NOTICE TO PARENTS AND LEGAL GUARDIANS: This Parental Consent Agreement is required by the Children's Online Privacy Protection Act (COPPA). Please read it carefully before consenting to the collection and use of your child's personal information.
1. Operator Information
This Parental Consent Agreement ("Agreement") is provided by:
HenZoe LLC Email: contact@henzoe.com Phone: (949) 810-6886 Address: 2108 N ST, STE N, Sacramento, CA 95816, United States
HenZoe LLC operates the HenZoe youth sports and activity club management platform (the "Service").
2. Purpose
This Agreement describes (a) the personal information that HenZoe collects about your child through the Service, (b) how that information is used, (c) who can access it, (d) how it is protected, and (e) your rights as a parent or legal guardian.
Under the Children's Online Privacy Protection Act ("COPPA"), 15 U.S.C. §§ 6501–6506, and the FTC's COPPA Rule, 16 C.F.R. Part 312, we are required to obtain verifiable parental consent before collecting personal information from children under the age of 13. Even for children aged 13 and older, we obtain parental consent because all Student accounts on HenZoe are managed exclusively by parents or authorized Club staff — children do not interact directly with the platform.
3. How Consent Is Obtained
By checking the parental consent checkbox during account registration or student enrollment, you affirm that:
- You are the parent or legal guardian of the child being registered;
- You have read and understand this Agreement in its entirety;
- You consent to the collection, use, and disclosure of your child's personal information as described herein; and
- You understand that you may revoke this consent at any time in accordance with Section 9 of this Agreement.
Consent is obtained at the time a Parent or Guardian adds a Student to the platform, either during initial account registration or when enrolling an additional child.
4. Information We Collect About Your Child
4.1. Information Provided by Parents and Club Staff
When you or authorized Club staff add your child as a Student on HenZoe, the following personal information may be collected:
| Information | Required | Purpose |
|---|---|---|
| First and last name | Yes | Identification in rosters, attendance records, and assessments |
| Date of birth | Yes | Age-appropriate program placement, age group eligibility, and regulatory compliance |
| Gender | Yes | Program organization and roster management |
| Profile photo | No | Visual identification by coaches and Club staff during activities |
| Medical notes (e.g., allergies, asthma, medications, physical limitations) | No | Ensuring your child's safety during Club activities |
| Emergency contact (name, phone number, relationship) | Yes | Enabling emergency communication during Club activities |
| Skill level | No | Initial assessment assigned by coaches for development tracking and class placement |
4.2. Information Generated Through Participation
The following information is generated as your child participates in Club programs:
| Information | Generated By | Purpose |
|---|---|---|
| Attendance records | Coaches (via manual, QR code, or NFC check-in) | Tracking participation and absences in classes and sessions |
| Skill assessments and grades | Coaches | Monitoring player development across defined skill categories over time |
| Achievements and awards | Coaches | Recognizing accomplishments, milestones, and progress |
| Tryout registrations | Parents | Registering your child for evaluation sessions and team selection |
4.3. AI Assistant (Zoe) and Your Child's Information
When parents, coaches, or club admins use HenZoe's AI assistant features (collectively, "Zoe") to help with platform tasks involving your child, the information visible to that User's account about your child (which may include your child's name, age group, schedule, attendance history, skill summary, achievements, or messages relating to your child) may be processed by Zoe and by underlying large language model providers acting as HenZoe sub-processors under contractual confidentiality and data protection terms. Zoe is used only to assist authorized Users with their authorized tasks within the Service.
Zoe inputs are not used by HenZoe or by our AI sub-processors to train general-purpose AI models. Zoe will propose actions for the User's review and will not execute any action that changes your child's information, enrollment, or participation without that User's explicit confirmation. AI-generated output may contain errors; the User who reviews Zoe's proposals is responsible for verifying any output before relying on or acting upon it. We do not use AI to make automated decisions that produce legal or similarly significant effects on your child without human review and confirmation.
Separately, when a coach or club admin (or Zoe on their behalf) sends an outbound email through the Service, the content of that email — which may reference your child's first name, schedule, or participation in a Club activity — is automatically reviewed by an AI content-moderation sub-processor before sending, in order to detect prohibited content (such as spam, advertising, or harassing material). This moderation applies to every outbound email and is described further in Section 2.7a of our Privacy Policy. This content is not used to train general-purpose AI models.
If you do not want any of your child's information to be processed by Zoe, please contact us at contact@henzoe.com or remove your child's Student profile, which will end all collection of your child's information by the Service (including by Zoe).
4.4. Information We Do NOT Collect About Children
- Social Security numbers or government-issued identifiers
- Financial information or payment details
- Biometric data
- Social media accounts or online identifiers
- GPS location data or real-time location tracking
- Audio or video recordings
5. How Your Child's Information Is Used
Your child's personal information is used exclusively for the following purposes directly related to your Club's programs and activities:
- Program Management — Enrolling your child in classes, tracking attendance, managing rosters, and organizing teams or groups
- Skill and Progress Tracking — Coaches and instructors use skill assessments, grading rubrics, and achievement tracking to monitor your child's development over time
- Safety and Emergency Response — Medical notes and emergency contact information are accessible to coaches and Club staff during activities to respond to health or safety situations promptly
- Roster Identification — Your child's name may appear in class rosters visible to other parents in the same class so families can identify teammates
- Tryout Evaluation — If you register your child for a tryout, their name, age, gender, and experience level are shared with the evaluating Club staff for team selection purposes
Your child's information is NEVER used for:
- Advertising, marketing, or promotional purposes of any kind
- Sale, rental, or commercial exchange with third parties
- Behavioral profiling for advertising or commercial purposes
- Automated decisions that produce legal or similarly significant effects on your child without human review and confirmation
- Training general-purpose AI models
- Any purpose unrelated to your Club's youth sports programs and the operation of the Service
- Contact by third parties for any purpose
6. Who Can Access Your Child's Information
Access to your child's personal information is strictly limited to the following parties within your Club's organization:
| Who | What They Can Access |
|---|---|
| You (Parent/Guardian) | All of your child's information, including profile details, assessments, attendance history, and achievements |
| Co-Parent (if invited by you) | Based on specific permissions you grant: profile, enrollment, RSVPs, and/or chat participation |
| Coaches (assigned to your child's class) | Name, date of birth, gender, medical notes, emergency contact, attendance records, skill assessments, and achievements |
| Club Admins | All student data within their organization, for administrative and oversight purposes |
| Other Parents (in the same class) | Your child's first name and last initial in class rosters only — no other information is visible |
| Other Clubs / Organizations | No access — data is completely isolated between organizations (multi-tenant architecture) |
| HenZoe Staff | Access only when necessary for technical support, platform maintenance, or responding to your support requests |
Your child's information is never disclosed to advertisers, data brokers, marketing companies, or any other commercial third parties.
7. How Your Child's Information Is Protected
We implement the following security measures to safeguard your child's personal information:
| Security Measure | Description |
|---|---|
| Encryption in transit | All data transmitted between your device and our servers uses TLS 1.2+ (HTTPS) encryption |
| Encryption at rest | All data stored in our databases and file storage is encrypted using AES-256 encryption |
| Tenant isolation | Your child's data is isolated within your Club's tenant — no other organization or Club can access it |
| Role-based access control | Only authenticated, authorized Users with the appropriate role can view student information |
| Audit trail | All access to student data is logged with timestamps and user identification for accountability |
| Invite-only access | The platform does not allow self-registration — Users can only join through authorized invitations |
| AWS infrastructure | Data is hosted on Amazon Web Services infrastructure with SOC 2 Type II, ISO 27001, and FedRAMP certifications |
| Media storage and delivery | Your child's profile photo, if provided, is stored in private storage and delivered through our media sub-processor (Cloudflare R2 and a media-delivery worker) under a data processing agreement, using short-lived, access-validated links; it is never made publicly accessible |
8. Data Retention and Deletion
| Data Type | Retention Period |
|---|---|
| Active Student profile | Retained for as long as the Student profile remains active on the platform |
| Deleted Student profile | Personally identifiable information is deleted; anonymized attendance and assessment summaries may be retained by the Club for historical program records |
| Medical notes and emergency contacts | Deleted when the Student profile is removed |
| Skill assessments and achievements | Anonymized summaries may be retained; personally identifiable assessments are deleted with the Student profile |
| Tryout registrations | Retained for the duration of the tryout period, then deleted with the Student profile |
When you request deletion, we will remove your child's personally identifiable information within thirty (30) days.
9. Your Rights as a Parent or Guardian
Under COPPA, you have the following rights:
9.1. Right to Review
You may review all personal information collected about your child at any time by logging into the HenZoe Parent portal and navigating to your child's profile. All collected data — including assessments, attendance records, and achievements — is visible to you.
9.2. Right to Edit
You may update your child's name, date of birth, gender, medical notes, emergency contact information, and profile photo at any time through the Parent portal.
9.3. Right to Delete
You may delete your child's Student profile at any time, which will:
- Remove your child's personally identifiable profile information from the platform
- Remove associated co-parent access permissions
- Remove your child from all active class enrollments
Note: Anonymized, aggregated attendance totals and assessment summaries (with no personally identifiable information) may be retained by the Club for historical program records.
9.4. Right to Revoke Consent
You may revoke your consent for the collection and use of your child's personal information at any time through any of the following methods:
- Self-service: Delete your child's Student profile from the Parent portal;
- Club Admin: Contact your Club Admin to request removal; or
- Email: Send an email to contact@henzoe.com with the subject line "Revoke Parental Consent," including your name, your child's name, and your Club name.
Upon revocation, we will cease collecting information about your child and will delete their personally identifiable information within thirty (30) days.
9.5. Right to Request a Data Copy
You may request a complete copy of all personal information we hold about your child by emailing contact@henzoe.com with the subject line "COPPA Data Request." We will fulfill your request within thirty (30) days.
9.6. Right to Refuse Further Collection
You may refuse to allow further collection of your child's information. If you revoke consent, your child's Student profile will be removed from the platform, and they will no longer be enrolled in classes managed through HenZoe. This will not affect your own User account or any other children associated with your account.
10. Changes to This Agreement
If we make material changes to this Agreement or to how we collect, use, or disclose children's personal information, we will:
- Notify you through the HenZoe platform with a prominent notice;
- Require you to review and re-consent to the updated Agreement before your child's data continues to be processed; and
- Provide you with the option to delete your child's information if you do not agree to the changes.
We will not retroactively apply new data practices to previously collected children's data without obtaining your renewed consent.
11. Consent Acknowledgment
By checking the box labeled "I consent to the collection and use of my child's personal information as described in the Parental Consent Agreement," you affirm that:
- You are the parent or legal guardian of the child being registered on the Service;
- You have read, understood, and agree to this Agreement in its entirety;
- You consent to the collection, use, and limited disclosure of your child's personal information as described in this Agreement;
- You understand that you may review, edit, or delete your child's information at any time;
- You understand that you may revoke this consent at any time; and
- You understand that revoking consent will result in the removal of your child's Student profile from the platform.
12. Filing a Complaint
If you believe that HenZoe has collected personal information from your child in violation of COPPA, we encourage you to contact us immediately so that we can investigate and address the matter:
- Email: contact@henzoe.com (subject line: "COPPA Complaint")
- Phone: (949) 810-6886
You may also file a complaint with the Federal Trade Commission:
- Online: www.ftc.gov/complaint
- Phone: 1-877-FTC-HELP (1-877-382-4357)
- Mail: Federal Trade Commission, 600 Pennsylvania Avenue NW, Washington, DC 20580
13. Contact Information
For questions about your child's data, to exercise your parental rights, or for any concerns related to this Agreement:
HenZoe LLC Email: contact@henzoe.com Phone: (949) 810-6886 Address: 2108 N ST, STE N, Sacramento, CA 95816, United States
Use the subject line "COPPA Request" or "Parental Consent" to ensure timely processing of your inquiry.
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