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.
• 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.

This marketing website measures its own traffic, using Mixpanel. It records which pages are viewed and their titles, the site or advertising campaign a visit arrived from, clicks on the links that lead to the Ref Grid application, and downloads of the free spreadsheet templates. It does not record anything you type, the contents of a file you download, or what you do on any other site.

None of that is tied to a name, an email address or an account: we do not identify website visitors. Mixpanel keeps a random, anonymous identifier in your browser’s local storage so that coming back is not counted as a new person. No advertising cookies are set, and nothing about the schedule an organization keeps in Ref Grid is visible to this website or to Mixpanel.

Running the service, and nothing else: showing an organization its schedule, sending officials their assignments, recording the replies, keeping accounts secure, and providing support when asked.

We do not sell your information, we do not use it for advertising, and we do not use it to train machine-learning models. We do not send marketing email to officials — the only messages they receive from Ref Grid are the ones an assignor sends about their games.

An official receives a message because an organization assigned them a game. Messages contain the assignment 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 should ask their assignor to update their contact preferences or remove them, which takes effect immediately. Standard message and data rates from your carrier may apply.

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 assignment email to officials.
• Textbelt. Delivering assignment text messages to officials.
• Mixpanel. Anonymous usage analytics for this marketing website only. It receives nothing from the application and nothing an organization enters into it.

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

Scheduling information stays for as long as the organization’s account is open, because a season’s history is part of what the product is for. Delete an official, a game or an assignment and it is removed from the service.

When an account is closed we delete its data. Ask us and we will do it sooner.

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, correct and delete everything they have entered, from inside the application. Officials should contact the organization that assigns them, which controls their record and can change or remove 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.