Privacy Policy

An organization signs up for Ref Grid and adds the officials it assigns. Those officials do not have accounts — they receive their games by text or email and respond through a link.

That split matters for this policy. The organization decides what official information goes into Ref Grid and what is done with it; we hold and process that information on the organization’s behalf. If you are an official and want to know why an organization has your number, they are the right people to ask first — though you can always reach us at the address at the bottom of this page.

• Account information. The name and email address of each person with a login, and a hashed form of their password. We never store a password in a form we can read.
• Scheduling information you enter. Your officials’ names, email addresses, phone numbers, preferred contact channel and any notes you add; your games, dates, venues and positions; and the assignments connecting the two. Where an official agreed to be contacted through Ref Grid, we also keep the wording they agreed to and when, and the days, times and divisions they told us they prefer.
• Message records. For each assignment message: which channel it went out on, when, whether the provider accepted it, and the identifier the provider returned. This is what lets you see whether an official was actually reached.
• Session records. A record per signed-in session so we can keep you logged in and let you log out.
• Referral program records.If an official uses the referral program described below: a referral code linked to the official’s contact details, which organization signed up through their link and when, whether that organization became a paying customer, and whether the reward was paid or why it does not qualify.
• Referral emails. If an official asks us to email someone about Ref Grid: the email address and, if they gave one, the first name they entered, when the email was sent, and whether our email provider accepted it.
• Marketing opt-outs.The email addresses that have asked us not to send them promotional email, so that we don’t.
• Demo requests. If you ask for a demo from this website, the name, email address and organization you give us, and — where you fill them in — the sport you cover, roughly how many officials you assign, and whatever you write in the message box. We use it to reply to you and to work out whether Ref Grid is a fit. It does not add you to a mailing list, and we do not pass it on.

This marketing website measures its own traffic, using Mixpanel and Google Analytics. Between them they record which pages are viewed and their titles, the site or advertising campaign a visit arrived from (including Google’s ad-click identifier, when a visit comes from one of our ads), clicks on the links that lead to the Ref Grid application, and downloads of the free spreadsheet templates. Google Analytics also sees the sign-up, sign-in and subscription pages of the application and the address of its home screen, so that a visit which begins here and continues there is counted once rather than twice. There it records which plan was chosen, that checkout was started, and that a trial began. It does not see the rest of the application, and it never sees a schedule, a roster or a link sent to an official. Neither records the contents of a file you download, or what you do on any other site.

The demo form is the one place you type something into this website, and both analytics tools are told almost nothing about it. When a request goes through, Mixpanel and Google Analytics each record that one happened, the sport you picked from the list, and a broad size band — “26–50 officials” rather than the number you entered. Your name, your email address, your organization and your message are not sent to either of them. The request itself goes to Ref Grid and is held as described above.

The Ref Grid application also sends Mixpanel a limited set of product events from our servers. These record that something happened, such as an organization signing up, assignments being sent or answered, a subscription starting, or referral activity: a referral page being opened, a referral link copied or shared, a referral email sent, or a referred organization signing up or becoming a paying customer. Each event is labeled with an organization’s internal identifier, or with a random identifier when no organization is involved, and carries a few general details such as a plan or a sport. Events never include names, email addresses, phone numbers, referral codes, game or assignment details, or anything an organization types into Ref Grid.

None of the website measurement is tied to a name, an email address or an account: we do not identify website visitors.Both tools keep a randomly generated, anonymous identifier so that coming back is not counted as a new person — Mixpanel in your browser’s local storage, and Google Analytics in a cookie set by this site, which is the only cookie either of them uses. It records that a browser has been here before and nothing else.

If you are in the United Kingdom or the European Economic Area, Google Analytics is told to store nothing at all. Your visit is still counted, but without a cookie and without any identifier that outlives the page, so returning here is counted as a new visit rather than as you.

We use Google Analytics to measure whether our Google ads work. Our Google Ads account may receive from Google Analytics the fact that a visit which began with one of our ads went on to request a demo, start a checkout or start a trial. That is the extent of it: we do not use either tool for remarketing, audiences or personalized ads, Google Analytics is told not to store advertising cookies or to use what it collects to personalize ads, and neither tool is ever sent your name, email address or organization. We do not sell what they collect, we do not build profiles from it, and nothing about the schedule an organization keeps in Ref Grid is visible to this website, to Mixpanel or to Google. If you would rather not be counted at all, your browser’s tracking protection or an ad blocker will stop both, and the site works exactly the same without them.

Running the service, and nothing else: showing an organization its schedule, sending officials their assignments, recording the replies, keeping accounts secure, providing support when asked, and replying to people who ask us for a demo.

We do not sell your information, we do not use it to target or personalize advertising, and we do not use it to train machine-learning models. We do not send marketing email to officials. The messages they receive from Ref Grid are ones their organization sends through it: an invitation to add their contact details, a link to check their details and availability, assignments, reminders about games they have accepted, and notices when a game is cancelled or its time or location changes. None of those messages mention the referral program. An official sees it only on pages they open in Ref Grid: after accepting a game, and on the page listing their assignments.

An official receives messages because an organization added them to its list of officials or assigned them a game. An assignment message contains the game details and a link to accept or decline; the link identifies a single assignment and does not sign anyone in to an account.

Officials who no longer want messages can ask their assignor to change how they are contacted or to deactivate them. Deactivating an official stops further messages immediately. Replying STOP to any text stops further text messages; our text-message provider handles that request. Standard message and data rates from your carrier may apply.

Officials can choose to recommend Ref Grid to another league, club or organization, and receive a reward if that organization becomes a paying customer. The terms are in our Terms of Service. Taking part is optional, and nothing about it is shared with the organization an official works for.

Referral links. Each official who uses the program gets a personal link. When someone opens it, Ref Grid sets a first-party cookie on its own site that holds the referral code for 30 days, so that an organization created in that browser can be credited to the official. It is used for nothing else: it is not an advertising cookie, and it is not shared with anyone. The cookie is cleared once an organization is created.

Referral emails.An official can instead give us one person’s email address, and optionally their first name, and ask us to send them a single email recommending Ref Grid. We write and send that email ourselves, from Ref Grid, and it names the official who recommended us. We use the address and name to send that email, to stop the same person being emailed repeatedly or the feature being misused, to honor opt-outs, and to look into delivery problems. We clear the address and name from our records 90 days after the email is sent.

Receiving a referral email does not sign anyone up for anything. We do not add the recipient to a mailing list, a newsletter or any other campaign, and we do not email them again unless an official recommends us to them again.

Opting out. Every referral email has an unsubscribe link. Using it, or writing to us, stops all promotional email from Ref Grid to that address, including referrals from any other official. We keep the opted-out address so the opt-out keeps working. It does not affect email about a Ref Grid account of your own, or messages from an organization you officiate for.

We use a small number of service providers to run Ref Grid. They process information only to provide their service to us:

• Cloudflare. Hosting, content delivery, and the database the service runs on.
• Resend. Delivering email: assignments, invitations, profile links and reminders to officials, account email such as address verification, password resets and administrator invitations, and referral emails an official asks us to send.
• Textbelt. Delivering text messages to officials: assignments, invitations, profile links and reminders, and handling STOP replies.
• Mixpanel. Usage analytics: anonymous traffic on this website, and a limited set of product events from the application, such as an organization signing up, assignments being sent or answered, and referral activity. It receives no names, email addresses, phone numbers, referral codes or game details, and nothing an organization enters into the service.
• Google Analytics. Anonymous traffic, referral and advertising-performance analytics for this website and for the sign-up, sign-in and subscription pages of the application, with conversions reported to our Google Ads account. It receives page addresses, campaign labels and ad-click identifiers, and nothing an organization enters into the service.

We will update this list before adding a provider that handles personal information.

Scheduling information is kept for as long as the organization has an account, because a season’s history is part of what the product is for. Officials, games and assignments are not deleted from inside the application: an official can be deactivated and a game cancelled, and both keep their history.

Cancelling a subscription does not delete an organization’s data, so the organization can pick up where it left off if it subscribes again. To have an organization’s data, or a particular official’s record, deleted, write to us and we will do it.

A demo request is kept while we are talking to you and for as long as it is useful afterwards. Ask us to delete it and we will.

Referral program records are kept for as long as we need them to credit and pay rewards. The address and name an official gives us for a referral email are cleared after 90 days. Marketing opt-outs are kept for as long as we send promotional email, because deleting one would undo it.

Traffic is encrypted in transit. Passwords are stored hashed. Session and response tokens are stored as keyed hashes rather than in the form that was issued, so a copy of the database does not yield a working token. Every query is scoped to a single organization, so one organization’s data is not reachable from another’s session.

No system is perfect, and we will tell you promptly if something happens to your data that you ought to know about.

Ref Grid is not directed at children, and officials do not sign up for it themselves. Some sports have officials who are minors, and an organization that adds their contact details is responsible for having the right to do so — including any consent required from a parent or guardian.

Organizations can view and correct what they have entered from inside the application, and can deactivate officials and cancel games. Deleting data is done by us, on request. Officials should contact the organization that assigns them, which controls their record and can correct or deactivate it directly.

If that is not practical, write to us at hello@refgrid.app and we will help.

If this policy changes in a way that matters, we will update the date at the top of the page and, for material changes affecting account holders, tell you directly.

Questions about this policy, or about information Ref Grid holds: hello@refgrid.app.