Bench Boss Privacy Policy

This Privacy Policy explains how Weaver Systems [ENTITY TYPE], a Texas, USA business ("Weaver Systems," "we," "us," "our"), collects, uses, shares and protects personal information when you use Bench Boss at benchboss.gg, the Bench Boss web app and related tools (the "Service"). It also explains your rights and how to use them.

It applies to everyone whose information we handle, including players who never sign up but appear in Bench Boss because their club uses it.

Bench Boss is an unofficial companion app for EA SPORTS NHL clubs. Bench Boss is an independent fan tool, not affiliated with, endorsed by, or sponsored by Electronic Arts Inc. or the NHL. EA SPORTS NHL and related marks belong to their owners.

1. The short version

• We use gamertags and game stats from public EA club data. We don't collect real names, and we don't ask for them.
• If you sign up, we also have your email or Discord ID, the content you post, and basic device and usage data.
• Stripe handles payments. We never see or store your full card number.
• We don't sell your personal information, we don't use it for targeted ads, and we use no ad trackers.
• AI helps write explanations, coaching wording and translations. AI never changes grades, and our AI provider may not train on your data.
• Full games in Film are deleted after 14 days. Clips stay until they're deleted, or until 45 days after the club's plan ends.
• We only collect game data for clubs on a paid plan or free trial. When a club's plan ends, we stop right away, keep its saved game history for 45 days, then delete it. Accounts and chat stay.
• Not signed up but want out? Email [privacy@benchboss.gg] with your gamertag and we'll hide or remove your data (Section 4).
• You can access, correct, download and delete your data, and withdraw consent. Our person in charge of personal information is listed in Section 13.
• We're based in the United States, and your information is stored and processed there.

2. Who is responsible for your information

Weaver Systems is responsible for personal information processed through the Service (the "controller," or the "enterprise" or "organization" under Québec and Canadian law).

Person in charge of the protection of personal information: [NAME], [TITLE, e.g. Founder], Weaver Systems, [MAILING ADDRESS], [privacy@benchboss.gg]. See Section 13.

Club owners. A club's coach or captain decides which club Bench Boss tracks, how grading works for that club, who's on the club's roster in Bench Boss, and what's shared in club chat and Film. We act on those choices to provide the Service.

3. What we collect and where it comes from

3.1 Public EA club and match data (everyone on a tracked roster)

When a club is claimed in Bench Boss, we read EA's publicly available club and match data for that club and, for Scout, for opponents. This includes: - gamertags (in-game names) and platform; - club name, club membership, division, ranking points and record; - per-game stats (for example goals, assists, shots, hits, passing, time on ice, position) and match results; - EA's own ratings (for example Offense, Defense and Team play ratings); - build codes and position or class information shown in EA's data.

We don't receive your EA account email, real name, payment details or private EA account information.

How EA data flows through Bench Boss. (1) Our relay server requests the club's public match, club and member stats from EA's public club endpoints on a schedule (more often on game nights). (2) The raw responses go to our Cloudflare Worker and are stored in our database (Cloudflare D1, [REGION: confirm D1 location]) under the club. (3) We calculate Bench Boss grades from them. (4) Club members see the results in the app; public share cards and clips show only what a player or coach chooses to share. We never send Bench Boss information back to EA. If EA changes or limits access, some or all of this data may stop updating, and we can't guarantee it will be available.

3.2 Information we create from that data

• Bench Boss grades, coaching feedback, trends and awards;
• Scout estimates such as win chance;
• your Career page, which links your history across the clubs you've played for under the same gamertag;
• former-member status when you leave a club.

3.3 Account information (if you sign up)

• Email sign-in: your email address.
• Discord sign-in: your Discord user ID, username and avatar [and email address, IF REQUESTED FROM DISCORD], as Discord shares them with us.
• the gamertag you link to your account, your role (player, coach, captain, moderator), language and settings;
• your birth month and year and your country and province/state (age screen, Section 10), and, if you're a teen with a parent-paid plan, the parent's consent record.

3.4 Content you add

• chat messages, emoji, reactions, photos and clips;
• Film: videos you upload, clips, highlight reels, coach marks (stills, drawings and short notes sent to a player);
• for clubs that connect a Twitch channel: Twitch VODs from that channel, from which we automatically cut clips. VODs can include the streamer's voice, face, chat overlay and anything else on stream;
• My builds (loadouts you enter yourself);
• grading settings and their version history, including who saved each version and when;
• reports, appeals and messages you send to us.

3.5 Payment information

If you buy a plan, Stripe collects your payment details directly. We receive limited information from Stripe, such as your name on the payment if given, billing country, postal or ZIP code (for taxes), the last four digits and brand of your card, plan, amounts, tax and payment status. We don't store full card numbers.

3.6 Device and usage information

When you use the Service, our hosting provider and our servers automatically receive technical information such as your IP address, browser and device type, operating system, language, pages and features used, timestamps, referring page, and error and security logs. We use this to run, secure and fix the Service. We may roughly infer your country or region from your IP address (for example, to show prices in CAD and calculate taxes). We don't collect precise location.

3.7 What we don't collect

We don't ask for real names, home addresses, phone numbers, government IDs, precise location, contacts, or sensitive information (such as health, race or sexual orientation). Please don't post that kind of information in chat.

4. Players who haven't signed up

Why you might be in Bench Boss without an account. If your club's coach or captain claims your club, we read the club's public EA data, which includes your gamertag and per-game stats, and we calculate Bench Boss grades for you. Players are graded automatically even without an account. The same public data appears on EA's own club pages.

Who can see it. Your grades and detailed stats are visible inside the app to members of your club. Public club pages, where a club chooses to have one, show club-level results, and opponents' names are hidden on public pages. Scout shows opponent club information to clubs preparing to play them.

Why we do this. It's the core of the Service a club has asked for (grading the club's games), it uses information EA already publishes, and we limit it to gamertags and game stats. In Canada, we use this information only for the same game-stats purpose for which EA publishes it, at the request of your club, and we make it easy to opt out at any time (see below). In the U.S., we rely on the information being publicly available.

How to opt out or remove your information. You can: 1. Email [privacy@benchboss.gg] from any address with your gamertag, platform and club name, and tell us whether you want us to hide your gamertag (show you as an anonymous player) or remove your grades and stats from Bench Boss; or 2. Sign up and claim your gamertag, then use your privacy settings [IF BUILT].

We may ask you to verify that the gamertag is yours (for example, by adding a short code to your EA profile or club, or by asking your club's coach). Once verified, we'll stop showing your gamertag and grades in Bench Boss within [30] days. We'll keep a minimal suppression record (your gamertag, platform and the date) so our system doesn't re-import you the next time it reads EA data. Club-level totals (like team goals and the final score) may stay, because they're the club's records, but they won't be linked to your gamertag.

5. How we use information

We use personal information to: 1. Provide the Service: read stats, calculate grades, run Scout, show Career pages, run chat and Film, and save your builds and settings. 2. Run accounts: sign you in, verify club claims, manage roles and handle club disputes. 3. Process payments and taxes through Stripe, manage trials, renewals, credits and refunds. 4. Communicate with you: sign-in links, receipts, renewal reminders, service and security notices, replies to support requests, and changes to our Terms or this Policy. We'll only send marketing emails if you opt in, and you can unsubscribe at any time. 5. Keep the Service safe: prevent abuse, fraud, spam, cheating and security incidents, moderate content and enforce our Terms. 6. Fix and improve the Service: debug problems and understand which features are used, using aggregated or de-identified data where possible. 7. Meet legal obligations: keep tax and accounting records, answer lawful requests and protect our legal rights.

We don't sell personal information, don't share it for cross-context behavioral advertising, and don't use it for targeted advertising.

5.1 Grades and automated processing

Bench Boss grades are calculated automatically from game stats and the club's grading settings. They evaluate your in-game performance, not you as a person. Grades only inform. The club makes every roster and playing decision, not Bench Boss. If you want to know how a grade was calculated, see the grade breakdown in the app or ask us. You can tell us if you think a grade is wrong, and you can ask your coach to review it. Under Québec law, you can ask us what information and main factors were used, and you can ask to have the information corrected.

6. AI processing

We use an AI service provider, [AI PROVIDER NAME], to help write explanations of grades, coaching wording, and translations (for example, translating chat or coaching between English and French).

• What's sent: the text being explained or translated, along with the relevant game stats, grades and gamertags. If you use translation on a chat message, the message text is sent.
• What AI does not do: AI never changes grades and doesn't decide who plays. Grades come only from game stats and the club's grading settings.
• No training: we use the provider under terms that don't allow it to use our data to train its models, and the provider keeps the data only as long as it needs to provide the service and for safety and abuse monitoring, [NUMBER] days at most [CONFIRM WITH PROVIDER TERMS].
• We don't send your email, Discord ID, payment information or IP address to the AI provider.
• AI text can contain mistakes. Treat it as a draft, not a fact.

7. When we share information

We share personal information only as described here:

Within your club. Members of a club see that club's roster, gamertags, grades, stats, chat, Film and coach marks according to the club's settings. Coach marks go to the player they're addressed to and to coaches.

Service providers that process information for us under contracts that limit their use of it:

Twitch embed. When you open the embedded Twitch stream viewer, the player is loaded from Twitch (Amazon), which receives your IP address and device information and may set its own cookies. Twitch handles that information under its own privacy policy. For clubs that connect a Twitch channel, we read that channel's public VODs from Twitch to make clips.

EA. We read public data from EA. We don't send your Bench Boss information to EA.

Legal and safety. We may disclose information if we believe in good faith that it's needed to follow the law, a valid legal process or a government request; to enforce our Terms; or to protect anyone's safety, rights or property, including by reporting child exploitation to authorities.

Business transfers. If Weaver Systems is involved in a merger, acquisition, financing or sale of assets, information may be transferred as part of that deal. The receiving party will have to protect it as this Policy says, and we'll notify you.

With your consent or at your direction, for example when you share a share card or clip outside Bench Boss.

8. How long we keep information

Deleting your account. You can delete your account in settings or by emailing [privacy@benchboss.gg]. We'll delete or anonymize your account information within 30 days, and remove it from backups within a further [35] days as backups roll over. When you delete your account: - your email or Discord ID, settings, builds and Pro Player data are deleted; - your Career page is deleted; - messages and media you posted in club chat are deleted or anonymized ("Former member") [DECIDE: delete or anonymize]; - your gamertag's appearance in your former clubs' past games stays as part of those clubs' records unless you also ask us to hide or remove it (Section 4); - billing records we must keep by law are retained.

When personal information is no longer needed, we delete it or anonymize it so that it can no longer reasonably identify anyone.

9. Your rights and choices

Wherever you live, you can ask us to: - access the personal information we hold about you, and learn how we use and share it; - correct inaccurate or incomplete information; - delete your information (subject to legal exceptions); - get a copy in a structured, commonly used, machine-readable format (portability), including, on request, sending it to another organization; - withdraw consent where we rely on it (this won't affect what we did before you withdrew, and some features may stop working); - object to or restrict certain uses, and opt out of marketing emails; - not be treated differently for using your rights.

How to make a request. Email [privacy@benchboss.gg] or use the tools in your account settings [IF BUILT]. We'll need to verify your identity, usually by confirming control of the email address, Discord account or gamertag linked to your data. You can use an authorized agent; we may ask for proof that they're authorized. We'll respond within 30 days. If we need more time where the law allows, we'll tell you why. Requests are free, unless they're clearly unfounded or excessive.

9.1 U.S. residents (including California and Texas)

Depending on your state, laws such as the California Consumer Privacy Act as amended by the CPRA, and the Texas Data Privacy and Security Act, give you rights to know, access, correct, delete, and get a portable copy of your personal information, and to opt out of the sale of personal information, sharing for cross-context behavioral advertising, targeted advertising and certain profiling. We give these rights to all users, whether or not a particular law applies to us.

• Categories we collect (Section 3): identifiers (gamertag, email, Discord ID, IP address); commercial information (plan and payment history); internet or network activity; audio and visual information (photos, videos, clips); and inferences (Bench Boss grades and trends about in-game performance). Sources and purposes are in Sections 3 and 5, and the categories of recipients are in Section 7.
• No sale, no sharing: We don't sell personal information or share it for cross-context behavioral advertising, and haven't in the past 12 months. We don't knowingly sell or share the information of anyone under 16.
• Sensitive information: We don't collect it for inferring characteristics, and we don't use it beyond what's needed to provide the Service.
• Appeals: If we deny your request, you can appeal by replying to our decision or emailing [privacy@benchboss.gg] with "Appeal" in the subject line. If you're not satisfied with the appeal, you can contact your state's attorney general.
• We respect Global Privacy Control signals as an opt-out of sale or sharing, although we don't sell or share.

9.2 Canada (PIPEDA and provincial laws)

We handle personal information of people in Canada according to the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where they apply, provincial private-sector privacy laws. You can access and correct your information and withdraw consent, subject to legal or contractual limits. If you have a concern, please contact us first. You can also complain to the Office of the Privacy Commissioner of Canada (priv.gc.ca) or your provincial commissioner.

9.3 Québec (Law 25)

If you live in Québec, the Act respecting the protection of personal information in the private sector, as amended by Law 25, gives you rights that we respect, including: - the rights to access and correct your information, and to be told about the use of your information to make a decision based exclusively on automated processing, along with the information used, the reasons and main factors behind it, and your right to have the information corrected (see Section 5.1); - the right to portability in a structured, commonly used technological format; - the right to withdraw consent, and to ask us to stop disseminating your information or to de-index any hyperlink attached to your name if that dissemination breaks the law or a court order or causes serious harm to your reputation or privacy, as the law provides; - privacy by default: the privacy settings of our product give the highest level of confidentiality by default, without you needing to do anything. For example, your Career page and club content aren't public unless you or your club choose to make them public [CONFIRM IN PRODUCT]; - for anyone under 14, consent must be given by the person with parental authority or the tutor.

We'll respond to requests in writing within 30 days. If you disagree with our response, you can apply to the Commission d'accès à l'information du Québec (cai.gouv.qc.ca).

Confidentiality incidents. We keep a register of confidentiality incidents. If an incident presents a risk of serious injury, we'll promptly notify the Commission d'accès à l'information and the people affected, as Québec law requires.

9.4 Other places

If you use the Service from somewhere else (for example the EU or UK), you may have similar rights under your local law. Contact us and we'll help. The Service is designed for players in the United States and Canada.

10. Children, teens and parental consent

• Age screen at sign-up: we ask for birth month and year (never the day) and your country and province or state. We use this only to apply the minimum age, the age of majority, and the purchase rules below. Our support staff see only an age band (teen or adult), not your birth month and year.
• Under 13 (under 14 in Québec): we don't create an account and we don't keep the email, birth date or anything else entered. We set a cookie for 24 hours so the form can't be immediately retried; it holds no personal information. If we learn an account belongs to a child under the minimum age, we'll delete it. Parents can write to [privacy@benchboss.gg].
• "Wrong date? Contact support": if the block was a mistake, you can send us an email address so we can reply. We keep only that email (no birth date) with a ticket. After checking with you, support can clear the block for that browser. The email is deleted once the ticket is resolved, and unresolved tickets are deleted automatically after 30 days.
• Teens (13 or older, under the age of majority): a teen may have a free player account. Teens can't buy plans.
• "Ask a parent": if a teen wants a paid plan, they give us a parent's or guardian's email. We use that email only to send one approval link and don't store it with the teen's account. The link works once and expires after 72 hours. Requests are limited to a few per day.
• The parent's own account: to approve, the parent creates their own account. We keep a consent record: who approved, for which teen, when, which version of the Terms and Privacy Policy they accepted, and their confirmation that they are an adult and the teen's parent or guardian. We keep this record for as long as the approval is active plus [3 years] as proof of consent, even after it's withdrawn.
• Payment: the parent pays through Stripe as the customer. Card details go to Stripe, not to us. The subscription is linked to the teen only so the teen can use it.
• What a parent can see and do: from their Family page, the parent sees the teen's account label, the approval date and the plan; they can cancel the plan or withdraw consent at any time. They can also ask us to review, correct, export or delete the teen's information.
• Gamertags in public EA data: EA's public data doesn't tell us anyone's age. If a parent tells us a rostered gamertag belongs to a child under 13 (under 14 in Québec), we'll remove that player's information and suppress the gamertag as in Section 4.

11. Security

We use reasonable administrative, technical and physical safeguards suited to the sensitivity of the information, including: - encryption in transit (HTTPS/TLS) and encryption at rest provided by our hosting provider; - passwordless sign-in (magic links that expire, or Discord) so we never store passwords; - access limited to people and systems that need it, and protected admin credentials; - payment processing by Stripe, a PCI-DSS certified provider; - automatic deletion of full games after 14 days, and limits on what we send to service providers.

No system is completely secure. Please keep your email and Discord accounts secure, and tell us right away at [privacy@benchboss.gg] if you suspect a problem. If a breach affects your personal information, we'll notify you and regulators as the law requires.

12. Cookies and similar technologies

We keep these to a minimum, and we use no advertising or cross-site tracking.

• Essential: a sign-in session cookie or token, and browser local storage to keep you signed in, remember your language, club and display settings, and cache data so the app loads quickly on your phone.
• Security: our hosting provider (Cloudflare) may set cookies needed to protect the Service from bots and attacks.
• Analytics: [NONE / privacy-friendly, cookieless aggregate analytics such as Cloudflare Web Analytics — CONFIRM]. We don't use Google Analytics, ad pixels or social media trackers.
• Third parties: the Twitch embedded player and Stripe checkout can set their own cookies when you use them, under their own policies. [OPTIONAL: Twitch embed loads only after you tap to play.]

Because we only use essential cookies and storage, there's no cookie banner. You can clear cookies and local storage in your browser settings, but you'll be signed out and lose saved preferences.

13. International transfers and storage outside Québec and Canada

Weaver Systems is based in the United States, and our service providers are mostly in the United States. Your personal information, including information about people in Québec and elsewhere in Canada, is stored and processed in the United States and may be processed in other countries where our providers operate. In those countries, your information may be accessible to courts, law enforcement and national security authorities under local law.

Before transferring personal information outside Québec, we assess whether it will receive adequate protection, considering its sensitivity, the purposes, the safeguards in place and the legal framework of the destination, and we use written contracts with our providers that require them to protect it. You can contact us for more information about our providers and safeguards.

Person in charge of the protection of personal information

[NAME], [TITLE] Weaver Systems, [MAILING ADDRESS], Texas, USA [privacy@benchboss.gg]

This person is responsible for our compliance with privacy laws, including Québec's Law 25, and handles access, correction, portability and deletion requests, consent withdrawals, complaints and confidentiality incidents.

14. Changes to this Policy

We may update this Policy as the Service or the law changes. We'll change the "Last updated" date at the top. If changes are significant, we'll tell you by email or in the app before they take effect, and where the law requires it we'll ask for your consent again. Earlier versions are available on request.

15. Contact us

Weaver Systems [ENTITY TYPE] [MAILING ADDRESS], Texas, USA

• Privacy questions and requests: [privacy@benchboss.gg]
• Legal: [legal@benchboss.gg]
• General help: [support@benchboss.gg]

If you're not satisfied with our answer, you can contact your local privacy regulator, including the Commission d'accès à l'information du Québec, the Office of the Privacy Commissioner of Canada, or your U.S. state attorney general.

Last updated: [launch date]