Privacy Policy

1. About this policy

NWAC Command Center helps participating schools, student-athletes, parents and guardians, coaches, and conference administrators manage athletic documents and compliance workflows, including Letters of Intent, electronic signatures, rosters, eligibility information, transfer waivers, and custom forms.

This Privacy Policy explains how Ballogy, Inc. (“we,” “us,” or “our”) collects, uses, and shares personal information through NWAC Command Center (the “Platform”).

Participating schools and the Northwest Athletic Conference (“NWAC”) may separately determine how student records and other information are collected and used. Their privacy notices and policies may also apply.

Privacy contact: info@ballogy.com

2. Information we collect

Depending on your role and use of the Platform, we collect the following categories of information.

Account and profile information

• Name, email address, and contact information.
• School affiliation, sport, team, and account role.
• Profile details you or an authorized administrator provide.
• Authentication information needed to create, verify, and secure your account.

If you sign in through an external authentication provider, we receive the account information that provider makes available through the sign-in process. We do not receive your password for that external provider.

Student-athlete and administrative records

• Letters of Intent and related communications.
• Date of birth and parent or guardian information, when needed for a workflow.
• Roster, scholarship, eligibility, and transfer information.
• Uploaded documents, custom forms, responses, and supporting materials.
• Review decisions, correction requests, and document status history.

The information collected varies by school and workflow. Please do not submit information that is unnecessary for the requested purpose.

Electronic signature information

When you sign or approve a document, we may collect your typed name, drawn or uploaded signature, initials, consent acknowledgments, signing timestamps, IP address, and related activity records.

We use this information to document the signing process and support verification of document activity.

Technical and activity information

We collect information associated with use and security of the Platform, such as IP addresses, request and error logs, login activity, account changes, and document-related actions.

Communications and AI interactions

We collect information you provide when contacting support or submitting questions to the Platform’s AI assistant. Questions and relevant context may be processed by an external AI service provider to generate a response.

Do not enter passwords, unnecessary student records, or other sensitive information into the AI assistant.

3. How we use information

We use personal information to:

• Create accounts and provide role-based access.
• Prepare, deliver, review, sign, and track documents.
• Support authorized school and conference administration.
• Send invitations, reminders, security messages, and workflow notifications.
• Maintain signature records, document histories, and audit logs.
• Provide support and respond to requests.
• Detect misuse and protect accounts and records.
• Diagnose errors and maintain the Platform.
• Meet applicable legal and contractual obligations.

Where we process records on behalf of a school or NWAC, our use of those records is also governed by applicable agreements and authorized instructions.

4. Who can access information

Access depends on account permissions, school affiliation, document assignments, and applicable workflow requirements. Information may be available to:

• Student-athletes, for their assigned records and signing activities.
• Parents or guardians, where authorized or assigned to a workflow.
• Coaches and school administrators, for school-related responsibilities.
• NWAC administrators, for authorized conference oversight.
• Platform administrators and authorized support personnel, when necessary to operate, secure, or support the Platform.

A parent or guardian account does not automatically provide access to every student record. Access depends on applicable law, institutional authorization, and the relevant workflow.

5. How we share information

We may share personal information:

• With participating schools and NWAC. As necessary for authorized document, athletic administration, and compliance workflows.
• With assigned recipients. When a document or form is sent to a designated signer, reviewer, or other authorized recipient.
• With service providers. We use providers for functions such as hosting, database services, authentication, email delivery, and AI assistance. Information is disclosed as needed to provide those functions, subject to applicable agreements.
• For legal and security reasons. We may disclose information when required by law or when reasonably necessary to protect rights, investigate misuse, respond to lawful requests, or protect the security of users and the Platform.
• In a business transition. Information may be transferred in connection with a merger, acquisition, reorganization, or transfer of the Platform, subject to applicable law and contractual restrictions.
• With your authorization. We may share information for other purposes you authorize.

6. Student records

Some information processed through the Platform may be an education record or otherwise protected by student privacy laws, including the Family Educational Rights and Privacy Act (“FERPA”), where applicable.

The Platform does not independently determine a school’s disclosure obligations or a person’s right to access education records. Those matters depend on applicable law and the school’s policies and authorizations.

If your request concerns records maintained on behalf of a school, contact that school first. We may refer requests to the responsible institution and assist it as required by our agreements and applicable law.

7. Cookies and browser storage

The Platform uses cookies and similar browser storage to maintain signed-in sessions and support features such as preferences and saved workflow progress.

Blocking or clearing this storage may sign you out or prevent certain features from working.

8. How long we keep information

We retain information for as long as reasonably necessary to provide the Platform and meet applicable institutional, contractual, legal, security, and recordkeeping requirements. Retention periods vary by record type. Signed documents and audit records may need to be retained after an account is closed.

Closing an account does not necessarily delete records held for a participating school or NWAC. Backup copies may remain until they are removed through the applicable backup lifecycle.

For information about a particular record, contact info@ballogy.com or the responsible school.

9. Security

We use administrative, technical, and organizational measures designed to protect personal information.

No online service or storage system is completely secure. You are responsible for protecting your credentials and promptly reporting suspected unauthorized access to info@ballogy.com.

10. Your choices and requests

Depending on applicable law and our relationship with the responsible school or organization, you may be able to:

• Review or update account information.
• Request access to or correction of personal information.
• Request deletion or restriction of certain information.
• Adjust available notification preferences.
• Request account closure.

Some requests may be subject to identity verification, legal exceptions, or institutional recordkeeping requirements. Changes to signed documents may require a formal correction process rather than direct editing.

Essential account, security, and transaction messages may still be sent regardless of optional notification preferences.

Submit requests to info@ballogy.com. We will respond as required by applicable law.

11. Minors

The Platform may be used by student-athletes under 18 through school-authorized workflows. Parents or guardians may be asked to participate where required.

The Platform is not intended for children under 13. If you believe a child under 13 has provided personal information, contact info@ballogy.com so we can investigate and take appropriate action.

School authorization and parental participation do not replace any consent or other protections required by applicable law.

12. Processing locations

Information may be processed where we and our service providers operate, subject to applicable agreements and legal requirements.

13. Changes to this policy

We may update this Privacy Policy as the Platform or our practices change. We will revise the “Last updated” date and provide additional notice or obtain consent when required by law.

14. Contact