How Apex Baseball Academy handles information about players and families.
Effective October 1, 2026 · Last updated October 1, 2026
This Privacy Policy describes how Bills Sports Group LLC, which operates Apex Baseball Academy (“Apex,” “we,” “our,” or “us”), handles information collected through the public Apex website and the Apex player portal (together, the “Services”).
This policy addresses five matters: (i) the information we collect; (ii) how we obtain and use it; (iii) when and with whom we share it; (iv) how long we retain it; and (v) the choices available to players and families. By using the Services, you accept the practices described here; if you do not agree with them, please do not use the Services.
This policy applies to all visitors to our public pages and to the parents, guardians, coaches, and staff who hold an account in the Apex player portal. It forms part of our Terms of Service, and the terms defined there — including the “Services” and the “Contract” — carry the same meaning here. In this policy, “Personal Information” means the information described in section 2, and “you” means the visitor or account holder reading this policy; where a player is a minor, we deal with that player’s parent or guardian. Section 11 addresses the other sites and services that we link to, which are governed by their own privacy policies.
About account holders (parents, guardians, coaches, and staff). When Apex staff create an account for you, we record your name, email address, telephone number, and mailing address (street, city, state, and ZIP code) and, where you provide one, an emergency contact name and telephone number.
About players. A player’s information is provided by their parent or guardian in the Contract — the packet of forms signed each season, described in section 1 of our Terms of Service — and is entered into the portal by our staff. It consists of (a) name and date of birth; (b) team and age group; and (c) position(s), bats/throws, height, and weight.
No player provides information to us. Players do not register, complete forms, enter information on this site, or otherwise supply information to us. Everything we hold about a player is provided by their parent or guardian, through the Contract, or by our own staff.
A player’s photograph is taken by our staff, not supplied by a family. The photograph shown on the parent and player dashboards is taken and uploaded by Apex staff, so that every player’s portrait is consistent. Families are never asked to provide one and are unable to upload one themselves. The permitted uses of that photograph are set out in section 4.
Signed waivers and medical forms. Registration includes waiver forms and a medical form for the player, completed and signed by a parent or guardian. New forms are signed each season, so the medical information we hold for a player is refreshed annually. These forms are held securely by Apex and are used only to protect the health and safety of players — for example, to record an allergy or a medical condition and to respond to an injury — and are accessible only to the staff who require them. They are handled in accordance with the rest of this policy. If these documents are later held in the portal, they will be subject to the same account rules set out here.
Sign-in and technical data. When you sign in, your browser stores a session marker so that you remain signed in, and our hosting provider maintains standard server logs, including the pages requested and the time of each request. We may also set a strictly necessary cookie or similar marker to keep the Services functioning. We do not use advertising cookies and do not track you across other websites.
There is no public sign-up on this site. Every account is created by Apex staff, and a parent account is established only for an adult. Player accounts are limited to players aged 13 and older and are created only with the consent of a parent or guardian. A player under 13 is never issued an account, and the portal does not permit one to be created or retained on their behalf. A player account may view that player’s own team, schedule, and statistics; it cannot edit roster or registration information.
Our Team Rosters page is public, so that families, coaches, and opponents can see who is on each team. For each player it lists a number, position, batting and throwing hand, height, and weight, together with (a) for a player aged 13 or older, their full name; and (b) for a player under 13, their first name and last initial only.
We do not publish a player’s date of birth, exact age, contact details, or home address anywhere on this site, and the Team Rosters page is excluded from search engine indexing.
Photographs of players may appear in site artwork. Photographs taken at practices, games, and team events may be used in general site artwork and on the Academy’s social media. Such photographs are not captioned or labeled with a player’s name. A player’s portal photograph — the head-and-shoulders image uploaded for the player dashboard — is not displayed on any public page.
Our Coaches page likewise displays the name, photograph, and a short biography of each coach. Coaches are adults and have agreed to the publication of that information.
We use Personal Information only for the purposes for which it is collected. In particular, we use it:
(a) to operate our teams and training programs, including rosters, schedules, results, and communication with families;
(b) to protect the health and safety of players, using emergency contacts, signed waivers, medical forms, and roster records;
(c) to administer accounts, sign-ins, and the player portal;
(d) to maintain registration and payment records;
(e) to respond to questions and requests from families; and
(f) to present Apex teams and players, using photographs taken at practices, games, and team events in general site artwork and on the Academy’s social media.
We do not use the information we hold for advertising or for marketing to third parties.
Access to information within Apex is limited to the staff who require it and to you for your own family’s records. The portal enforces account-level rules, so a signed-in family can reach only the information of its own players. We never sell, rent, or trade personal information, and we do not share it for advertising.
The following service providers support the Services and handle Personal Information only on our behalf, under contracts that limit them to that purpose:
(a) Supabase — the database, file storage, and sign-in behind the portal.
(b) Cloudflare — website hosting and delivery.
(c) Google Fonts — the typefaces used on the site.
Where payment is made online, it is processed by our payment provider; we record only the amount, date, and reason for the payment. We do not store card or bank account numbers ourselves.
We may also disclose information where required by law, including in response to a valid legal request, or where necessary to protect the safety of a player or another person — for example, providing a player’s medical form to emergency medical personnel treating that player.
We recognize that most of the players in our program are children, and we take additional care with their information:
(a) Information about a child, including signed waivers and the medical form, is collected from a parent or guardian, never from the child.
(b) A child under 13 cannot hold an account, sign in, or enter information on this site.
(c) On our public pages, a player under 13 is listed by first name and last initial only, and we do not publish a child’s date of birth or contact details. The Team Rosters page does not display a photograph of an individual player; photographs of a team, or of play at a practice, game, or team event, may appear in general site artwork as described in section 4, and are not captioned or labeled with a player’s name.
(d) A parent or guardian may at any time request to review, correct, or delete their child’s information.
(e) A parent or guardian may refuse any further collection or use of their child’s information. We request only the information needed to operate our teams and protect the safety of players.
If we learn that a child’s information has been collected in a manner inconsistent with this policy, we will delete it.
We keep different records for different periods, according to the purpose for which they are held and the requirements of the law:
(a) Player and family records (contact details, roster, and schedule): while the player is in our program, and for up to three years afterwards, so that we can answer questions about past seasons.
(b) Registration, payment, and other financial records: seven years, counted from the end of the year to which the record relates, as our accounting and tax obligations require. This period applies regardless of the player’s age.
(c) Signed waivers and the Contract: for the season they cover, and thereafter for as long as a claim relating to that season could be brought. Because the time limit for bringing a claim does not run against a child until they reach the age of 18, this period is normally three years and in some cases longer.
(d) Medical forms: the form for the current season. Once a family signs a new form, the earlier form is destroyed.
(e) Messages sent through the Contact Us form: 30 days, so that we have time to answer them and to keep a record of our reply. After that period they are removed automatically, and we can delete one sooner if you ask us to.
If you ask us to delete your family’s information, we will do so — except for any record that we are required by law to keep, or that we must keep in order to respond to a legal claim — and we will confirm when it is done.
Account and player information is held in our database behind row-level security, so that the portal returns to a signed-in user only the records of their own family. Information is encrypted in transit, staff access is limited to what the job requires, and we maintain backups of our own. No system can be perfectly secure, but we take reasonable measures to protect the information we hold. If we become aware of a security incident that affects your family’s information, we will notify affected families and the authorities as the law requires.
You may request a copy of the Personal Information we hold about you or your player, ask us to correct anything inaccurate, or ask us to delete it. Requests may be made by contacting us, and we will respond within 30 days. Before acting on a request, we may ask you to confirm that it comes from the player’s parent or guardian.
You may also request the closure of an account. Closing an account does not itself remove records that we are required to keep (see section 8).
Our site links to pages and services that we do not control, including our Instagram and Facebook pages, our online team store, and our payment provider. Those services maintain their own privacy policies, and we are not responsible for their handling of information. We encourage you to review those policies before providing information to them.
If we change how we handle information, we will update this page and the date shown at the top. Account holders will be notified directly of any significant change. Continued use of the Services after a change constitutes acceptance of the updated policy.
Questions regarding this policy, or requests concerning your family’s information, may be directed to us through the contact form on our About page or by direct message on our Instagram or Facebook pages. We will respond within 30 days to any request concerning Personal Information, and promptly to other questions.
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