and we have not evaluated our practices against those frameworks. If we expand our services internationally in the future, we will consider what additional notices or controls may be required and update this Privacy Policy accordingly.
26. Changes to This Privacy Policy
We may update this Privacy Policy from time to time as our company grows, our services change, we introduce account or profile features, our technology changes, or applicable privacy laws change. When we make a material change, we will provide additional notice where required or otherwise appropriate, such as by updating the "Last Updated" date on this page or posting a notice on our website. We encourage you to review this Privacy Policy periodically.
27. Contact Us
If you have questions, requests, or concerns about this Privacy Policy or your personal information, please contact us:
Prospect Network LLC
Privacy Questions and Requests: pntournaments@gmail.com