Velocity Sports Management Inc. Effective Date: April 25, 2026 Last Updated: April 25, 2026
Velocity Sports Management Inc. (“VSM,” “we,” “us,” or “our”) is committed to protecting the privacy of all users of our Athlete Portal and website at velocitysm.com. This Privacy Policy describes how we collect, use, disclose, and safeguard your information.
1. Information We Collect
Account Information. Name, email address, password (encrypted), date of birth, gender, mobile phone number (when provided).
Athlete Profile Data. Sport, position, school, graduation year, height, weight, GPA, city, state, jersey number, bio, achievements, coach contact information, highlight video links.
Parent/Guardian Information. Name, email address, mobile phone number, relationship to athlete.
Emergency & Insurance Information. Emergency contact name and phone, insurance provider and policy number.
Medical Records. Physical exam records, vaccination records, allergies, injury history, medications, concussion history, chronic conditions, and other health information voluntarily provided by users.
Wearable Device Data. Heart rate, sleep, steps, heart-rate variability, and other biometric metrics submitted by your registered wearable devices.
Usage Data. Login records, IP address, browser type, pages visited, and access timestamps for security and audit purposes.
2. How We Use Your Information
We use information to operate the VSM Athlete Portal, manage athlete registrations and rosters, schedule practices and games, deliver coach-to-athlete communications, store medical records securely under HIPAA-compliant access controls, send notifications about program activity, and process program registrations.
3. SMS / Text Message Notifications
If you provide a mobile phone number and opt in to text-message notifications, we may send you transactional SMS messages from a Velocity Sports Management Inc. phone number. These messages may include:
- Practice and game schedule notifications, including new schedules, cancellations, and changes
- New message alerts when a coach, parent, or doctor has sent you a message in the portal
- Event registration confirmations and reminders
- Waiver-signature reminders
- Generic medical-message alerts (the alert itself contains no protected health information; you must log in to the portal to view the secure message)
Opt-In. SMS notifications are off by default. You opt in by enabling the SMS toggle in your account’s Notification Preferences after verifying your phone number. By opting in, you consent to receive automated text messages at the number you provided.
Opt-Out. You may opt out at any time by replying STOP, UNSUBSCRIBE, CANCEL, END, or QUIT to any text message from us, or by disabling SMS notifications in your account settings. After opting out you will no longer receive SMS notifications. Replying HELP at any time will provide our support contact information.
Costs. Message and data rates may apply per your mobile carrier’s plan. We do not charge for the messages themselves. SMS frequency varies based on your activity in the portal and the events for which you opt in (typically 0–10 messages per week).
Carriers. We are not liable for delayed or undelivered messages. SMS service is provided through Twilio, our SMS gateway provider.
No Sale of SMS Data. Mobile phone numbers and SMS opt-in data are never sold, rented, or shared with third parties for marketing purposes. SMS data is shared only with Twilio for the purpose of delivering messages you have requested.
4. How We Share Your Information
We do not sell, rent, or trade your personal information. We share information only as follows:
- With assigned coaches for athlete profile data (excluding medical and insurance information)
- With assigned doctors for medical and wearable data, only for athletes who have a parent on file (for athletes under 18) and only after appropriate consent
- With linked parents/guardians for athletes under 18
- With service providers (such as Twilio for SMS, our hosting provider, and our email-delivery provider) under confidentiality and data-protection agreements
- As required by law (subpoena, court order, or to comply with legal obligations)
- To protect rights or safety in good-faith belief that disclosure is necessary
5. Children’s Privacy (COPPA)
We do not knowingly collect personal information from children under 13 without verifiable parental consent. Athletes under 13 must have a parent or guardian account linked to their profile before we collect any data. Parents may review, modify, or request deletion of their child’s information at any time by contacting info@velocitysm.com.
6. Medical Information (HIPAA)
Medical records, wearable biometric data, and communications between parents and assigned doctors are treated as protected health information (PHI) and access is logged for compliance audit. Coaches do not have access to medical records or wearable data. For athletes under 18, medical communications are routed to the parent/guardian on file.
7. Data Security
We implement industry-standard security measures including encrypted password storage, HTTPS-only access, role-based access controls, audit logging of medical-data access, and secure session management. No internet transmission is 100% secure, but we work to protect your information.
8. Data Retention
Account data is retained while your account is active. After account closure, we retain limited data as needed for legal, audit, and tax obligations (typically up to 7 years), then delete it. Medical records are retained per Texas state law requirements.
9. Your Rights
You may at any time:
- View and update your profile and account information through the portal
- Request a copy of all data we hold about you by emailing info@velocitysm.com
- Request deletion of your account and personal data (subject to legal retention requirements)
- Opt out of SMS, email, or in-app notifications in your account settings
- For California, Virginia, Colorado, Connecticut, and Utah residents: rights as provided by your state’s consumer privacy law
10. Cookies & Tracking
We use essential cookies for login session management. We do not use third-party advertising cookies or cross-site tracking.
11. Third-Party Links
The portal may contain links to third-party websites. We are not responsible for the privacy practices of those sites. Review their privacy policies before providing any information.
12. Changes to This Policy
We may update this Privacy Policy from time to time. Material changes will be communicated through the portal and via email. Continued use of the portal after changes constitutes acceptance.
13. Contact Us
For questions, requests, or to exercise your rights:
Velocity Sports Management Inc. Email: info@velocitysm.com Phone: (346) 266-0550 Website: velocitysm.com