Privacy Policy

1. Overview

This Privacy Policy describes the collection, use, and disclosure of personal information in connection with the flexSO Science Olympiad team management platform (the “Service”). References to “we,” “us,” and “our” refer to flexSO. This Policy also describes the choices available to users concerning their personal information. We do not sell personal information, display advertising, or disclose personal information except as described in this Policy.

2. Information We Collect

Account information. We collect your name, email address, role within your school, and an optional phone number, grade, or date of birth. Passwords are stored as one-way cryptographic hashes rather than in plaintext.

Activity within your school. We collect event assignments, gradebook scores, waiver submissions, scheduling entries, and team rosters. This data is visible to coaches and administrators within your school and is used solely to operate the platform.

Technical data. We collect server logs (IP address, browser type, page requests) that are retained briefly for security and troubleshooting. We do not build behavioral profiles from this data.

3. Google Account Connection

Connection of a Google account is optional. If you authorize a connection, the Service may access the following information to provide the applicable integration features:

• Spreadsheets. Read and create Google Sheets to synchronize gradebook scores.
• Drive files. Create files on your behalf, with access limited to files created by flexSO.
• Form responses. Read responses from a Google Form linked to a waiver to record completed submissions.
• Profile information. Access your name, email address, and, where provided, date of birth to create or link your account.

Limited Use. flexSO's use of information received from Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements. Such information is used solely to provide the features you request and is not used for advertising, data brokering, or artificial intelligence or machine learning training.

You may revoke the connection through your Profile page at any time. Disconnection deletes stored Google authorization tokens and terminates the live connection. It does not delete information previously synchronized with the Service, including imported scores.

4. How We Use Your Information

• To operate your account and school membership
• To provide gradebook, scheduling, team management, and waiver functionality
• To send transactional emails, including registration confirmations, score reports, reimbursement receipts, and weekly summaries
• To maintain audit logs visible to school administrators
• To investigate security incidents or abuse

Personal information is not used for advertising, sold to data brokers, or used for purposes unrelated to operation of the Service.

5. Data Sharing

We do not sell personal information. Personal information may be disclosed in the following circumstances:

• Within your school. Coaches and administrators can see member names, event assignments, and gradebook data as part of normal platform operation.
• Email delivery. We use a transactional email provider to deliver emails. They receive recipient addresses and message content only as needed to send the message, and are bound by data processing agreements.

6. Security

We use technical and organizational safeguards to protect personal information, including:

• All traffic encrypted via HTTPS/TLS
• One-way password hashing; passwords are not stored in plaintext
• Session tokens stored in secure, HTTP-only cookies
• Role-based access control enforced on every API endpoint
• Google OAuth tokens stored securely in our database

No system can guarantee absolute security. In the event of a breach affecting personal information, we will notify affected users in accordance with applicable law.

7. Children's Privacy

flexSO is designed for use by middle and high school students (generally ages 12-18) under the supervision of coaches and school administrators. We do not knowingly collect personal information from children under 13 without verifiable parental consent. If a parent or guardian believes their child's data has been collected without consent, please contact us at [email protected].

8. Requests Concerning Personal Information

You have the following rights and choices:

• Access and export the personal data we hold about you
• Request correction of inaccurate information
• Request deletion of your account and associated data
• Disconnect your Google account at any time via your Profile page
• Opt out of non-essential emails by contacting your school administrator

To submit a request, contact [email protected]. We will respond within 30 days.

9. Cookies

flexSO uses a single session cookie to keep you signed in. We do not use third-party tracking cookies, advertising cookies, or analytics cookies of any kind.

10. Changes to This Policy

We may amend this Policy from time to time. Material amendments will be reflected in the revision date displayed above. Continued use of the Service following such amendments constitutes acceptance of the revised Policy.

11. Contact

Questions concerning this Policy and requests concerning personal information should be directed to [email protected].