AthleticsQ
Privacy Policy
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Section 1
Summary (Plain English)
AthleticsQ is a B2B sports travel platform. We help athletic departments, professional teams, tournament organizers, and the hotels and bus operators that serve them plan and execute team travel.
- We collect the data we need to plan trips, book rooms, deliver contracts, run payments, and coordinate communications.
- We do not sell personal information.
- We share data only with the vendors who help us operate the platform — for example, our payment processor, email provider, and hotel partners.
- You can ask us to access, correct, or delete your data. California, EU, and UK users have additional rights.
- Questions about your data go to privacy@athleticsq.com.
Section 2
Who We Are
AthleticsQ is operated by RED Travel Group LLC (D/B/A AthleticsQ).
- Operating company
- RED Travel Group LLC (D/B/A AthleticsQ)
- IATAN accreditation
- IATA #45623760
- Business address
- [PLACEHOLDER — Ryan to provide actual address before publication.]
- Privacy contact
- privacy@athleticsq.com
Section 3
What Data We Collect
We collect different categories of data depending on the role you play in the AthleticsQ platform.
| Who | What we collect |
|---|---|
| Schools (athletic departments) | Institutional information (name, address, IPEDS ID, division, conference); state-specific tax exemption certificates; procurement contact information; banking and payment information for invoicing; trip schedules and itineraries. |
| Coaches and athletic staff | Name, professional title, work email, work phone; sport(s) coached; dietary preferences captured for trip planning at the program level; communication preferences and notification settings; payment method on file (last 4 digits of card via Stripe — actual card data is never stored by AthleticsQ); IP address and device information for security. |
| Athletes | Athletes typically do not have direct accounts. Their data is captured indirectly through team operations as anonymized identifiers used for F&B and rooming list coordination, aggregate travel-party counts, and aggregated dietary restriction counts (not individual identification). AthleticsQ deliberately uses anonymized identifiers for athlete-level operational data, especially for medical-adjacent information like food allergies. Individual identification mapping stays in the team's roster system, not in AthleticsQ. |
| Hotel contacts | Name, work title, work email, work phone; property affiliation; communication history with AthleticsQ; response times and engagement patterns. |
| Bus operator contacts (when the operator network launches) | Business name, DOT number, MC number, USDOT registration; tax ID (encrypted at rest); insurance certificate details; fleet information; banking information for payouts; owner or contact name, work email, work phone. |
| Tournament organizers | Organization name and address; contact name, email, phone; event details, schedules, registration data; payment information. |
| Tournament team parents (booking through tournament portals) | Parent name, email, phone; athlete name and team affiliation provided by the parent at booking; payment method on file (last 4 digits of card via Stripe); booking and travel details. |
| NAM (National Account Managers at hotel chains) | Name, title, work email, work phone; chain affiliation; region and segment specialization; communication history. |
| Website visitors | IP address, browser type, device type; pages visited and session duration; referrer URL; cookies (essential and optional — see Cookie Policy); marketing campaign attribution data if applicable. |
Section 4
How We Use Data
We use the data we collect for the purposes below. For users in the EU and UK, the table also lists the legal basis we rely on under the GDPR.
| Purpose | What this looks like | GDPR legal basis |
|---|---|---|
| Service delivery | Plan and execute team travel; coordinate hotel bookings, contracts, and payments; manage room blocks, rooming lists, and check-in; coordinate F&B and meeting rooms; generate game-day timelines; process payments and issue virtual cards; coordinate with bus operators when applicable. | Contractual necessity / Legitimate interest |
| Communications | Transactional emails (booking confirmations, contract delivery, payment receipts); service notifications (cut-off reminders, attrition warnings, rooming list deadlines); customer support; optional marketing communications with separate consent. | Contractual necessity / Consent |
| Compliance and legal | Tax exemption documentation per state and per institution; audit-ready records for institutional compliance; DOT/FMCSA compliance for bus operators; financial reporting and tax compliance; responding to legal requests. | Legal obligation |
| Platform operations | Security monitoring and fraud prevention; performance monitoring and improvement; aggregated analytics on platform usage; hotel and operator quality scoring (aggregated, not individual surveillance). | Legitimate interest |
| AI-powered features | AI agents process trip data to coordinate travel logistics; AI parses hotel responses, contracts, and documents; AI generates draft communications for human review; AI builds institutional memory of program preferences over time. AthleticsQ does not use customer data to train third-party AI models. AI providers process data in real time only and do not retain customer data beyond the immediate query under our configuration. | Legitimate interest / Contractual necessity |
| Product development | Identify usage patterns to improve features; test new functionality with anonymized data; build aggregated industry insights after anonymization. | Legitimate interest |
Section 6
How Long We Keep Data
We keep data only as long as we need it for the purposes above or as required by law.
| Category | Retention |
|---|---|
| Active customer data | Duration of the customer relationship plus 7 years (typical institutional audit period) |
| Transactional and financial data | 7 years (tax and accounting requirements) |
| Communications history | 5 years |
| Marketing data | 3 years from last engagement, or until opt-out |
| Website analytics | 25 months (Google Analytics standard) |
| Cookies | Per Cookie Policy. Essential cookies for the session; optional cookies up to 12 months unless consent is revoked. |
| Payment data | Handled by Stripe per their retention policies. AthleticsQ does not store card data directly. |
| Tax exemption certificates | Until expiration plus 7 years |
| Backup data | Deleted within 90 days of primary data deletion |
After a retention period expires, data is either deleted or anonymized for aggregate analytics.
Section 7
International Data Transfers
AthleticsQ is based in the United States. If you are in the EU or UK, your data may be transferred to the US for processing. We rely on the following legal mechanisms for these transfers:
- Standard Contractual Clauses (SCCs) with subprocessors when applicable.
- Adequacy decisions where applicable.
- Customer-specific data processing agreements for European clients.
We have implemented supplementary measures including encryption at rest, encryption in transit, access controls, and audit logging. For European clients, we offer EU-region data hosting via Neon's EU regions upon request as part of contractual agreements.
- EU Representative
- [PLACEHOLDER — to be appointed when first EU client signs. Recommend services like GDPR-Rep.eu.]
- UK Representative
- [PLACEHOLDER — to be appointed when first UK client signs.]
Section 8
Your Rights
Universal rights (all users)
- Access — request a copy of personal information we hold about you.
- Correction — update inaccurate information.
- Deletion — request deletion of your account and associated data, subject to legal retention requirements.
- Communication preferences — opt out of marketing emails.
GDPR rights (EU users)
- Right of access (Article 15).
- Right to rectification (Article 16).
- Right to erasure / right to be forgotten (Article 17).
- Right to restriction of processing (Article 18).
- Right to data portability (Article 20).
- Right to object (Article 21).
- Rights related to automated decision-making (Article 22). AthleticsQ's AI agents support human decision-making but do not make autonomous decisions affecting users; final decisions on bookings, contracts, and payments are made by humans.
- Right to lodge a complaint with a supervisory authority (your local Data Protection Authority).
UK GDPR rights (UK users)
The same rights as the GDPR apply, with the UK Information Commissioner's Office (ICO) as the supervisory authority.
CCPA rights (California residents)
- Right to know what personal information is collected, used, shared, or sold.
- Right to delete personal information held by businesses.
- Right to opt out of the sale of personal information. AthleticsQ does not sell personal information.
- Right to non-discrimination for exercising CCPA rights.
- Right to limit use and disclosure of sensitive personal information.
- For California users under 16, opt-in is required for any sale of personal information (we do not sell).
How to exercise your rights
- Email privacy@athleticsq.com.
- We will respond within 30 days (45 days for complex requests).
- We may need to verify your identity before processing requests.
- Some data may be retained for legal or contractual reasons even after deletion requests.
Section 9
Children's Privacy
AthleticsQ is a B2B platform serving athletic organizations. We do not knowingly collect personal information directly from children under 13.
Our platform is, however, used by athletic organizations that may include youth athletes — particularly at tournament events with youth divisions, travel teams with players under 18, and camps and clinics.
For data involving minors
- We do not collect direct identifying information about athletes; we use anonymized identifiers only for operational data.
- Athletic organizations are responsible for obtaining appropriate parental consent for any youth participants.
- We comply with COPPA requirements for any inadvertent collection from children under 13.
- Parents or guardians who believe their child's information has been collected may contact privacy@athleticsq.com to request deletion.
For European youth (under 16 in some EU member states), additional parental consent requirements may apply per GDPR Article 8.
Tournament team booking via parent portals
- Parents provide athlete name and team affiliation to facilitate the booking.
- This data is used only for the specific booking and is not retained beyond the booking lifecycle.
- Parents can request deletion of athlete information at any time.
Section 11
Security
We implement reasonable technical and organizational measures to protect personal information:
- Encryption at rest using AES-256.
- Encryption in transit using TLS 1.2 or higher.
- Access controls limiting employee access to a need-to-know basis.
- Audit logging of access to sensitive data.
- Regular security reviews and updates.
- Incident response procedures.
- Vendor security assessments for subprocessors.
Despite these measures, no system is 100% secure. We will notify affected users and applicable authorities in the event of a data breach as required by law.
Section 12
Automated Decision-Making and AI
AthleticsQ uses AI agents to support travel coordination tasks including:
- Hotel sourcing and matching.
- Document parsing and classification.
- Communication drafting.
- Operational coordination.
- Pattern detection across historical data.
Important characteristics of our AI use
- AI agents draft and recommend; humans review and approve customer-facing decisions.
- AI does not make autonomous decisions about pricing, contracts, payments, or service availability that affect user rights.
- Customer data is processed by AI providers (such as Anthropic) in real time without retention for model training.
- Users have the right to request information about how AI is used in their specific case.
- Users have the right to request human review of any AI-recommended decisions.
Section 13
Updates to This Policy
We may update this Privacy Policy from time to time. Significant changes will be communicated by:
- Email notification to active users.
- Banner notification on the platform.
- Updated 'Last Updated' date at the top of this policy.
For material changes affecting user rights, we will provide reasonable notice (typically 30 days) before changes take effect.
Section 14
Contact Us
Privacy questions, requests, or complaints:
- privacy@athleticsq.com
- RED Travel Group LLC, [PLACEHOLDER ADDRESS], Attn: Privacy Officer
- EU Representative
- [PLACEHOLDER — to be appointed]
- UK Representative
- [PLACEHOLDER — to be appointed]
If you are not satisfied with our response, you may lodge a complaint with your local Data Protection Authority (EU), the Information Commissioner's Office (UK), the California Attorney General's Office (California), or other applicable regulators.