If you run athletics for a school or district, you are not just evaluating features. You are deciding whether a piece of software can be trusted with minors, their families, and their data. This page explains, in plain language, how SnapMind handles that responsibility. Every statement here describes how the product actually works today.
SnapMind runs on Supabase, a managed Postgres database, on infrastructure located in the United States. All traffic between your phone or laptop and SnapMind is encrypted in transit with TLS, and stored data is encrypted at rest. Passwords are hashed through Supabase authentication; SnapMind never stores or sees a plain-text password.
We do not sell personal information, and we do not share it for cross-site or targeted advertising. Athlete data exists for one reason: so your coaches, players, and parents can run the season.
Full detail lives in our Privacy Policy and Security page.
No one under 13 can sign in to SnapMind. Signup requires a date of birth, and account creation is hard-blocked below 13, both on the signup form and on the coach's approval path, so there is no route to a login for a child under 13.
Youth programs still work. An athlete under 13 is carried as a parent-held record: a parent or guardian holds the account, and the child appears on the roster, in attendance, and on gear and fee lists without ever having credentials of their own. Their information is provided by the guardian or the program, not collected from the child.
Athletes aged 13 to 17 cannot activate an account on their own. The signup flow emails their parent or legal guardian a secure approval link. The parent reviews the consent and waiver and signs on the minor's behalf before the account is turned on.
The parent's typed name, the signature timestamp, the IP address, the device user-agent, and a snapshot of the exact consent and waiver text they signed. These records are kept permanently as legal evidence, even if the account is later deleted.
Parents who consent on behalf of a minor can review the information we hold, request corrections, request deletion, or withdraw consent at any time, which deactivates the minor's account.
Player recruiting profiles follow the same standard. They are private by default and go public only when two things have both happened: a coach activates the profile, and a parent's consent is recorded with name, timestamp, and IP. Until both are true, the public profile page returns nothing.
Your program's data belongs to your program, and the wall between programs is enforced in the database itself, not just in the app. Supabase row-level security rules sit on our tables and check who is asking before any row comes back. A coach sees their own team. A player sees their own team and their own records. A parent sees their own kid. Nobody at another school can query your roster, your attendance, your fees, or your messages, even if they tried to go around the app and hit the database directly.
Coach-only actions, like exporting team attendance, are verified server-side against the roster before they run. Being logged in is not enough; you have to actually be a coach on that team. Medical notes are private by role: only the staff you allow can read them.
Staff who can message families or read their paperwork use two-step sign-in: a password plus a code from an authenticator app. From October 6, 2026 it is required. Sign-up on the website has bot protection, so fake accounts cannot pile into your program.
Coaches decide who can message whom, per team, from the Permissions screen. The toggles include:
Every one-to-one message between a coach and an athlete is recorded and visible to program administrators in the console's communication log. There are no private, unreviewable coach and athlete conversations on SnapMind.
Anyone in a team chat can report a message or block a person. Coaches see each report and can hide the message or mute the sender.
Text alerts are strictly opt-in. Each recipient enters their own number and checks a consent box that is unchecked by default. Nobody is texted without completing that opt-in, replying STOP ends messages immediately, and mobile numbers and opt-in data are never shared with third parties for marketing. The full program is documented on our Text Alerts page and in the Privacy Policy under "Text Messages (SMS/MMS)".
SnapMind uses one AI provider: Anthropic's Claude, through its commercial API. There is no second model, no other vendor, and no data broker in the loop. There is no AI chat anywhere in SnapMind. The chat feature was retired on September 17, 2026.
Where AI shows up, and who starts it:
What gets sent: for the coach tools, only the roster, schedule, or workout the coach chose to upload. For Training, the person's own plan and logs, and the meal they chose to describe. Nothing is sent that a person did not start.
What AI never does on SnapMind: it does not decide eligibility, discipline, playing time, medical clearance, or who is on the roster. It does not message a student on its own. It does not run in the background reading conversations. Every AI action is started by a person, and every result is shown to that person to accept or throw away.
Changes: if we add an AI provider, change what data is sent, or add AI to the mobile app, program administrators hear about it before it ships, on this page and by email.
SnapMind never holds your program's money. Parents see what they owe and can pay by card through your program's own Stripe account, or through the pay link your program already uses. Refunds you make in Stripe show up in SnapMind on their own.
Dues and fees go straight from families to your program. SnapMind takes no cut and holds no district funds. Your bookkeeper gets one export with every fee, payment and refund.
You are never locked in. Coaches can export their roster, fees, gear, and attendance to CSV at any time, straight from the console, with one click. If you leave, your records leave with you.
Deletion works the same way. You can request deletion of an account or a program's data at any time, and we honor it as described in the Privacy Policy. The one carve-out is signed waivers and parent consent records, which are retained permanently as legal evidence because that protects your program as much as it protects us. Everything else is deleted or de-identified.
Security questionnaires, data processing questions, or anything your district's review requires: email support@usesnapmind.com and you will hear back from a person who builds SnapMind, not a ticket queue. We would rather answer a hard question up front than have you find out later.
We do not claim certifications we do not hold. What we claim is on this page, and every line of it is how the product is built.
Set up takes minutes, and your athletic department keeps control of every switch described above.