ProgramPulse

Privacy Policy

Effective date: March 1, 2026. This policy describes how ProgramPulse handles information for users of the college athletics department platform.

1. Who we are

ProgramPulse provides scheduling, roster, travel, and communications tools to college athletics departments. Your institution is the primary controller of student and staff data stored in the platform.

2. Information we collect

Depending on your role, ProgramPulse may process:

  • Account identifiers (name, email, role, team assignments) provided by your department
  • Schedule, roster, travel, and announcement content created by authorized staff
  • Direct messages between participants on the messaging rail
  • Education records (grades, eligibility, classes) visible only to roles permitted by FERPA and institutional policy
  • Device tokens for push notifications, if you opt in on mobile
  • Technical logs (authentication events, audit rows for privileged writes)

3. How we use information

We use collected data to:

  • Deliver role-specific schedule and communications surfaces
  • Enforce permission boundaries in Firestore security rules
  • Send notifications you have enabled
  • Maintain audit trails for administrative actions
  • Operate, secure, and improve the platform

4. FERPA and education records

Academic fields are education records under FERPA. Access is limited by custom authentication claims and security rules. Coaches and families do not receive grade data unless institutional policy and consent mechanisms explicitly allow it. Fields a role cannot access are omitted from query results, not shown as blank placeholders.

5. Sharing

We do not sell personal information. Data is shared only with your institution, authorized cloud infrastructure providers (Google Firebase), and email gateway services configured by your department. Legal disclosures may occur when required by law.

6. Retention and security

Data is retained according to your institution's agreement. We use encrypted transport, role-based access controls, and audited Cloud Functions for privileged writes. Contact your department administrator to request account deactivation or data questions under institutional policy.

7. Your choices

Push notifications can be disabled in device settings or in-app preferences where available. Marketing contact form submissions are used only to respond to your inquiry.

8. Contact

Privacy questions: use the contact form or contact your athletics department administrator for records held on behalf of your institution.