Privacy Policy

Welcome to Bobcat Esports Hub. We are committed to protecting personal information and respecting the privacy of students, parents, coaches, schools, and community members who use our esports platform. This policy explains what information we collect, how we use it, who can see it, how we protect it, and how users or authorized adults can request changes or deletion.

1. Information We Collect

When you create an account, join a team, or participate in events, we may collect information needed to run the platform and support school esports operations:

• Account Information: Your email address, chosen username, profile picture if uploaded, and one-way hashed password.
• School and Team Information: Your school, team name, roster status, captain status, coach/admin assignments, and tournament eligibility information.
• Gamer Profiles: Linked gamertags, Nintendo Account IDs, Riot IDs, Discord usernames, platform usernames, or similar identifiers needed for match coordination and verification.
• Platform Activity: Team affiliations, match histories, standings, bracket results, scores reported, match disputes, lobby activity, and messages sent within match or team coordination areas.
• Technical and Security Information: Session cookies, login timestamps, IP address, browser/device information, error logs, and security events used to keep the platform reliable and prevent abuse.
• Communications: Messages or requests you send to platform administrators, coaches, captains, or support contacts about your account, team, match, or tournament participation.

2. Student and Minor Privacy

Bobcat Esports Hub is designed for school and esports program use. If the platform is used by students, we only collect information reasonably needed to operate accounts, teams, rosters, matches, standings, brackets, communications, safety controls, and tournament records.

Users under 13 should not create or use an account unless their parent, guardian, school, coach, or authorized program administrator has approved the use of the platform. We do not knowingly collect personal information from children under 13 for advertising, behavioral profiling, or selling data.

If a parent, guardian, eligible student, school official, or authorized administrator believes a student’s information was added incorrectly, shared improperly, or collected without proper permission, they may contact us to review, correct, restrict, or delete the information where appropriate.

3. School Records and Public Results

Some esports information may become part of school, team, or tournament records. Public-facing information may include usernames, display names, team names, school names, match results, standings, bracket placements, and awards. This information is used to operate competitions, verify results, celebrate team achievements, and preserve tournament history.

We try to limit public information to what is necessary for esports participation. Private account details, such as email addresses, password hashes, login records, private support requests, and internal security logs, are not posted publicly.

4. How We Use Your Data

We use collected information only for platform, school esports, safety, and administrative purposes. We use it to:

• Authenticate your login and secure your account.
• Place users on official team rosters, match pages, standings, and bracket trees.
• Notify users of upcoming matches, schedule changes, tournament updates, disputes, or bracket advancements.
• Allow coaches, team captains, school staff, and platform administrators to organize matches, verify eligibility, and communicate with participants.
• Investigate technical issues, score disputes, suspicious activity, cheating, harassment, spam, or platform abuse.
• Maintain historical records of seasons, tournaments, results, and team achievements.

5. Cookies and Tracking

We do not use third-party advertising trackers or sell behavioral advertising data. We use essential session cookies and similar technologies required to keep users logged in, protect accounts, remember secure sessions, and operate dashboards, brackets, match lobbies, and admin tools.

Because these cookies are necessary for the platform to function, disabling them may prevent parts of Bobcat Esports Hub from working correctly.

6. Who Can See Your Information?

Esports platforms require some information to be visible so teams can compete and results can be verified. By participating in tournaments or school esports activities, certain information may be visible to others:

• Publicly Visible: Username, display name, gamertags, team name, school name, standings, bracket placement, match results, awards, and other competition-related records.
• Visible to Coaches, Captains, and Admins: Roster status, connected game IDs, eligibility-related information, match participation, disputes, and coordination messages needed to manage teams and events.
• Visible to Platform Administrators: Account records, technical logs, security events, support messages, and moderation information needed to operate and protect the platform.
• Private: Email addresses, password hashes, login records, private support requests, and internal security logs are not posted publicly and are not sold to third parties.

7. Third-Party Services

Bobcat Esports Hub may rely on trusted service providers to host, secure, deliver, or improve the platform. These may include website hosting, DNS, security, analytics-free performance tools, font/icon delivery, email delivery, cloud storage, or school-approved communication tools.

These providers may process limited technical information, such as IP address, browser information, request metadata, or security logs, only as needed to provide their services. We do not authorize third-party services to use student information for advertising profiles or to sell personal information.

8. Data Sharing

We do not sell personal information. We may share limited information only when necessary to operate the platform, support school esports activities, comply with school or legal requirements, protect users, investigate abuse, or respond to valid requests from authorized school officials, parents, guardians, eligible students, or law enforcement where required.

9. Data Retention

We keep account information for as long as the account is active or as long as needed to operate the platform, provide support, secure the service, resolve disputes, or meet school, tournament, administrative, or legal needs.

Users may request account deletion by contacting a Platform Administrator. Some competition records, such as team results, bracket outcomes, match scores, season history, and awards, may remain in archived or historical records after an account is removed because they are part of the tournament record.

Security logs and backups may remain for a limited period after deletion requests, but they will be protected and removed according to normal backup and security practices.

10. Data Security

We use reasonable technical and organizational safeguards to protect information from unauthorized access, misuse, loss, or disclosure. Passwords are stored using one-way hashing, so administrators cannot view the original password. Users should still choose a strong, unique password and keep login information private.

No online system can be guaranteed 100% secure. If we discover a security issue that may affect user information, we will take reasonable steps to investigate, fix the issue, and notify affected users, schools, or administrators when appropriate.

11. Your Choices and Rights

Users may update account details, gamertags, profile pictures, and other editable profile information through the Settings dashboard when available. Users may also contact a Platform Administrator to request access, correction, restriction, or deletion of personal information.

Parents, guardians, eligible students, school officials, and authorized program administrators may contact us to request review, correction, or deletion of student information where appropriate. Some requests may require identity, role, or school authorization verification before changes are made.

12. Safety, Moderation, and Abuse Prevention

We may review account activity, match reports, lobby messages, disputes, and technical logs to enforce rules, protect students, prevent cheating, stop harassment, investigate suspicious activity, and keep school esports events safe and fair.

Users should not post sensitive personal information in usernames, bios, match chats, team names, or public-facing areas. This includes home addresses, personal phone numbers, private school records, passwords, or other information that should not be public.

13. Changes to This Policy

We may update this Privacy Policy as the platform grows, features change, school requirements change, or legal requirements are updated. When we make meaningful changes, we will update the “Last Updated” date and, when appropriate, notify users, schools, or administrators.

14. Contact Us

If you have any questions or concerns about this Privacy Policy or your data, please contact the administrative team directly via Discord or at admin@bobcatesports.net.

If you are a parent, guardian, school official, or authorized administrator contacting us about a student account, please include enough information for us to identify the account and verify your authority to make the request.