Privacy Policy

Last updated: April 2026

MeritBoard ("we", "our", "the app") is a team management app for coaches. This Privacy Policy explains what data we collect, how we use it, and your rights regarding that data.

What We Collect

MeritBoard collects the following data when you use the app:

Coach Information

• Coach name — entered during onboarding
• Email address — provided via Sign in with Apple (optional until team sharing is used)
• Apple User ID — a unique identifier provided by Apple when you sign in (not your Apple ID email)

Device Information

• Device token — an anonymous UUID generated on your device and stored in your device's Keychain. This token is synced via iCloud Keychain to your other Apple devices signed into the same iCloud account, allowing seamless access across devices and persistence through app reinstalls.

Team Data

• Team member names — first name, last name, and optional squad assignment
• Merit and demerit records — type, description, severity, point value, date assigned, assigning coach, and optional notes
• Attendance records — date, reason, excused/unexcused status, and recording coach
• Audit logs — records of all changes to merit and absence data, including who made each change and prior values

App Preferences

• Local settings — your active team selection, coach name, and onboarding status are stored in on-device preferences (UserDefaults)

How We Use Your Data

• To provide core app functionality — tracking merits, demerits, and attendance
• To sync your data across your devices and with other coaches you've shared access with
• To generate AI-powered reports about your team's statistical data
• To authenticate your identity when sharing teams with other coaches
• To maintain an audit trail of changes for accountability when multiple coaches manage a team

Data Storage & Sync

On-Device Storage

Your data is stored locally on your device using SwiftData (Apple's on-device database framework). The app is designed to work fully offline — you can record merits, demerits, and absences without an internet connection.

Cloud Storage

When connected to the internet, your data is synced to a Cloudflare D1 database (a SQLite-compatible database hosted on Cloudflare's global network). All data is encrypted in transit using HTTPS and encrypted at rest using AES-256 encryption managed by Cloudflare.

Background Sync

The app periodically syncs data in the background (approximately every 30 minutes) using iOS Background App Refresh. This ensures your team data stays up to date even when the app is not in the foreground. You can disable Background App Refresh for MeritBoard in iOS Settings.

iCloud Keychain

Your device authentication token is stored in the iOS Keychain with iCloud sync enabled. This means the token is automatically available on your other Apple devices signed into the same iCloud account. Apple encrypts Keychain data end-to-end. No team data is stored in iCloud Keychain — only your anonymous device token.

Third-Party Services

MeritBoard uses the following third-party services:

We do not use any analytics, advertising, or tracking services.

AI Reports

When you use AI Reports, your team's statistical data — including team member names and aggregated merit, demerit, and absence counts — is sent to Cloudflare Workers AI for natural language formatting. The AI processes a fixed set of predefined questions (no free-form queries in v1). Your data is not stored by the AI service and is not used to train AI models.

Spreadsheet Import

MeritBoard supports importing team data from Google Sheets and Excel files:

• Google Sheets: When you provide a Google Sheets URL, the app downloads the spreadsheet data directly from Google's servers. The spreadsheet must be set to "Anyone with the link can view." No data from MeritBoard is sent to Google.
• Excel files: When you import an .xlsx file, all parsing happens locally on your device. No data is sent externally during Excel import.

Data Export

You can export your team's data (member names, merits, demerits, and absences) as a CSV file via the iOS share sheet. Exported files are created locally on your device. Once shared, the data is subject to the privacy practices of the destination app or service you choose (e.g., email, Files, AirDrop).

Data Sharing

We do not sell or share your data with third parties for advertising or marketing purposes. Your team data is only accessible to:

• You (the team owner)
• Coaches you explicitly invite to manage your team via invite codes
• Cloudflare's infrastructure services (for storage and processing as described above)

Children's Data

MeritBoard may be used to track minors (team members). We collect only first name, last name, and squad assignment for team members. No sensitive personal data, photos, contact information, or location data for team members is collected. The app is intended for use by adult coaches (age 13+); team members do not interact with the app directly.

Data Security

• Encryption in transit: All communication between the app and our servers uses HTTPS
• Encryption at rest: All cloud-stored data is encrypted at rest using AES-256 encryption in Galois/Counter Mode (GCM), managed by Cloudflare. Encryption keys are stored in Cloudflare's internal key management systems and are not accessible to MeritBoard developers.
• On-device encryption: Data stored locally on your iOS device is protected by Apple's Data Protection framework, which provides hardware-backed full-disk encryption
• Token-based authentication: No passwords are stored; authentication uses device tokens and Apple identity tokens
• Rate limiting: Authentication endpoints are rate-limited to prevent brute-force attacks
• Team-scoped access: All API endpoints verify that the requesting coach is authorized to access the team's data
• Parameterized queries: All database queries use prepared statements to prevent SQL injection
• Keychain storage: Sensitive tokens are stored in the iOS Keychain, which provides hardware-backed encryption

Developer Access

MeritBoard is operated by a small team. While your data is encrypted at rest and in transit, authorized personnel may need to access the database for the following limited purposes:

• Diagnosing and resolving technical issues or bugs
• Responding to support requests you initiate
• Ensuring the integrity and security of the service
• Complying with legal obligations

We will not access your data for marketing, advertising, profiling, or any purpose unrelated to operating and improving the MeritBoard service. We do not sell, rent, or share your data with third parties except as described in this policy.

Data Retention

When you delete records (merits, demerits, absences, or team members), they are marked as deleted and synced as deletions to other devices. Deleted data may be retained on our servers in a soft-deleted state for sync consistency. When you delete your account, all associated data is marked for deletion on our servers.

Data Deletion

You can delete your account and all associated data from Settings > Account > Delete Account. This will:

• Delete your device token from iCloud Keychain
• Remove all local data from your device
• Mark your account and all teams you own as deleted on our servers
• If you are the sole owner of a team, all team data is deleted
• If other coaches share the team, only your coach access is removed

Your Rights

• Access: You can view all your data within the app at any time
• Export: You can export your team data as CSV from Settings
• Deletion: You can delete your account and data as described above
• Correction: You can edit team member information, merit records, and absence records within the app

Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page indicates when the policy was last revised. Continued use of the app after changes constitutes acceptance of the updated policy.

Contact

For privacy questions, contact: support@toddanglin.com