Privacy Policy
Last Updated: October 10, 2026. Effective: October 24, 2026
MatScout, LLC (“MatScout,” “we,” “us,” or “our”) operates the MatScout website at www.matscout.com and the MatScout mobile applications for iOS and Android (together, the “Services”). MatScout, LLC is a Colorado limited liability company.
This Privacy Policy explains what information we collect, why we collect it, who we share it with, and the choices and rights you have. It applies to everyone who uses the Services — athletes, coaches, clubs, and parents managing profiles for their children.
MatScout is a preparation system for grappling athletes and clubs. We do not sell your personal information. We do not display advertising. We do not share your information with data brokers or advertising networks. We do not use your content to train machine learning models.
1. Information We Collect
1.1 Information you provide
Account information. When you register, we collect your first and last name, username, email address, and password. If you register using Google Sign-In, we receive your name, email address, and profile picture from Google.
Profile information. Optional information you choose to add: profile photo, city, state, country, gender, biography, disciplines practiced, rank and promotion history, grip preference, favorite techniques, and club or team affiliations.
Content you create. Match reports, scouting reports, practice notes, coach notes, video annotations and tagged moments, comments on shared video, and team and club information.
Video you upload. If you hold an active video subscription: the video files you upload, their duration, and any annotations attached to them.
Payment information. Subscriptions are processed by Stripe, the Apple App Store, or Google Play. MatScout does not receive or store your full payment card number. We receive your subscription status, the plan purchased, and limited billing metadata such as the last four digits of the card and its expiration date. If you purchase a team plan, we also record that you are the paying Member for that team.
Communications. Messages you send us through the contact form or by email.
1.2 Information collected automatically
Usage information. Pages and screens viewed, features used, actions taken, and the dates and times of those actions.
Device and log information. IP address, browser type and version, operating system, device identifiers, referring page, and access times.
Error and diagnostic data. When the Services encounter an error, technical details about that error are recorded so we can fix it.
Cookies and similar technologies. See Section 7.
1.3 Information about other people
MatScout is a scouting tool. Members create scouting reports describing opponents — names, clubs, techniques, and competitive tendencies — and may upload video depicting other people.
If you create Content about another person, you are responsible for having any consent required to do so, as set out in our Terms of Service.
If you believe another Member has created Content about you and you would like it reviewed, contact us at privacy@matscout.com.
2. How We Use Information
We use the information we collect to:
- create and maintain your account and profile;
- provide the Services, including storing, organizing, and displaying your Content;
- host, encode, and stream video you upload;
- apply the visibility and sharing rules described in Section 3;
- process subscriptions and payments;
- send transactional messages — for example, when someone shares a report with you, a coach leaves a note, an athlete requests to join your team, or your subscription status changes;
- send product updates and newsletters, which you may unsubscribe from at any time;
- respond to your questions and provide support;
- monitor, secure, debug, and improve the Services;
- detect and prevent fraud, abuse, and violations of our Terms; and
- comply with legal obligations.
You cannot opt out of transactional and service messages while you hold an account, because they are how the Services function. You can opt out of newsletters and promotional messages at any time using the unsubscribe link.
3. Who Can See What
MatScout applies different visibility rules to different types of Content. These rules are built into the product.
| Content type | Who can see it |
|---|---|
| Practice notes | Only you. Always. There is no mechanism to share them. They are never visible to coaches, teammates, clubs, or other Members. |
| Match reports | Private by default. Visible to others only when you share them or make them public. |
| Individual scouting reports | Private by default. Visible to others only when you share them directly. |
| Team scouting reports | Visible to the team’s coaches and managers, and to the athletes the report is assigned to, and a parent or guardian who manages that athlete’s profile. Not visible to other team members. |
| Coach notes | Visible to the coach who wrote them, the athlete they concern, a parent or guardian who manages that athlete’s profile, and the other coaches and managers of that team. Not visible to other team members. |
| Team video | On team scouting reports, visible to the team’s coaches and managers, the athletes the report is assigned to, and any parent or guardian who manages one of those athletes’ profiles. On coach notes, visible to the team’s coaches and managers, the athlete the note is about, and a parent or guardian who manages that athlete’s profile. |
| Comment threads on shared video | Private between you and each individual recipient. If you share video with three people, each sees only their own thread. You, as owner, see all three. |
| Your profile | Visible in the community directory only if you enable public profile. This is off by default. |
| Team rosters | Visible to members of that team. |
Video playback follows the plan the video was uploaded under. Personal video follows the uploader’s subscription, and team video follows the team plan. If a plan lapses, the video becomes unavailable even though the report itself remains visible. See Section 6.
3.1 Encryption of team scouting reports. A team manager may set a team password, which encrypts that team’s scouting reports so their contents are readable only by team members who have the password.
This is optional and off unless a team manager turns it on. Individual scouting reports created by a Member for their own use are not encrypted. All Content is protected by access controls regardless of whether encryption is enabled.
If a team password is set and later lost, we may be unable to recover the contents of that team’s encrypted reports.
3.2 What sharing means. When you share Content with another Member, they can view it and may be able to save or reproduce it. We cannot control what a recipient does with Content you have shared with them. Share deliberately.
4. Children and Managed Profiles
This section is under attorney review. MatScout permits adults to create profiles for children, including children under 13. We have described our practices below as accurately as we can, and we are having those practices reviewed by legal counsel. If any part of this section changes as a result, we will update this policy and notify account holders.
4.1 Who may hold an account. You must be 18 or older to hold a MatScout account in your own name. Members aged 13 to 17 may use the Services with the consent and involvement of a parent or legal guardian.
4.2 Profiles for children — “Managed Profiles.” MatScout allows a parent or legal guardian to create and manage a profile for their minor child, including a child under 13, so that the child’s training and competition record can be maintained by the adult responsible for them. We call these Managed Profiles.
What we collect in a Managed Profile. The child’s name, username, and — only if the adult chooses to provide them — profile photo, gender, discipline and rank information, and biography. We also store the match reports, scouting reports, practice notes, coach notes, and video created in connection with that profile by the managing adult or the child’s coaches.
We do not collect any information directly from a child. All information in a Managed Profile is provided by the managing adult or by a coach the adult has connected the profile to. Children do not hold login credentials to Managed Profiles.
How we use it. Solely to provide the Services — to maintain the child’s record, to allow the managing adult and the child’s coaches to review it, and to apply the sharing rules in Section 3.
We do not use children’s information for marketing, advertising, profiling, or behavioral targeting, and we do not disclose it to any third party except the service providers listed in Section 5 who process it on our behalf under contract.
We do not condition a child’s participation on providing more information than is reasonably necessary to use the Services. Only a name is required. Everything else is optional.
4.3 Parental consent. By creating a Managed Profile, the adult represents that they are the child’s parent or legal guardian, or have that person’s express permission, and consents on the child’s behalf to the collection and use described in this policy — including consent to upload images and video depicting the child and to share them with coaches and teams the adult selects.
4.4 Parental rights. A parent or legal guardian may at any time:
- review the personal information we have collected about their child;
- correct or update it;
- delete it; and
- refuse to permit any further collection or use of it.
Managed Profiles are directly viewable, editable, and deletable from within the Services by the adult who created them. For anything you cannot do yourself, email privacy@matscout.com. We will verify that a request comes from the child’s parent or guardian before acting on it, and we will respond within 30 days.
Deleting a Managed Profile deletes the child’s information, including any video associated with it.
4.5 If information was provided without consent. If you believe a child’s information has been provided to us without proper parental consent, contact privacy@matscout.com. We will investigate and delete the information.
5. Who We Share Information With
We do not sell personal information. We do not share it with advertisers or data brokers. We do not share it with business partners for marketing purposes.
We share information only in these circumstances.
5.1 With other Members, as you direct. Only according to the visibility rules in Section 3, and only as a result of sharing actions you take.
5.2 With service providers who operate the Services for us.
| Provider | What they process | Purpose |
|---|---|---|
| Vercel | Application data in transit and at rest | Website and application hosting |
| MongoDB Atlas | All Service data | Application database |
| Mux | Uploaded video files and metadata | Video hosting, encoding, and streaming |
| Cloudinary | Profile photos and images | Image hosting and delivery |
| Stripe | Payment and billing information | Subscription payments on web and Android |
| Apple | Subscription and purchase information | App distribution and in-app subscription billing on iOS |
| Google (Play) | Subscription and purchase information | App distribution on Android |
| Google (Sign-In) | Name, email address, profile picture | Account authentication |
| Google Workspace | Email addresses and message content | Email correspondence |
| Sentry | Error and diagnostic data, including IP address | Application error monitoring |
| Google Analytics | Pages viewed on our public pages, device and browser information, approximate location, and a cookie identifier | Understanding how people find and use our public pages. We don’t use Google Analytics on the dashboard or on pages where family member records are managed. |
| Google reCAPTCHA | Device and browser information and interaction data on the signup form | Preventing spam and automated abuse. |
These providers process information on our behalf, under contract, and are not permitted to use it for their own purposes.
5.3 For legal reasons. We may disclose information where we believe in good faith that it is necessary to comply with a law, regulation, subpoena, or legal process; to enforce our Terms of Service; to detect or prevent fraud or security issues; or to protect the rights, property, or safety of MatScout, our Members, or the public.
Content that sexualizes or endangers a minor will be removed and reported to the National Center for Missing and Exploited Children and to law enforcement.
5.4 Business transfers. If MatScout, LLC is involved in a merger, acquisition, reorganization, or sale of assets, your information may be transferred as part of that transaction. We will notify you by email before your information becomes subject to a different privacy policy.
6. How Long We Keep Information
Account information and Content. Retained while your account is active.
When you delete your account or Content, it is deleted from our systems. We do not currently maintain routine backups of deleted records, which means deletion is immediate and permanent. If we begin maintaining backups in the future, we will update this policy to state how long deleted records persist in them.
Uploaded video. Governed by the retention schedule in our Terms of Service:
- Days 0–30 after a subscription ends — video remains fully viewable.
- Day 31 through month 12 — video is hidden from playback but is not deleted. Renewing a subscription restores it instantly.
- After 12 months without an active subscription — video may be permanently deleted. This is irreversible. We send email warnings before deletion.
Team video follows the same schedule based on the team plan, and notices go to the team’s owner and managers and the paying Member.
Match reports, scouting reports, and practice notes are free features and are never deleted for non-payment.
Usage and event data. Retained for 12 months, then automatically deleted. This is enforced at the database level, not by manual process.
Server and diagnostic logs. Runtime logs held by our hosting provider are retained for approximately 30 days. Error and diagnostic records held by our monitoring provider are retained according to that provider’s schedule.
Payment records. Retained by Stripe, Apple, or Google according to their own retention policies and applicable financial recordkeeping law.
Managed Profiles. Deleted on request from the managing parent or guardian, or when the managing adult deletes their own account.
Communications with us. Support correspondence is retained for as long as needed to resolve your issue and for a reasonable period afterward.
7. Cookies and Similar Technologies
We use cookies for two purposes:
- Essential cookies keep you signed in and maintain your session. The Services do not function without them.
- Analytics and diagnostic cookies help us understand how the Services are used and identify errors.
Our analytics cookies are set by Google Analytics on our public pages only. Google reCAPTCHA, which protects our signup form, also sets cookies and collects device information. Use of reCAPTCHA is subject to Google’s Privacy Policy and Terms of Service.
We do not use advertising cookies. We do not permit third-party advertisers to place cookies through the Services. We do not use cross-site tracking.
You can configure your browser to refuse cookies, but if you do, you will not be able to sign in or use most features.
The mobile applications use device identifiers for similar purposes. You can manage these through your device’s privacy settings.
8. Your Rights and Choices
Regardless of where you live, you may:
- Access the information we hold about you;
- Correct inaccurate information — most of which you can edit directly in your profile;
- Delete your account and Content, which you can do yourself from your account settings;
- Obtain a copy of your Content — email us and we will provide it;
- Opt out of newsletters using the unsubscribe link in any marketing email;
- Withdraw consent for any Managed Profile you administer.
To exercise a right you cannot exercise yourself within the Services, email privacy@matscout.com. We will respond within 45 days.
8.1 Colorado residents. The Colorado Privacy Act gives Colorado residents the right to confirm whether we process their personal data, access it, correct it, delete it, obtain a portable copy, and opt out of targeted advertising, the sale of personal data, and certain profiling.
We do not sell personal data, engage in targeted advertising, or conduct profiling that produces legal or similarly significant effects.
To exercise your rights, email privacy@matscout.com. If we deny your request, you may appeal by replying to our response, and you may contact the Colorado Attorney General.
8.2 California residents. The California Consumer Privacy Act gives California residents the right to know what personal information we collect and how we use it, to delete it, to correct it, to opt out of its sale or sharing, and not to be discriminated against for exercising these rights.
We do not sell or share personal information as those terms are defined under the CCPA, and we have not done so in the preceding twelve months.
Email privacy@matscout.com to exercise your rights.
8.3 Other US states. Several other states have enacted comprehensive privacy laws granting similar rights. If you are a resident of such a state, contact privacy@matscout.com and we will honor your request to the extent the applicable law requires.
8.4 Users outside the United States. MatScout is operated from the United States and is intended for users in the United States. If you access the Services from outside the United States, your information will be transferred to, stored in, and processed in the United States, where privacy laws may differ from those in your country. By using the Services, you consent to that transfer.
9. Security
We protect information using measures including encryption in transit using TLS, encrypted password storage, access controls limiting who can access member data, optional team-level encryption for team scouting reports, and monitoring for unauthorized access.
No method of transmission or storage is completely secure, and we cannot guarantee absolute security.
If we become aware of a breach affecting your personal information, we will notify you and any required authorities as required by applicable law, without unreasonable delay.
We will never ask for your password, payment card number, or Social Security number by email or telephone.
10. Third-Party Links and Embedded Content
The Services allow you to attach links to third-party video services such as YouTube. When you view an embedded YouTube video through MatScout, YouTube may collect information about you under its own privacy policy. We do not control third-party services and are not responsible for their practices.
11. Changes to This Policy
We may update this Privacy Policy. If we make material changes, we will update the “Last Updated” date and notify you by email at the address associated with your account, or by notice within the Services, at least 14 days before the change takes effect.
12. Contact Us
MatScout, LLC, 719 Mariposa St, Denver, CO 80204
Privacy questions and requests: privacy@matscout.com
General support: support@matscout.com