Draft — pending attorney review. This text describes what CLEARED does today and has not yet been reviewed by a lawyer.
Privacy Policy
Version 2026-10-draft-1
1. Who we are
CLEARED Hub ("CLEARED," "we," "us") is a daily readiness-monitoring service for athletic programs, operated by [LEGAL ENTITY NAME, STATE] ("Kavibe Group"). This policy explains what we collect, why, who can see it, where it is stored, and the choices you have.
Our role. When a school or athletic program (a "Program") uses CLEARED, the Program decides why athlete data is collected and how it is used. We process that data on the Program's behalf and under its direction, under a written agreement with the Program. For athletes at schools covered by the Family Educational Rights and Privacy Act (FERPA), your school may treat your CLEARED records as education records; questions about those rights can go to your school as well as to us.
2. What we collect
| Category | Examples | Who provides it |
|---|---|---|
| Account | name, email, role (athlete or staff), password (stored by our authentication provider, never visible to us) | you |
| Roster | name, jersey number, position, squad, team, active status | your staff |
| Daily check-in | hours of sleep, energy (1–5), stress (1–5), hydration, soreness (body region and level 0–5, one or more regions) | athlete |
| Training | sessions scheduled by staff (date, type, duration, planned effort) and the effort you report afterward (RPE) | staff and athlete |
| Daily status | readiness score, training-load ratio (ACWR), status color, the reasons behind it, and the written recommendation | generated by our rules from the data above |
| Staff decisions | whether staff followed, adjusted, or overrode a recommendation, with an optional note | staff |
| Injury records | date, body region, mechanism, return date, and a diagnosis and notes entered by staff | staff |
| Messages | messages between an athlete and the team's athletic trainer (or head coach if the team has none) | athlete and staff |
| Coach's Assistant | the questions a coach types and the answers generated | coach |
| Consent and account events | which version of this policy and the Terms you accepted and when; when you exported or erased your data | recorded automatically |
| Change history | who created, edited, or deleted a roster entry, injury, or training session, with the before/after values | recorded automatically |
| Website forms | name, email, program, roster size, or message you send through our site | you |
| Technical | app performance timings; IP address, email address, or account ID used as abuse-prevention counters (rate limiting); request logs; and an anti-bot check on public forms | recorded automatically |
We do not collect data from wearable devices today. If we add that in the future, we will ask for separate consent first.
3. How we use it
- To calculate each athlete's daily status and show it, with a written recommendation, to the athlete's own staff.
- To show the athlete their own check-in history and trends.
- To let staff send in-app check-in reminders, and to send account emails (confirmation, password reset).
- To answer a coach's questions in the Coach's Assistant (see Section 6).
- To give a school administrator a summary across the school's teams, when the school sets one up.
- To keep the service secure, prevent abuse, fix problems, and measure performance.
- To respond to demo requests and messages sent through our website.
We do not sell personal data, use athlete data for advertising, or share it with recruiters, agents, media, or other schools.
4. Who can see your data
| Who | What they can see |
|---|---|
| The athlete | their own check-ins, sessions, history, messages, and a full export |
| Coaches and athletic trainers on the athlete's team | check-ins, daily status, recommendations, training sessions, staff decisions, change history, and injury dates, region, and status |
| The team's athletic trainer (or the team's coaches if no athletic trainer is registered) | injury diagnosis and notes |
| The team's athletic trainer (or the head coach if no athletic trainer is registered) | the athlete's messages |
| The individual coach who asked | that coach's own Coach's Assistant conversations — not shared with other staff |
| School administrators the school designates | a summary across the school's teams (counts and percentages) |
| CLEARED personnel | only as needed to run, secure, and support the service |
Staff on one team cannot see another team's athletes. These limits are enforced in our database, not only in the app's screens.
5. Service providers
| Provider | What it does | Data it handles | Location |
|---|---|---|---|
| Supabase | database, authentication, file storage | all service data | Canada (Central) |
| Vercel | hosts the website and app, runs server code | data in transit through requests; request logs | United States |
| Resend | sends account emails (it is also our sign-in email server) and website-form emails | email address, name, email content | [confirm region] |
| Groq | generates Coach's Assistant answers | the team data described in Section 6 | [confirm region] |
| Cloudflare (Turnstile) | anti-bot check on public website forms | browser and device signals of site visitors | [confirm region] |
Each provider may only use the data to provide its service to us.
6. The Coach's Assistant
When a coach uses the Coach's Assistant, we send Groq: the team name; each active athlete's name, jersey number, and position; that day's check-in answers, status, readiness score, training-load ratio, and the reasons behind the status; open injuries (athlete name, body region, mechanism, and start date); app performance figures; and the coach's earlier questions and answers in that same conversation. We never send injury diagnoses or injury notes. Groq does not use this data to train its models [confirm against Groq's current terms]. Answers can be wrong and are not clinical advice. See our AI Use & Product Limits notice.
7. Not medical care
CLEARED is a wellness and training-load tool. It does not diagnose, treat, or clear anyone to play, and it does not replace your athletic trainer or physician. If something hurts or feels wrong, tell your athletic trainer directly — do not rely on a check-in.
8. Your choices and rights
- See and download your data. Athletes can download everything we hold about them as a file from the "Your data" section of their account ("Download everything"). Injury notes written by your trainer are not in that file; ask your trainer or your school for them.
- Correct your data. Athletes can resubmit today's check-in, which replaces it; earlier days cannot be edited in the app. Ask your staff to fix roster or session details, or email us to correct anything else.
- Erase your data. Athletes can permanently erase their data from the "Your data" section of their account (see Section 9).
- Close your account. Email us and we will delete your login.
- Withdraw consent. You can stop checking in at any time. Erasing your data is how you withdraw consent for data already collected.
Your school may have additional rights and processes under FERPA or its own policies. We will help your school respond.
9. Retention and deletion
We keep data while your Program uses CLEARED, unless you erase it sooner. When an athlete erases their data, we permanently delete their check-ins, daily statuses, training sessions, staff decisions, messages, injury records, and change history about them, and replace their name on the roster with "Removed athlete." We also remove their name from Coach's Assistant conversations where it appears as typed; a nickname or partial name may not be caught. We keep a record that an erasure happened (your account ID and the date, no content). Copies may remain in our providers' backups until those backups expire. When a Program's agreement ends, we delete or return its data as that agreement says. Full details: our Data Retention & Deletion Policy.
10. Security
We use database-level access rules for every table, encrypted connections, encryption at rest by our database provider, security headers, rate limiting, and anti-bot checks on public forms. No system is perfectly secure. If we learn of a breach affecting your data, we will notify your Program and, where required by law, you.
11. Athletes under 18
CLEARED is intended for college athletes. When an athlete joins a team, CLEARED asks them to confirm they are 18 or older; we do not store dates of birth. If a Program enrolls an athlete under 18, the Program must obtain consent from the athlete's parent or guardian and record that in CLEARED before the athlete can join. We do not knowingly collect data from children under 13.
12. Cookies and similar technology
We use only what the service needs to work: a sign-in session, a saved light/dark display preference on your device, and an anti-bot check on public forms. We do not use advertising or analytics trackers.
13. Changes
If we make a material change, we will update the version and date above and ask you to accept the new version the next time you sign in.
14. Contact
[PRIVACY CONTACT EMAIL] · [LEGAL ENTITY NAME, MAILING ADDRESS]