Privacy Policy

This Privacy Policy explains how Pinpoint (“Pinpoint,” “we,” “us,” or “our”) collects, uses, and protects information when you use the Pinpoint Club Information System (the “Service”). Pinpoint helps archery clubs, including USA Archery JOAD and Adult Archery Program clubs, manage their members, classes, attendance, scores, pins, credentials, documents, and communications.

We take privacy seriously because the Service often holds information about children. Please read this policy carefully. If you do not agree with it, please do not use the Service.

The two roles your data plays

The Service handles two kinds of information, and our responsibilities differ for each:

• Account information — the details of the people who sign in to Pinpoint (coaches, administrators, volunteers, and parents or guardians who use the family portal). For this information we act as the data controller.
• Club records — the information a club enters about its archers, families, contacts, and program activity. The club decides what to collect and why. We store and process it on the club’s behalf as a data processor, under the club’s direction. If you are an archer or a parent and have questions about that data, please contact your club directly.

Information we collect

Information you provide

• Account details — name, email address, password (stored only as a secure hash), and any club role assigned to you.
• Club records — information a club enters about its people and program, which may include names, dates of birth, contact details, emergency contacts, relationships, health notes, attendance, scores, pins and achievements, credentials, documents, and photos.
• Messages you send — the contents of inquiries you submit through our contact form and email you send to families through the Service.

Information collected automatically

• Technical data — basic information your browser sends, such as your IP address and the pages you request, used to operate and secure the Service.
• Session cookies — we use a signed cookie to keep you logged in and to remember preferences such as your display theme. We do not use advertising or third-party tracking cookies.

Children’s information

Many archers in a JOAD program are under 18, and some are under 13. Pinpoint is a tool for clubs and is not directed to children. Accounts are intended for adult coaches, administrators, and volunteers. Information about a child is entered by the club, not by the child.

Clubs are responsible for obtaining any consent required from a parent or guardian before entering a child’s information, and for limiting that information to what the program genuinely needs. A club may grant a parent or guardian read-only access to their own child’s records through the family portal. We never sell children’s information and never use it for marketing. A parent or guardian who wishes to review, correct, or delete a child’s information should contact the child’s club, and we will assist the club in honoring such requests.

How we use information

• To provide, maintain, and improve the Service.
• To authenticate users and keep accounts and club data secure.
• To respond to inquiries and provide support.
• To send service-related messages (for example, password resets and important notices about the Service).
• To comply with legal obligations and enforce our terms.

We do not sell personal information, and we do not use club records for our own marketing.

How we share information

We share information only in these limited circumstances:

• Within your club — club records are visible to authorized users of that club, according to the access each user is granted. Each club’s data is isolated from every other club’s.
• Parents and guardians — a club may grant a parent or guardian read-only access to their own archer’s records through the family portal. Parents see only the archers linked to them, never the club’s wider roster.
• Our team — authorized Pinpoint personnel may access club data when necessary to operate, support, secure, or troubleshoot the Service, subject to this policy.
• Service providers — vendors who host our infrastructure or deliver email on our behalf, bound to protect the information and use it only to provide their service to us.
• Legal requirements — when we are required to by law, or to protect the rights, safety, and security of our users and the Service.
• Business transfers — if Pinpoint is involved in a merger, acquisition, or sale of assets, information may be transferred as part of that transaction, subject to this policy.

Data retention

We keep account information for as long as your account is active and as needed to provide the Service. Club records are retained according to the club’s instructions. Some records are kept in a deactivated or “soft deleted” state to preserve history and meet program and audit needs. When information is no longer needed, we delete or anonymize it.

Security

We use reasonable technical and organizational measures to protect information, including encryption of traffic, hashed passwords, support for passkeys, role-based access controls, and database-level isolation between clubs. No method of transmission or storage is perfectly secure, so we cannot guarantee absolute security.

Your choices and rights

Depending on where you live, you may have rights to access, correct, or delete your personal information, or to object to or restrict certain processing. If you have an account, you can review and update much of your information directly in the Service. For account information, you may also contact us using the details below. For club records, please contact the relevant club. We will respond to verified requests as required by applicable law.

International users

The Service is operated in the United States. If you access it from elsewhere, your information will be processed in the United States, which may have different data-protection laws than your jurisdiction.

Changes to this policy

We may update this policy from time to time. When we do, we will revise the “Last updated” date above and, where appropriate, provide additional notice. Your continued use of the Service after a change takes effect means you accept the updated policy.

Contact us

If you have questions about this Privacy Policy or how your information is handled, please reach us through our contact page.