Privacy policy

Effective October 27, 2026

OfficialCrew is a scheduling and pay app for youth sports umpires. Phynite Solutions, LLC (“Phynite”, “we”, “us”) runs it. This policy covers the website at officialcrew.app and the app at app.officialcrew.app. It explains what we collect, why, who helps us run the service, and the choices you have.

Questions go to hello@officialcrew.app or Phynite Solutions, LLC, San Antonio, Texas.

The short version

• We collect what we need to schedule games, notify umpires and pay them, and nothing more.
• We never collect Social Security numbers, tax IDs, bank account details or full birth dates. Payout details are entered with our payouts provider, not with us.
• We don’t sell personal information, and we don’t use it for advertising.
• The website sets no cookies and runs no analytics or tracking scripts.
• Umpires under 18 can’t take games until a parent or guardian approves, and nothing in the app lets an adult message a minor.

Information we collect

When you ask about early access

If you fill in the early access form on officialcrew.app, we collect your name, email, league name and role, and, if you add them, your city and state, the sports you schedule, roughly how many games you run, how you schedule umpires today, and any note you leave. We use this only to contact you about OfficialCrew.

When you use the app

Your league invites you, and you sign in with a one-time code sent to your email or with a passkey. Depending on your role, we keep:

• Account details: name, email and phone number.
• League details: the leagues you belong to, your roles (umpire, umpire-in-chief, admin, treasurer and so on), and the divisions you’re cleared for.
• Umpire details:
  • Positions, certifications, and game limits.
  • Availability and dates you’re away.
  • Background check and training expiry dates. These are dates only, not the reports.
  • For conflict checks, the teams you coach or your children play on, with a child’s first name.
• Games and pay:
  • The games you claim, are assigned or work, releases and swaps.
  • Pay rates, earnings and the status of your payout account.
  • The payout account itself is held by our payouts provider.
• For umpires under 18: the date you turn 18 (not your birth date), your parent or guardian’s name and email, and the date and version of their consent.
• Notification settings: your choices, push notification tokens for your devices, and your calendar feed link.
• Security and history: a record of each change (who did what, when) so leagues can trust their schedules and pay records. Also your sign-in sessions and the browser they came from.

Your league also gives us its game schedule, fields, divisions and pay rates, usually from Sports Connect.

What we don’t collect

No Social Security numbers, tax IDs, bank or card numbers, full birth dates, precise location, or contacts from your phone.

How we use it

• To run the service: show games, check who can take them, keep crews covered, and calculate pay.
• To send the messages you rely on: game changes, reminders, release decisions and payout updates, by push, email or text.
• To keep accounts and records secure, prevent abuse, and fix problems.
• To answer you when you contact us.
• To contact people who asked about early access.

We don’t sell personal information, share it for advertising, or use it to train AI models.

Who can see what

• Your league (its umpire-in-chief, admins and treasurer) sees what it needs to run its schedule and pay its umpires.
• Other umpires see only your name on a crew. Never your email or phone.
• Parents and guardians see their minor’s games and earnings, and can get copies of their notifications.
• Service providers process data for us under contract, only to run OfficialCrew:

We may also share information if the law requires it, to protect someone’s safety, or as part of a sale or merger of Phynite, in which case this policy still applies to it.

Leagues decide how their own data is used and can ask us to export or delete it. When you use OfficialCrew through a league, we act on the league’s behalf for its schedule and pay records.

Text messages

If you opt in to texts, we send messages about your games, such as changes, cancellations and reminders. Message frequency varies, and message and data rates may apply. Reply STOP to stop or HELP for help. We don’t share your mobile number or text opt-in with anyone for their marketing.

Cookies

The website sets no cookies and loads no third-party scripts. The app uses one essential cookie to keep you signed in, and during sign-in Amazon Cognito’s page sets its own essential cookies. None are used for tracking.

Umpires under 18

Many youth leagues train teenage umpires. In OfficialCrew:

• A minor can’t claim a game until a parent or guardian approves.
• We store the date they turn 18, not their birth date.
• Nothing lets an adult message a minor, and other umpires see only their name.
• Their guardian can see their games and earnings, and holds their payout account.

OfficialCrew is not for children under 13, and we don’t knowingly collect information from them. If you believe a child under 13 has an account, contact hello@officialcrew.app and we’ll delete it.

How long we keep it

• Early access requests: until you ask us to delete them, or 24 months after we last heard from you.
• App data: while your league uses OfficialCrew. When a league leaves, we delete its data within 90 days, except pay and payout records, which we keep for 7 years for tax and accounting.
• Change history: kept as long as the league’s records, because it’s how leagues resolve disputes about games and pay.

Your choices

You can:

• See and update your profile and notification settings in the app.
• Ask us for a copy of your information, or to correct or delete it, at hello@officialcrew.app. We’ll answer within 30 days. Some records belong to your league, such as games you worked and payments you received. We may need to keep those for the league or for the law, and we’ll tell you if so.
• Turn off push, email or text for most messages. A few, like a cancelled game today, always send at least one way.

Depending on where you live, you may have more rights under your state’s privacy law. We honor them for everyone.

Security

We encrypt data in transit and at rest. Invite links, sign-in sessions and calendar links are stored only in hashed form, and one-time sign-in codes are handled by Amazon Cognito. The database isn’t reachable from the internet, and access is limited to the few people who run the service. No system is perfectly secure. If a breach affects your information, we’ll tell you and your league as the law requires.

Changes

We’ll post changes here and update the date at the top. If a change matters, we’ll tell you in the app or by email before it takes effect.