Privacy policy

Who we are

Baseball Time lists youth baseball tournaments with open brackets, at youthbaseballtime.com and its Texas and Oklahoma edition, youthbaseballtimeintx.com. Softball Time, at youthsoftballtime.com, does the same for fastpitch softball and works the same way. This policy covers all three. They’re run by Saw Tech Solutions LLC, a Texas company (“we” and “us”). Questions about this policy go to info@youthbaseballtime.com.

Email alerts

If you ask us to email you new tournaments, we keep:

• Your email address.
• The search you’re following: the age groups, the place it’s measured from (a town name and its map coordinates) or the states you picked, the distance, the date window, the days you can play, any minimum team count, and which of our two sites you signed up on.
• How often you want to hear from us (daily or weekly), when you signed up and confirmed, and when we last emailed you.
• A random code that goes in your confirm and unsubscribe links, so those links work without a password.

It’s stored in our database at Supabase, and the emails are sent through Resend. Nothing but a confirmation email is sent until you tap the link in it. After that we only write when a tournament new to your search turns up, and every email has an unsubscribe link. We use your address for these alerts and nothing else.

Unsubscribing stops the emails straight away. Your address stays on file, marked as unsubscribed, so it isn’t emailed again. We don’t currently delete old signups automatically, confirmed or not. If you’d like yours deleted completely, email us and we will.

Accounts

An account lets a coach claim and edit their team’s page, and lets anyone ask for a team page to be taken down. There are no passwords: we email a one-time code to sign in. If you make one, we keep:

• Your email address (it’s your sign-in) and the name you give us.
• Whether you said you’re a parent, a coach or both, when you agreed to these terms, which of our sites you signed up on, and which optional emails you want.
• Claims you make on teams (your role and any note), and our decision. The note and your email are seen by us when we check the claim.
• Removal requests you send (your relationship to the team and any reason).
• For a team you coach: what you put on its listing, its tryouts, and the contact email and phone you enter for it.
• While you’re signed in on the board: the tournaments you’ve starred or marked as registered, and your search (ages, distance, window, days, minimum, states and the place you search from, its coordinates rounded to about a kilometer), so they’re the same on every device and on each of our sites. Signing out removes the saved tournaments from that browser; they stay with your account.
• To stop sign-in codes being abused, a scrambled (one-way hashed) copy of your email address and IP address for each code we send, deleted after a day.

Who sees what. A team listing (about, positions, tryouts, links) is public. The contact email and phone a coach enters are shown only to signed-in visitors, and only while the coach chooses to show them; they’re never in the public page. Your own email and name aren’t shown to anyone else on the site. We see claims and removal requests to review them.

Where it lives. Accounts and sign-in are handled by Supabase (our database and its sign-in service); the code emails go through Resend. Your browser keeps your signed-in session in its own storage, and signing out clears it.

Your data. In your account settings you can download everything we keep about your account as a file, including player profiles, messages, saved tournaments and your search, or delete the account. Deleting removes your account, claims, requests, player profiles, saved tournaments, your search and your conversations for good; a team listing you edited stays with the team for its next coach, with your name off it.

Player profiles

A parent can make a private profile about their player so confirmed coaches can find them. There are no child accounts; the parent makes and controls it. We never ask for the player’s name. A profile holds:

• Sport, birth month and year (used only to work out the age group, and never shown to anyone), home ZIP code, positions, bats and throws, years of experience and level.
• Only if you add them: a private nickname (shown to you alone), a school district (never a school), notes, a highlights link, whether you’re open to a new team, and dates you’re available as a pickup player.
• Your ZIP code’s map position, looked up with Zippopotam.us when you save and rounded to about a kilometer (two-thirds of a mile). It’s only ever used to work out a rough distance (such as “5 to 10 miles”) from a coach’s own team.

Who sees it. Only coaches we’ve confirmed run a team can search profiles at all, and only through a search that returns what your visibility setting allows:

• Anonymous (the default): age group, positions, experience, bats and throws, level, a rough distance band from the coach’s team, and how recently the profile changed.
• Choose what coaches see: the same plus only the extras you tick (your name, district, notes, highlights link, your email or phone). Your email and phone are shown only while you’re open to a new team.
• Invisible: not in any search, and coaches can’t message you.

A profile only appears in search while you’re open to a new team or have upcoming pickup dates. Other parents, guests and the public never see profiles.

Private messages

Parents and confirmed coaches can message each other on the site. A conversation is between a family and a team (every confirmed coach of that team can read it). We store the messages to deliver them, to enforce the limits (one follow-up before the other side replies, a daily cap on new conversations), and so we can review a conversation that someone reports. Your email and phone are never shown in a conversation unless you choose to share them.

When someone writes to you, and only for the first message of a conversation or the first reply, we email you a short notice through Resend; the email never includes the message. You can turn these notices off in your account settings. Blocking a conversation stops new messages from both sides and the other person isn’t told. Reporting one blocks it and sends it to us to review.

Your location

The board measures distances from a place you choose: a city, a zip code, or your current location if you tap “Use my location” or “Locate” and your browser asks and you allow it. Here’s where that place goes:

• Your browser does the distance math and remembers the place for next time.
• Our database is asked for tournaments inside a wide box drawn around your place, or inside the states you picked. The box is tens of miles bigger than your search, but its edges are worked out from where you are.
• Looking up a place name: a city you type is looked up with Open-Meteo, and a zip code with Zippopotam.us. If you share your current location, its coordinates are sent to BigDataCloud to turn them into a town name.
• The page address carries your search, including the place name and its coordinates, so a search can be bookmarked or shared. The Share button at the top shares that address. “Share with the team” on a single tournament does not include your location.
• Alerts and calendar feeds: if you sign up for alerts, the place is stored with your search (see above), its coordinates rounded to about a kilometer. A calendar feed for a search near you has the coordinates in its address, and your calendar app fetches it from our server to stay up to date.

Our page-visit counts strip the place and coordinates from the address before anything is sent. Like any website, our hosting providers may keep short-lived logs of the addresses requested from them.

Searching with a sentence

If you type a search like “12U near Tulsa in March” and tap “Search this” (or press Enter), the words you typed and today’s date are sent to our server, which asks Anthropic’s Claude to turn them into filters. Nothing else goes with them: not your saved place, your coordinates or your saved tournaments. The filters come back to your browser, which looks up any place named in the usual way (see above) and runs the search itself. We keep the typed words in our hosting provider’s short-lived logs to see which searches are misread; Anthropic handles them under its commercial API terms. If you’d rather not, use Filters instead: the plain find box never leaves your browser.

The Diamond Time app

Diamond Time is our iPhone and Android app. It is the same board as this site and keeps the same things, in the same places, as described on this page. It adds one thing: if you’re signed in, have saved a tournament and allow notifications, we store your phone’s notification address (a token from Apple or Google) with your account, along with which sport you follow and when it was last used. We use it only to tell you about tournaments you saved (when the bracket in your age groups fills, the dates move or the venue changes) and, if you turn on Alerts in the app, about new tournaments that match the search you followed, which we keep with your account. The notices go through Apple’s or Google’s notification service. Signing out in the app or deleting your account removes it, and we drop it on our own once Apple or Google says it no longer works. Turning notifications off in your phone’s settings stops them from showing.

On your device

These are kept in your browser’s own storage. Signed out, they never reach our servers; signed in, your search and saved tournaments are also kept with your account (see Accounts).

• Your filters (ages, distance, dates, days, minimum, states) and the place you search from.
• The tournaments you’ve starred or marked as registered.
• Light or dark mode, whether you’ve hidden the Run the Play strip or the alerts reminder, whether you’ve signed up for alerts from this device, and a visit count used to decide when to suggest adding the site to your home screen.
• A short-lived copy of the last board and weather forecasts, so the page opens quickly. The site also keeps a copy of its own files for fast and offline loading.

The birthday helper that works out an age group is never stored or sent. Clearing this site’s data in your browser removes all of the above.

Cookies and visit counts

We don’t use tracking or advertising cookies. We count page visits with Vercel Web Analytics, which sets no cookies and doesn’t know who you are. It sees the page address (with your location removed), the site you came from, your country and your kind of device and browser. We also count a few actions: tapping or hiding the Run the Play link, signing up for alerts (with the frequency, ages and whether the search is by distance or by state), and using a sentence search (only that it was used, not what was typed). None of these carries an email address or a location. When you tap the hotel room-block link on the Dallas–Fort Worth page, our server adds one to that day’s count for the link before sending you on to the hotel’s form. The count keeps nothing about you, and what you type into the hotel’s form goes to the hotel, not to us.

Services we use

• Vercel hosts the site and counts page visits.
• Supabase stores tournament and team data, alert signups, accounts and what they post, and the daily count of taps on the hotel link, and runs sign-in.
• Resend delivers alert emails, sign-in codes and account notices.
• Apple Push Notification service and Google Firebase Cloud Messaging deliver notifications to the Diamond Time app.
• Anthropic (Claude) turns a typed sentence search into filters, and reads organizers’ public tournament pages when our own page reader can’t.
• Zippopotam.us turns a player profile’s ZIP code into a map position when you save it (the ZIP only).
• Open-Meteo provides weather forecasts for tournament locations (the tournament’s coordinates, not yours) and city lookups. Zippopotam.us looks up zip codes, and BigDataCloud names your current location if you share it.
• OpenStreetMap draws the map, and cdnjs serves the map software. Both load only when you open the map.

Each of these sees your IP address when your browser contacts it, as any website would. Links out of the site (to tournament organizers for registration, to Google Maps for directions, to Run the Play, to a hotel’s form for requesting a team room block, to Buy Me a Coffee, or to our Instagram, Facebook, TikTok, YouTube and X accounts) go to sites with their own privacy policies.

Tournament information

Tournament names, dates, places, fees and team counts are gathered from schedules that organizers publish on their own public websites, and are rechecked twice a day. When an organizer’s page changes in a way our own reader can’t follow, Claude reads it instead, and those tournaments say so on their details. If you run a tournament and something we show is wrong, or you’d like it removed, email info@youthbaseballtime.com with a link to the event and we’ll fix it.

Team information

Team pages are built from the team lists tournament organizers publish for their events (NCS, USSSA and Exposure Events today). We keep only what those lists show: a team’s name, the age group and class it entered, its home town when the organizer lists one, its win-loss record when the organizer posts one, and which tournaments it entered. We never collect player names, rosters or photos; the organizers’ roster pages are never opened. A coach who wants a team page corrected or taken down can use the links on that page or email info@youthbaseballtime.com; a page taken down stays down even though the team keeps appearing on organizers’ lists.

Children

Baseball Time is made for parents and coaches, not for children, and we don’t knowingly collect personal information from anyone under 13. Accounts are for adults 18 or older; there are no child accounts. If you think a child has signed up for alerts or an account, email us and we’ll delete it.

Seeing or deleting your information

To delete your account in the Diamond Time app or on Baseball Time or Softball Time: sign in, tap the person icon at the top of the board to open your account, then tap Delete my account and confirm. This removes your account, saved tournaments, your search and followed searches, notification tokens, player profiles, team claims and requests, and your conversations for good. A team listing you edited stays with the team for its next coach, with your name taken off. To download a copy first, use Download my data on the same page.

Without an account, or for anything else, email info@youthbaseballtime.com from the address you signed up with and we’ll tell you what we have, correct it, or delete it. A deleted address may stay in our database provider’s routine backups for a short time before those expire.

Changes

If we change what we keep or who sees it, we’ll update this page and the date at the top first.