Velocity Sports Management Inc. Effective Date: May 8, 2026 Last Updated: May 8, 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.
SMS Consent Records. When you opt in to receive text messages, we record your phone number, the timestamp of opt-in, your IP address at the time of opt-in, the exact consent language displayed to you, and the method by which you opted in (registration form, parent add-child form, or settings page). We retain this record for compliance with telephone consumer protection laws.
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. Mobile Information and SMS Notifications
No third-party sharing for marketing. We do not share your mobile phone number, SMS opt-in status, or any mobile information with third parties or affiliates for marketing or promotional purposes. Mobile information collected by VSM is used solely to operate the SMS notification service you have opted in to and is shared only with our SMS gateway provider (Twilio Inc.) for the technical purpose of delivering messages you have requested.
Opt-in is voluntary and standalone. SMS notifications are off by default. To receive SMS messages, you must affirmatively check a separate, unchecked-by-default consent checkbox that is not bundled with any other agreement (including our Terms of Service, Privacy Policy, parental waivers, or program registration). Consent to receive SMS messages is not a condition of registration, program participation, or any purchase.
Message types. If you opt in, we may send you operational text messages about your program activity, including: practice schedule announcements and last-minute changes, game schedules and venue information, weather-related cancellations and reschedules, snack-signup reminders, event announcements for activities you are enrolled in (camps, clinics, tournaments), waiver and form reminders, parent or athlete notifications when stats or measurables are posted to that athlete’s own profile, generic alerts that a doctor has sent a secure message in the portal (the SMS contains no protected health information; you must log in to view the message), direct portal messages from coaches and administrators, and one-time verification codes for account security.
Frequency. Typical message volume is 4–8 messages per month per recipient, with higher volume during active season weeks and lower volume in the off-season.
Costs. Message and data rates may apply per your mobile carrier’s plan. We do not charge for the messages themselves.
Opt-out. You may opt out at any time by replying STOP, UNSUBSCRIBE, CANCEL, END, or QUIT to any text message from us, by clicking “Revoke SMS Consent” in your portal Settings, or by emailing info@velocitysm.com. Replying HELP at any time will return our support contact information.
Carrier disclaimer. We are not liable for delayed or undelivered messages. Message delivery is subject to your wireless carrier’s network availability.
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 that prohibit use of your information for any other purpose
- 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
No sharing of mobile information with third parties or affiliates for marketing or promotional purposes. This applies to your phone number, SMS consent record, and the contents of any text message communications.
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.
For SMS specifically: athletes under 13 cannot opt in to receive text messages directly. Only the parent or legal guardian on file may opt in, and any SMS messages about a minor athlete go to the parent’s verified phone number, not the child’s.
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.
No PHI in SMS. SMS messages we send never contain medical information, lab results, diagnoses, or any other protected health information. Medical-related SMS messages are limited to a generic notification that a secure message is available in the portal; the user must log in to view the actual content.
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. SMS consent records and opt-out events are retained for at least four (4) years following the most recent activity, as required by FCC and state telephone consumer protection regulations.
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