1. Who we are
Advance Sports Group LLC (“ASG”, “we”) provides camp registration and operations software, advisory sessions, and custom automation work to college athletic programs and the camps they run. When a family pays a registration fee through our software, ASG is the merchant of record and appears on the card statement.
2. Who these terms cover
Three groups, with different terms applying to each. Clients are the programs and camp operators who license the software or engage us for services. Staff users are the coaches and administrators a client invites into the software. Parents and guardians are the adults who register a camper. A camper who has not reached the age of majority is never a party to this agreement; a parent or guardian agrees on their behalf.
3. Our role in your data
For everything a client’s families submit through the client’s registration pages, the client decides what is collected and why, and ASG processes it on the client’s instructions. We do not sell it, we do not rent it, and we do not hand it to a third party except the subprocessors named in Section 11 that are necessary to run the service.
A client may also upload records it collected somewhere else, such as a roster exported from another registration provider, so it can run check in, teams, and the schedule here. The rest of this section covers those uploaded records.
- The client’s right to share. The client warrants that it collected the uploaded records lawfully, that its families received whatever notice and gave whatever consent the law and its registration provider’s terms require for the client to share those records with a service provider that helps run its camps, and that nothing in those terms forbids the upload. The client remains responsible to its families for how the records were collected. ASG does not see, and does not check, what a family agreed to elsewhere.
- Same use, same wall. ASG processes uploaded records only on the client’s instructions and only to run that client’s camps. Section 5 applies to them in full: they are never an ASG marketing audience, and an upload never creates consent to hear from ASG.
- Children. Uploaded records will often describe campers under 13. ASG collects nothing directly from a child. The client uploads what its families gave it, and ASG processes it as the client’s service provider.
- How long we keep them. Uploaded records stay available to the client for as long as its account is open, so its staff can return to past camps whenever they need to. The client may ask ASG to delete a camp’s records at any time, and ASG deletes them when asked. Medical information in an uploaded record follows the same one year rule as medical information collected at registration, set out in our Privacy Notice. When a client closes its account, Section 10 applies.
For all client records, uploaded or not: if ASG confirms that someone without permission has accessed a client’s records, ASG tells the client without undue delay and in any case within 72 hours of confirming it, says what is known about what was reached, and helps the client with any notice it owes its families or a regulator.
4. Your list is your list
A client may export its own registration and contact records at any time, in a standard file format, at no additional charge, during the agreement and for at least ninety days after it ends. We do not hold a list hostage, we do not charge for its release, and we do not treat export as a premium feature. If a client leaves and takes every family with it, that is the client’s right.
The same records also sit on ASG’s side of the platform, because we operate the system the client runs on. Both parties holding the same list is the arrangement; it is not a transfer of the client’s relationship with its families.
5. Marketing, and its limits
Operating a client’s registration does not make that client’s families an ASG audience. ASG sends its own marketing only to a parent or guardian who affirmatively opted in to hear from Advance Sports Group by name, and every such message carries a one click unsubscribe that we honor.
- Adults only. ASG never markets to a camper, at any age, under any circumstance.
- Camper data is operations only. A camper’s name, date of birth, medical information, club, and anything else a parent releases is used to run the camp safely and for nothing else. This is enforced in the database: the audience our marketing reads from is structurally incapable of reaching a camper record.
- Client contacts. Staff and administrators at a client program may receive service and product communications about the software they use, and may opt out of the promotional ones.
6. Aggregated and de-identified data
ASG may compute aggregated, de-identified statistics across all camps on the platform (for example, typical registration timing, no show rates, or session fill patterns) and may use them to improve the product, to benchmark, and to publish industry level findings. Three rules bind that use:
- No figure is published or shared from a group smaller than twenty records, so no individual can be inferred from a small cohort. This floor is implemented in code, not left to judgment.
- We do not attempt to re-identify anyone from aggregated output, and we do not permit a recipient to.
- We do not publish a named client’s figures, or anything from which a specific client’s figures could be isolated, without that client’s written permission.
7. Intellectual property
ASG owns the platform: the software, the database design, the site templates, the document templates, the automations, skills, prompts, and routines we build, and any improvements to them, including improvements first developed during work for a client. A client engaging us for custom work receives a perpetual, non-exclusive, royalty free license to use the delivered work for its own operations. It does not receive ownership of, or the right to resell or sublicense, the underlying methods and components.
A client keeps everything a client brings: its name, marks, logos, photography, roster and registration records, and anything else it supplies. A client grants ASG the license needed to display and process that material in order to deliver the service, and, unless it tells us otherwise in writing, to name the client and use its mark as a reference.
Output generated for a client by the software, including documents, schedules, rosters, and reports, belongs to the client to use as it sees fit. ASG retains the right to use it in de-identified and aggregated form under Section 6.
8. Payments and refunds
Registration fees are set by the client, collected through our payment processor, and remitted to the client net of processing costs and any platform fee stated in the client’s order form. The cancellation and refund policy for a camp is the client’s, and is shown on the camp’s own page and at checkout; ASG processes refunds at the client’s direction. Service and consulting fees are invoiced as stated in the applicable order form or proposal.
9. Acceptable use
Do not use the software to break the law, to upload material you have no right to upload, to attempt to reach another client’s data, to probe or interfere with the service, or to send unsolicited commercial mail through it. Accounts are personal: credentials are not shared, and a client is responsible for what happens under the accounts it invites.
10. Term, suspension, and termination
Either party may end an agreement as stated in the applicable order form. We may suspend access on short notice for non-payment or for conduct that threatens the service or another client’s data, and will restore it once the cause is resolved. On termination the export right in Section 4 survives, and we delete or return client data on request, subject to records we are required to keep. Records a client uploaded, the player records it keeps, and the contact details it keeps for its coaches and staff are deleted ninety days after the agreement ends, whether or not anyone asks.
11. Service providers
We run on third party infrastructure, currently including hosting, database, payment, and email delivery providers. They process data only as needed to provide their part of the service and are bound to comparable confidentiality obligations. A current list is available to any client on request.
When a client uploads a roster whose layout the software does not already know, ASG may send an AI service provider the file’s column headings, a description of each column’s format (for example, “a date” or “an email address”), the labels used in registration status columns (for example, “Registered” or “Waitlist”), and the yes or no style labels used in waiver and form status columns (for example, “Signed” or “Complete”), so it can suggest which column holds what. Labels are sent as a list for the whole column, never tied to a row. No name, date of birth, contact detail, medical answer, or other information about a particular camper or family is sent. The client confirms the suggestion before anything is saved.
12. Warranties and liability
The service is provided as is, without warranties beyond those stated in a signed agreement. To the extent the law allows, neither party is liable for indirect or consequential damages, and ASG’s total liability is limited to the fees paid to ASG in the twelve months before the claim. Nothing here limits liability for fraud, willful misconduct, or anything that cannot be limited by law.
13. Changes to these terms
Each version of this document carries a version stamp, shown at the top of this page, and we record which version a person accepted and when. Material changes are announced to affected clients before they take effect. Continued use after that date is acceptance of the new version.
14. Governing law and contact
These terms are governed by the laws of the Commonwealth of Virginia, without regard to its conflict of laws rules. Questions, requests, and notices go to Advance Sports Group at the contact address published on our site.