Privacy Policy

A note on how this works

Medals Test App is built for clubs and organizations — each club runs its own events under its own account. We host the software and the data, but we are not the one deciding to collect an athlete's information: a club sets up an event, and a parent or guardian submits their athlete's information directly to that club through our registration form. We act as the club's service provider for that data, not as an independent party using it for our own purposes.

Information we collect

• Athlete information: first and last name, date of birth, team/club name, and the test results recorded at each event. Depending on what the organizing club asks for, this can also include gender and a membership number (such as a U.S. Ski & Snowboard member number, which SQF events always collect). If a club uses our athlete tracking features, this can also include U.S. Ski & Snowboard national points and notes a club chooses to log (e.g. equipment or an injury that affects testing).
• Guardian information: a parent or guardian's name, email address, and optionally a phone number, collected at registration.
• Volunteer information: name and contact information for adults who sign up to help run a station at an event.
• Club administrator accounts: the email address used to sign in and manage a club's events.
• Billing information: if a club purchases an event or subscription, payment is handled entirely by Stripe. We never receive or store card numbers — only the billing status Stripe reports back (e.g. active, canceled).

Children's information and parental consent

Most athletes tested through Medals Test App are minors. We designed registration around that:

• Registration is intended to be completed by a parent or guardian, not the athlete directly.
• An athlete's record cannot be created without the registering guardian affirmatively giving consent on the registration form. We record when that consent was given and which version of the consent language was shown, so we can always show what a guardian actually agreed to.
• We do not use athlete or guardian information for advertising, and we do not sell it to anyone, under any circumstances.
• A parent or guardian can ask their club, or contact us directly at contact@medalstestapp.com, to review, correct, or delete their athlete's information at any time.

Who can see this information

• Only the specific club an athlete registered with can view that athlete's information. That club's administrators can see the athlete's records, test history, and guardian contact information. Coaches the club adds can see athletes' records, test history, and results, but not guardian contact information. This is enforced at the database level, not just in the app's screens — one club's administrators and coaches cannot query, export, or otherwise access another club's athletes, even directly.
• Volunteers running a testing station see only the roster and result-entry fields for that one station at that one event — not an athlete's guardian contact information or full history. Station access is granted through a short-lived, event-specific link or PIN, not a shared login.
• Medals Test App's own operators can access data as needed to provide support, investigate a reported problem, or process a deletion request — not for any other purpose.
• U.S. Ski & Snowboard: for SkillsQuest-Fitness events only, a club administrator can choose to export their own event's results to submit to U.S. Ski & Snowboard's Performance Hub, as described in the consent families agree to at registration. This is an action the club takes deliberately, for its own event. Results from other test batteries stay with the organizing club and are not shared with U.S. Ski & Snowboard. We do not automatically or continuously share data with U.S. Ski & Snowboard or any other third party.
• The athlete's own club coaches: when an athlete is tested by a club other than their own, the testing club can email the athlete's results report to a coach or program director at the athlete's club — only when the registering guardian agreed to that in the consent statement, or told the testing club so directly. Guardian contact information is not included.

How we store and protect this information

• Data is encrypted in transit (HTTPS/TLS) and at rest in our database.
• Every table holding athlete, guardian, or volunteer data enforces row-level security scoped to the specific club it belongs to — this is a database-level rule, not something that depends on the app's screens being used correctly.
• Payment card data is handled entirely by Stripe and never touches our servers or database.
• We do not use advertising trackers, ad pixels, or third-party analytics scripts on athlete- or guardian-facing pages.

How long we keep information

A club's administrators can edit or delete an individual athlete's or volunteer's record at any time, and can remove their organization from public view whenever they choose. We retain a club's data for as long as the club's account is active, so it remains available as the season-over-season record the club is using it for. To permanently delete all of a club's data — or just one athlete's — contact us at contact@medalstestapp.com and we will process the request.

Changes to this policy

If we make a change that affects what we collect or how it's used or shared, we'll update the effective date above and, for a change that affects existing consent, ask registering guardians to re-consent to the updated terms.

Contact us

Questions about this policy, or a request to review, correct, or delete information, can be sent to contact@medalstestapp.com.