This policy explains what The Film Room at Hoops College collects about you and your player, why, who handles it, how long we keep it, and your choices. The controller is Hoops College LLC, film@hoopscollege.com.
What we collect
From
What
Why
You, before payment
Your name and email, and your acceptance of the acknowledgment, with the date, time, IP address, browser details, and the exact policy text shown
To take your order and prove what you agreed to
Stripe, at payment
Name, email, billing details, payment and checkout IDs. We never see or store your full card number
To process and record payment
You, on the intake form
Player's name, gender, grade or graduation year, height, position, teams and level, optional weight and wingspan, player and parent goals, film links with jersey number and color, optional game notes (which may include injury or illness), time zone and call times, consent, and optional approval for direct contact with the player, with the date, time and IP address
To watch the film and write the evaluation
The film you link
Game footage of the player and others on the court
To evaluate the player
Delivering the service
Copies of every email we send and its delivery status. Each time the report link is opened: the date, time, IP address and browser. Debrief call date, length, attendees, and the recording. Notes of follow-up conversations
To deliver the service and keep evidence if a payment is disputed
We do not use advertising or analytics trackers on this site. The site loads fonts from Google Fonts and rsms.me, which receive your IP address when pages load.
Information about minors. The player is usually under 18. We collect the player's information from the parent or guardian, not from the player, and only with the parent's consent on the intake form. We do not knowingly collect information directly from children under 13. We contact the player directly only with the parent's written approval.
Film clips. We cut short clips from your film to illustrate the report. They are uploaded to YouTube as unlisted videos, which do not appear in search or on our channel, and are visible only to people who have the link. We never share the links. You may share them at your discretion. YouTube's own privacy policy applies to the hosting.
The report link. The report is delivered through a unique, hard-to-guess link instead of an email attachment. Each time it is opened, we log the date, time, IP address and browser, so we have a record of delivery.
Call recordings. Every debrief call is recorded, with your consent at purchase and verbal confirmation at the start of the call. Recordings are stored privately in our secure file storage, never on YouTube or any public site, and only the evaluator can access them.
Payment disputes. If you dispute a charge with your bank, we may send Stripe and your card issuer the evidence needed to respond. This can include your acknowledgment record, intake submission, email log, report access log, follow-up notes, and a description of the call.
Who handles your information
Provider
Role
Stripe
Payment processing and dispute handling
Supabase
Database and private file storage (recordings, reports)
Resend
Sending email
Cloudflare
Hosting this website
YouTube (Google)
Hosting unlisted clips
Video call provider [Attorney: name, e.g. Zoom or Google Meet]
Running and recording the debrief call
We do not sell your information or share it for advertising. We may disclose it if the law requires.
Marketing. Evaluation clients do not receive Hoops College training marketing unless they opt in.
How long we keep it. Call recordings and report access records are deleted automatically 18 months after purchase, unless a payment dispute is still open. Other information about the player is deleted on the same schedule, unless your family becomes an ongoing Hoops College client. [Attorney: see open question on the retention gap.]
International clients. We are based in the United States, and your information is stored and processed there. If you are in the European Economic Area or the UK, we process your information to perform our contract with you, with your consent for the player's information and call recording, and for our legitimate interest in keeping evidence of the service. You may ask to access, correct, delete, or receive a copy of your information, object to or restrict processing, withdraw consent, or complain to your local data protection authority.
Your choices. Email film@hoopscollege.com to see, correct, or delete your or your player's information. We will reply within one business day, and complete the request within 30 days. We may keep records we need for an open payment dispute or that the law requires.
Security. Data is encrypted in transit. Files are kept in private storage, and access is limited to the evaluator and the people who run our systems.
Changes. We will post any update here with a new version number. The version shown at your purchase is kept with your order.