Privacy Policy

MontOak Digital LLC operates HockeyOS, a hosted platform for hockey program operations. Privacy questions go to privacy@montoakdigital.com.

Account data — name, work email, role, organization, authentication metadata, and audit records of sign-in and administrative actions.

Workspace content (Customer Data) — entered by your staff: rosters, contact details for players, parents, staff and recruits, lineups, practice plans and attachments, scouting notes, schedules, travel details, equipment and budget records, team feed posts, and optional health, injury, wellness or testing fields.

Website and sales data — demo requests and sales enquiries (name, email, organization, message), and basic request logs.

Technical data — IP address, user agent, timestamps, error diagnostics, and security event logs used to operate and protect the service.

Health-adjacent fields (injury status, return-to-play notes, wellness and testing results) and information about athletes under 18 may be entered by authorized staff. We provide these fields as tools; your organization decides what to record and is responsible for consent and for applicable school, league or medical-records obligations. We restrict access to these fields to roles your administrators authorize, and we never use them for advertising or profiling.

• To provide the platform and its features to your organization (contract performance).
• To authenticate users and enforce tenant isolation and role permissions (contract, legitimate interests).
• To secure the service, detect abuse, and investigate incidents (legitimate interests, legal obligation).
• To provide support, respond to enquiries and manage demos and billing (contract, legitimate interests).
• To improve reliability and performance using aggregated, non-identifying usage data (legitimate interests).
• To send service and administrative notices; marketing email only where permitted, with an opt-out.

• With service providers who host, secure, deliver email, or support the platform, under contract and only as needed — see our subprocessors page.
• Within your organization, according to the roles your administrators assign.
• Where required by law, subpoena or to protect rights and safety, after review of the request's validity.
• In connection with a merger or acquisition, subject to this policy.

We do not sell personal information and do not share it for cross-context behavioral advertising.

• Workspace content is retained while your subscription is active and deleted within 60 days of termination unless law requires longer.
• Demo workspaces and seeded demo data are deleted automatically after the session expires.
• Security, audit and billing records are retained for as long as needed for legal and accounting purposes.
• Backups roll off on a defined schedule; deletion propagates to backups as they expire.

Data is encrypted in transit with TLS and at rest by our hosting provider. Access is role-based, enforced at the database layer with row-level tenant isolation, and administrative access is limited to personnel who need it. See the Security page for detail. No system is perfectly secure; we investigate and, where legally required, notify affected customers of incidents without undue delay.

Our infrastructure providers may process data in the United States and other regions. Where personal data moves from the EEA, UK or Switzerland, we rely on appropriate safeguards such as Standard Contractual Clauses with our providers.

Depending on where you live, you may have rights to access, correct, delete, port, or restrict processing of your personal information, to object to certain processing, and to withdraw consent. Because most information lives in a customer workspace, please contact your organization's administrator first; if you contact us at privacy@montoakdigital.com we will route the request to the relevant customer and assist them in responding. We do not discriminate against anyone for exercising these rights.

We use strictly necessary cookies and browser storage for sign-in sessions, security, and remembering interface preferences such as whether you have completed the product walkthrough. We do not use advertising cookies or third-party ad trackers.

We will update this page when our practices change and revise the "last updated" date. For material changes we will notify account administrators by email or in-product.

MontOak Digital LLC — privacy@montoakdigital.com