How Archers Track handles student data

Plain answers for coaches, parents, principals and booster boards. The legal details are in our Privacy Policy.

What we keep about each archer

Your club decides what to fill in. An archer's record can hold:

• Name, date of birth, school and division (elementary, middle or high school)
• Parent or guardian name, phone number and email
• Home address, if the club or parent adds it
• Notes, such as allergies, if the club or parent adds them
• The signed waiver, with the signer's name and the date
• What the family owes, and their invoices and payments
• Tournament and program signups, scores, equipment orders and lessons

This information comes from the coaches, who add archers or import a roster, and from parents, who fill out the club's registration forms.

Who can see it

• Your club's coaches. The coaches and volunteers your club gives a login can see your club's archers.
• No other club. Each club's archers are kept separate. Coaches in one club can't see or change another club's archers.
• Archers Track. Our own admin accounts can open a club's account, for example to help when a coach contacts support.

What parents can see

Parents don't create accounts or passwords. Instead:

• To see or change an archer's details, a parent enters the email address the club has on file, then confirms the archer's date of birth.
• If the club has no date of birth on file, we email a one-time link to the address on file instead. The link works for 1 hour.
• The club's balance page shows what a family owes when they enter the email on file. It shows the archer's name, school, division and amounts due, not contact details or birthdays.
• A Pay now link shows only that one invoice and the archer's first name.

No selling, no ad trackers

• We don't sell personal information.
• The app doesn't load advertising or social media trackers. There's no Google Analytics and no Facebook pixel.
• The only outside scripts the app is allowed to load are Stripe (payments) and Cloudflare (the "verify you are human" check, and visit counts that don't use cookies). The app also loads its fonts from Google Fonts.

Other companies that handle the data

• Stripe handles payments. Your club's subscription card goes to Stripe, so we never see or store the card number.
• Brevo sends the app's emails, like registration confirmations and reminders.
• Hosting and database providers run the servers the app lives on.
• NASP score lookups. When a coach looks up an archer's scores, Archers Track searches NASP's public tournament results site with the archer's first name, last name and state.

How it's protected

• Every page is served over an encrypted (HTTPS) connection.
• Coach passwords are stored hashed, never as plain text.

Getting data out, and deleting it

• Export. Coaches can download the roster as a CSV file anytime. It includes each archer's name, age, division, school, status, parent name and phone, email, registration date and balance.
• Delete an archer. Coaches can delete an archer from the roster. That also deletes the archer's signups, scores, equipment orders and lessons. Invoices stay in the club's records.
• Delete a whole club. Email [email protected] to ask us to delete your club's account and data.
• Parents who want something changed or removed can ask their coach, or email us.

Schools that need a data privacy agreement

Some schools and districts ask vendors to sign a student data privacy agreement. If yours does, email [email protected] and tell us what your school needs.