Privacy Notice. IX Baseball

This Privacy Notice explains how IX Baseball ("IX Baseball", "we", "us", or "our") collects, uses, shares, and protects personal data when you use our website and player development platform (the "Service"). It applies to parents, guardians, athletes, coaches, and the teams, academies, training facilities, schools, and organizations (collectively, "Organizations") that use IX Baseball to develop players.

1. Data controller and roles

IX Baseball is the data controller for personal data we collect directly from parents, coaches, and visitors to our website (for example, account creation, billing, and communications you send us).

When an Organization uses IX Baseball to manage its own athletes, coaches, teams, and development records, IX Baseball acts as a data processor on behalf of that Organization for that data. Each Organization is the controller of its own roster and development records. See our Organization Data Processing Addendum and Coach Data Processing Addendum for details.

Contact: privacy@ixbaseball.ca.

2. Personal data we collect

Account data

Name, email address, password (hashed), profile photo (optional), phone number
Role (parent, coach, athlete, organization admin), team or organization affiliation
For coaches: bio, certifications, references, payout details, public coach profile content
For organization admins: organization name, contact details, role within the organization

Athlete data (collected and managed by the parent or organization)

Athlete name, age or date of birth (optional), position, handedness, graduation year, training notes
Linked-account relationships (parent ↔ athlete, athlete ↔ team, athlete ↔ organization)
Coach notes, assessment findings, development goals, drill history, practice plans

Content data

Videos uploaded by parents, athletes, or coaches (swings, pitches, practice clips), annotations, audio comments, AI-assisted reports, drills, plans, and messages between parents and coaches.

Assessment and development data

HittingIQ assessments, Transfer Scores, swing and pitching metrics, development scorecards, progress history, achievements, drill completions, and check-in responses.
Some scores and reports are produced with the assistance of AI models (see Section 5 below); all are stored as structured records associated with the athlete's profile.

Usage and device data

Pages viewed, features used, in-app actions, error logs
IP address, browser type, device identifiers, approximate location (derived from IP)
Push notification tokens (when you opt in to push notifications)
Cookies and similar technologies (see Section 10)

Payment data

Billing details and payment information are collected and processed by our reseller Paddle.com, the Merchant of Record for all orders. We do not store full payment card numbers. We receive limited transaction metadata (such as plan, status, last four digits, country, subscription lifecycle events).

Communications

Support messages, feedback, survey responses, pilot feedback, in-platform messages between parents and coaches, and emails you send us.

3. How we use your data and our legal basis

Provide the Service (contract): account creation, video storage, generating reports, enabling coach reviews, team and organization management, messaging, push notifications, drill prescriptions, and progress tracking.
Billing and subscriptions (contract, legal obligation): processing payments via Paddle, sending receipts, managing renewals, cancellations, and refunds.
Security, fraud prevention, abuse handling (legitimate interests, legal obligation): authentication, rate limiting, detecting unauthorized access, enforcing our Terms, identity-resolution and merge auditing.
AI-assisted processing (contract, with explicit consent at enrollment): generating reports, scores, and drill recommendations using AI models (see Section 5).
Service improvement (legitimate interests): product analytics, error monitoring, debugging, and aggregated/anonymized statistics. We do not use behavioral advertising trackers.
Customer support (contract, legitimate interests): responding to your messages.
Service-related communications (contract): account, security, and transactional emails.
Marketing emails (consent): only if you opt in. You can unsubscribe at any time.
Legal compliance (legal obligation): tax, accounting, responding to lawful requests.

4. Who can access athlete data inside the platform

All athlete data is private by default. Access must be granted, never assumed. Access inside IX Baseball is controlled by these relationships:

Parents and guardians who are linked to an athlete can access that athlete's profile, videos, assessments, reports, and development data, and can manage consent and sharing on the athlete's behalf.
The athlete, where the parent has enabled an athlete-facing view, can view their own progress.
Coaches assigned to an athlete can access that athlete's videos, assessments, and reports. A coach is "assigned" when (a) the coach is a member of a team the athlete has joined, (b) the coach is a member of an organization the athlete is enrolled in, (c) the coach has been invited to coach the athlete directly, or (d) the parent has explicitly requested a coach review from that coach. Coaches do not have cross-team or cross-organization access to athletes they are not assigned to.
Organization administrators of a team, academy, or organization the athlete is enrolled in can access roster, assessment, and development data for athletes within their organization for the purpose of player development and program management.
Recipients of share links that you, the parent, explicitly create. Share links are revocable at any time.
IX Baseball staff may access data on a limited, role-restricted basis to operate, support, debug, and secure the Service. Access is logged.

Athletes do not have public profiles, are not searchable across the platform, cannot be contacted by strangers, and are not exposed to recruiting features. If we introduce recruiting features in the future, they will be opt-in, will require separate feature-specific consent, and will not be enabled for minors without verifiable parental consent.

5. AI-assisted processing

IX Baseball uses AI models to assist with generating development reports, scores (including HittingIQ and Transfer Score), drill rationale, and coaching cues from video and assessment data. You should understand:

AI outputs are decision support, not a substitute for human coaching judgment.
Video frames and assessment data may be sent to third-party AI providers acting as our subprocessors strictly to produce the requested output. These providers are bound by contract to process the data only on our instructions and not to train their own models on it.
We do not sell your data and we do not authorize third parties to use your videos or your athlete's data to train general-purpose AI models.
You may decline AI-assisted processing by contacting privacy@ixbaseball.ca; doing so may limit some features (such as automated scoring and drill prescription).
A current list of our AI subprocessors is on our Subprocessors page.

6. Who we share data with

Service providers / subprocessors. Hosting, database, storage, transactional email, push notifications, AI providers, product analytics, error monitoring, and customer support tooling. See our Subprocessors page for the current list.
Paddle (Merchant of Record). For the sale of subscriptions, payment processing, tax compliance, invoicing, subscription management, and refund handling. See Paddle's Privacy Notice.
Other users you are connected to. Coaches assigned to your athlete, organizations your athlete is enrolled in, parents or guardians you have linked to your athlete, and recipients of share links you create.
Professional advisers. Legal, accounting, and insurance, where necessary.
Authorities. Where required by law, court order, or to protect rights, safety, and security.
Successor in interest. In the context of a merger, acquisition, or asset sale, subject to confidentiality and prior notice.

We do not sell your personal data, we do not use your videos or your athlete's data to train third-party AI models, and we do not run third-party ad networks.

7. International transfers

IX Baseball is based in Canada. Our service providers may process data outside your country of residence, including in Canada, the United States, and the European Union. Where required, we rely on appropriate safeguards such as Standard Contractual Clauses, UK International Data Transfer Addendum, or adequacy decisions (including the Canada adequacy decision recognized by the European Commission).

8. Data retention

We retain personal data for as long as your account is active and as needed to provide the Service. Specific retention windows:

Account data. For the life of your account; deleted or anonymized within 30 days of account closure.
Athlete videos and reports. For the life of the account; parents may request earlier deletion at any time.
Consent records. Retained for at least 7 years after withdrawal or account closure as legally defensible evidence of the consent given.
Billing and tax records. Retained as required by applicable tax law (typically 6-7 years).
Email suppression list. Retained indefinitely to honour unsubscribe and bounce preferences.
Audit and security logs. Retained up to 24 months for fraud prevention and security investigation.
Backups. Encrypted backups are rotated on a 30-day cycle and may briefly retain deleted records until cycled out.

9. Your rights

Depending on where you live, you have the right to:

Access the personal data we hold about you and your athlete;
Request correction of inaccurate data;
Request deletion of your data ("right to be forgotten");
Restrict or object to certain processing, including AI-assisted processing;
Request portability of your data in a structured, machine-readable format;
Withdraw consent where processing is based on consent;
Not be subject to solely automated decisions with legal or similarly significant effects (IX Baseball does not make such decisions. AI outputs are decision support for human coaches and parents);
Lodge a complaint with your local data protection authority (in Canada, the Office of the Privacy Commissioner of Canada or your provincial commissioner).

Parents and guardians may exercise these rights on behalf of their minor athletes, including reviewing what data we hold, correcting it, exporting it, and requesting deletion. To exercise any of these rights, email privacy@ixbaseball.ca. We will respond within 30 days.

10. Cookies and similar technologies

Essential cookies. Required for login, security, and core functionality. Cannot be disabled.
Analytics cookies. First-party only, used to understand product usage and improve features.
Marketing cookies. We do not use third-party advertising cookies or pixels.

11. Security

We use industry-standard technical and organisational measures to protect your data, including encryption in transit (TLS) and at rest, role-based access control, row-level security on our database, private storage buckets for videos with signed URLs, identity verification on sensitive operations, and audit logging. No system is perfectly secure, but we work continuously to protect your data and notify affected users without undue delay if a personal data breach occurs.

12. Children

IX Baseball is designed to be administered by adults. Parents or guardians for individual athletes, and authorized coaches and organization administrators for teams and programs. Accounts that hold and manage athlete data must be opened and operated by an adult who has authority to act on behalf of the athlete. Where an athlete is a minor, the parent or guardian owns and controls all athlete content, retains the right to review, export, and delete it, and is the recipient of all consent and disclosure obligations under this Notice. We do not knowingly collect personal data directly from children under 13 without verifiable parental consent. If you believe a child has provided us data without proper consent, contact us immediately and we will delete it.

13. Changes to this notice

We may update this Privacy Notice from time to time. Material changes will be communicated through the Service or by email. When we make a material change, we will update the "Last updated" date at the top.

14. Contact

Privacy questions, data subject requests, or to withdraw consent: privacy@ixbaseball.ca
General contact: team@ixbaseball.ca