The short version
- Your club decides what information it collects about your family. W110 stores and processes it for them.
- Children do not have accounts. Information about an athlete is entered by you or by club staff.
- We do not sell your information, and we do not advertise to you.
- Your club sends you club news, and W110 delivers it. Your club decides who receives it; to stop receiving it, reply to a message or contact your club.
1. Who is responsible for what
This matters, because two different organisations handle your information for two different reasons.
Your club is responsible for the information about your family and your athletes. It decides what to collect, who at the club can see it, and how long to keep it. In data-protection language, the club is the controller and W110 is a processor acting on the club's instructions.
W110 is responsible for your account itself — your login, your password, your notification choices, and the security of the platform.
If you want your family's information corrected or deleted, ask your club first. If the club cannot help, contact us.
2. What we collect
Your account: name, email address, phone number, password (stored hashed, never in readable form), and your notification choices.
Your household and athletes: athlete names, dates of birth, the club and programmes they are registered for, group or team assignments, and any medical or emergency information your club chooses to collect. Dates of birth are used to work out age categories for racing.
Specifically, an athlete's record holds: first name, last name, date of birth, gender, grade, school, preferred discipline, federation membership numbers (such as USSA and FIS), photo-release consent, and the household it belongs to. If your club collects them, it also holds medical notes, allergies and medications, and your household's emergency contacts.
Payments: what you paid, when, for which registration, and the result. Card numbers are handled by Stripe and never reach W110's systems.
Volunteering: shifts you signed up for, attendance, and any deposit held or returned.
Waivers: that you signed, when, and the name you typed.
Usage: pages visited, device and browser type, IP address, and error reports, used to keep the service working and secure.
3. Children's privacy
Children do not create W110 accounts and cannot sign in. Every account holder must be 18 or older.
Information about an athlete under 18 is entered by a parent or guardian, or by club staff acting for the club. We collect it from adults, on the club's instructions — we do not collect it from children directly, and we do not knowingly let a child create an account or give us information.
We do not use children's information for advertising, we do not sell it, and we do not share it except as described in this policy.
If you believe a child has given us information directly, contact us and we will delete it.
Volunteer sign-up can be completed without an account, by giving a name and an email address, and optionally a phone number. That path is for adults volunteering at events.
4. How we use information
To run registration, scheduling, volunteering and payments for your club; to send you messages about your account and registrations; to answer support requests; to keep the service secure and detect abuse; and to meet legal and accounting obligations.
We do not sell personal information. We do not show advertising.
5. Who we share it with
Your club. Administrators and assigned coaches see the information they need for their role.
Companies that run parts of the service for us. They may only use the information to provide their service to us:
| Provider | What it does | What it sees | |---|---|---| | Supabase | database and sign-in | account, club, athlete and registration data | | Stripe | payments and payouts | payment details, name, email | | Vercel | hosting | requests and technical logs | | Resend | email delivery | name, email, message content | | Twilio | text messages | phone number, message content | | Sentry | error monitoring | technical error reports, which may include an account identifier | | Anthropic | AI features for club staff | counts and summaries; for the AI assistant, the club records that answer a staff question, which can include athlete and guardian names, contact details and dates of birth — see §7 | | Intuit (QuickBooks Online) | accounting sync, only if your club connects it | invoices, payments, customer records | | Google | spreadsheet export, only at an administrator's request | the exported rows |
We give clubs at least 30 days' notice before adding a provider that handles personal information.
When the law requires it, or to protect someone's safety.
If W110 is ever sold or merged, information transfers with the business, and we will tell you first.
6. Payments
Payments are processed by Stripe. W110 never sees or stores your full card number. Stripe handles it under its own privacy policy and security standards.
Because W110 processes payments on your club's behalf, W110 may appear on your card statement instead of your club's name.
7. AI features
W110 offers AI-assisted tools to club administrators and coaches, powered by Anthropic's Claude API using the Claude Sonnet and Claude Haiku models. What is sent to Anthropic depends on the feature.
Summaries and insights send counts and totals — how many athletes are in a programme, how many waivers are outstanding, which events are scheduled — and no names.
Email drafting sends no names either. The AI writes a template containing placeholders such as {{parent_first_name}}, and the real names are filled in on our own systems after the AI has finished.
The AI assistant does send names, because it could not answer otherwise. When a coach or administrator asks a question about their own club — "who hasn't signed a waiver?", "which families still owe?" — the assistant looks the answer up in that club's records and sends the result to Anthropic so it can be explained in plain language. Those results can include athlete and guardian names, contact details and dates of birth. The assistant can only reach the club it belongs to, never another club's data.
Anthropic does not use any of this to train its models. Anthropic retains API data for up to 30 days for safety and abuse monitoring, and for no other purpose.
AI features are off unless your club turns them on, and a club can turn them off again at any time in its settings. Nothing else about the platform changes.
8. Messages and your choices
Messages about your account and registrations — confirmations, receipts, schedule changes, shift reminders — are part of the service.
Club news and announcements are sent by your club and delivered by W110. Your club decides who it sends its news to. To stop receiving a club's news, reply to one of its messages or contact the club. It does not affect your registrations or your account.
W110 does not send parents marketing.
9. How long we keep information
We do not yet delete information on a fixed schedule. Information is kept while your account and your club's account are open, and after that until you or your club ask us to delete it.
- Closing your account removes your account and, at present, the payment records and waiver signatures linked to it. Records of which terms you accepted are kept.
- When a club leaves W110, it can export its data, and we delete the club's data when it asks us to.
- AI request data is kept by Anthropic for up to 30 days, as described in §7.
- Server and error logs are kept by our hosting and monitoring providers under their own retention settings.
10. Your rights
You can ask us to show you the information we hold about you, correct it, delete it, or give you a copy of it, and you can object to certain uses. We respond within 45 days.
If your club is the controller of the information, we may pass your request to them.
California residents have specific rights under the CCPA/CPRA, including the right to know, delete, and correct, and to not be discriminated against for exercising them. We do not sell or share personal information as those laws define it.
11. Security
Access is restricted by role: a club administrator sees their club, coaches see athletes in their club, and a parent sees their own household. No club can see another club's data. Passwords are hashed. Traffic is encrypted. Payment details are handled by Stripe, not by us.
No system is perfectly secure. If a breach affects your information, we will tell you and your club as the law requires.
12. Where information is stored
Your information is stored and processed in the United States. If you are outside the United States, using W110 means your information is transferred there.
13. Changes
When we make a material change we will tell you at least 30 days before it takes effect and say what changed. We tell you by email to the address on your account, and we show you the new version when you next sign in. Every version is kept, and you can see which one you accepted, and when, in your account.
14. Contact
Privacy questions: privacy@w110.io Anything else: otti@w110.io
West 110
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