Privacy Policy

1. Operator

Name: ScrimLink. Contact: support@scrimlink.com.

The representative's name and the address are provided without delay on request.

2. Information we collect

Account: school email address, password (hashed by the authentication provider; the Operator cannot read it), display name (a handle), school, and account type (coach or student).

Optional settings: time zone, display language, avatar image, coach Discord ID, and the in-game ID of the team's lobby contact (Riot ID, BattleTag or Epic ID, matching the team's game; one per team).

Activity: teams (name, description) and rosters (in-game name, game role, staff role), scrim posts (title, time, format, server) and applications, coordination threads (proposal cards and preset phrases), match times, formats and results, ratings, and in-app notifications.

Access logs: IP address, browser type, access time and similar data, used for troubleshooting and abuse prevention.

We do not ask for real names, home addresses, phone numbers, dates of birth or parents' contact details.

3. How we use it

(1) Verifying identity with a school email and managing accounts; (2) finding opponents, agreeing terms, confirming matches, and recording results and ratings; (3) in-app notifications and emails (sign-up confirmation, invitations, password resets, match updates); (4) adjusting language and time display; (5) showing contact details after a match is confirmed; (6) preventing abuse, reviewing records for safety and answering enquiries; (7) producing aggregated statistics that do not identify individuals, and improving the Service.

We will ask for your consent before using personal information for any other purpose.

4. What other schools can see (provision to third parties)

Because the Service connects schools, the following is shown to users at other schools and others.

Coaches consent to this when they sign up. For students, the coach obtains the student's consent (and a parent's or guardian's where needed) under school policy before inviting them (Terms, Article 4). Invited students are also shown this on the password-setting page.

Everyone, including people who are not signed in: on the home page, team name, school name, team logo or school icon, region, game, time and format. On the scrim list, the title, game and time. On a scrim post page, the title, team name, school name, region, game, time, format and server. On the rankings, school name, team name, team logo or school icon, rating and record.

Signed-in users at other schools: the same as above. Applications and coordination threads are shown only to the two schools involved.

The opponent team of a confirmed match: in addition, the team description, the roster (display names, avatars, in-game names, game roles, staff roles), coach Discord IDs, and the in-game ID of the team's lobby contact (Riot ID, BattleTag or Epic ID).

School email addresses are never shown to other schools. Otherwise, we do not provide personal data to third parties without consent except as permitted by law, and we keep records of third-party provision as the law requires.

5. Service providers

We entrust the handling of personal data to the following providers only as needed for the purposes above. They handle it under contract, and we supervise them appropriately.

Supabase, Inc. (United States): database, authentication and image storage. Data is stored on servers in the Tokyo region.

The Constant Company, LLC (Vultr, United States): the servers that run the application, in a Tokyo data centre.

Resend, Inc. (United States): delivery of emails such as sign-up confirmations, invitations and password resets. It handles recipient addresses and email content.

6. Provision to third parties in a foreign country

In the following cases personal data is provided to third parties in the United States.

Coaches consent to this when they sign up. For students, the coach obtains the student's consent (and a parent's or guardian's where needed) under school policy before inviting them (Terms, Article 4). Invited students are also shown this on the password-setting page.

(1) In matches with US schools (Connect globally), the information in section 4 is shown to users at US schools. They are individuals, and measures equivalent to the APPI are not guaranteed. (2) Resend, Inc. (section 5) delivers email, handling data under its privacy policy and data processing agreement.

The US system: the United States has no general federal law equivalent to the APPI that applies to all businesses. There is regulation of unfair or deceptive practices under Section 5 of the FTC Act, sector-specific federal laws (such as COPPA and FERPA), and state laws (such as the California Consumer Privacy Act). See the survey of foreign systems published by Japan's Personal Information Protection Commission for details.

Supabase, Inc. and The Constant Company, LLC store data on servers in Japan (Tokyo) and are contractually barred from handling personal data beyond our instructions, so their role is not a provision in this sense. That they are US companies is covered under understanding the external environment in section 7.

7. Security measures

Basic policy: we have set out this Privacy Policy to handle personal data properly.

Handling rules: we define who handles personal data and how, at each stage from collection to deletion.

Organizational measures: a person is responsible for personal data. Any leak, or suspected leak, is reported to that person, and we report to the Personal Information Protection Commission and notify affected people as the law requires.

Personnel measures: everyone handling personal data has committed to confidentiality.

Physical measures: data is kept in the cloud providers' data centres, and we do not store personal data on the Operator's own devices.

Technical measures: encryption in transit (TLS), password hashing, row-level security in the database, administrative keys used only on the server, and least-privilege access.

Understanding the external environment: our providers Supabase, Inc., The Constant Company, LLC and Resend, Inc. are US companies. Database and application data is stored in Japan (Tokyo). For email delivery, Resend, Inc. handles recipient addresses and content in the United States. We take our security measures with the US system described in section 6 in mind.

8. Retention and deletion

We keep personal data while the account exists. When you ask to close your account, or a coach removes a student from the roster, we delete the account and its personal data without delay. Copies in backups are erased in the normal backup cycle.

To keep other schools' records and ratings consistent, match results may remain linked to the team name. These records contain no information that identifies individuals.

Access logs are kept only as long as needed for troubleshooting and abuse prevention.

9. Students and schools

The Service is for high-school-age students and older and is not directed at children under 13. If we learn we have collected information from a child under 13, we delete it promptly.

Student accounts are created by a coach's invitation. Parents and guardians may ask for access to or deletion of a student's information through the coach or directly at support@scrimlink.com.

We do not sell student information, use it for advertising, show targeted advertising, or build student profiles for purposes unrelated to school activities. When a school asks us to delete its students' information, we delete it.

10. Cookies

The Service uses cookies to keep you signed in and to remember your display language (locale) and time zone (tz). All of them are needed to provide the Service.

We do not use advertising or analytics cookies or tags, or any program that sends user information to outside companies. If that changes, we will announce it on this page in advance.

11. Your requests

You may ask us to notify you of the purposes of use, to disclose your retained personal data (including records of third-party provision), to correct, add to or delete it, to stop using or erase it, or to stop providing it to third parties.

Send your request from your registered school email to support@scrimlink.com. We will respond without delay after confirming your identity, free of charge. For requests through an agent we may ask for documents showing their authority.

12. Contact and complaints

Questions and complaints about how we handle personal information go to support@scrimlink.com.

13. Changes to this policy

We may change this policy when laws or the Service change. We will show the new content and the effective date in the Service, and ask for consent in advance where the law requires it.

Effective: September 25, 2026

Revised: September 27, 2026 (lobby contact in-game IDs by title; scrim post descriptions removed from the information we collect)