Dugout Copilot

Privacy Policy

Effective date: October 2, 2026

1. Scope and contact

This Privacy Policy explains how Willman Ventures, LLC, operating Dugout Copilot ("we," "us," or "our"), handles personal information in connection with dugoutcopilot.com and app.dugoutcopilot.com. Contact support@ultimatebaseballtraining.com with privacy questions or requests.

We determine how information is used to operate customer accounts, administer purchases, provide support, and measure our marketing. When a coach or organization provides team or player information, their instructions and relationship with those individuals may also be relevant. We may need to coordinate a request concerning that information with the responsible coach or organization.

2. Information we collect

• Account and support information: Name, email address, authentication-related information handled through our providers, support messages, and feedback you choose to send.
• Team and coaching content: Team details, player identifiers, age group or level, positions, attendance, coaching observations, prompts, plans, and other content you choose to enter.
• Dictated text: If you use your device or browser microphone/dictation feature to enter coaching notes, the app receives the resulting text. Dugout Copilot does not itself record, upload, or store raw audio for this feature. Your device, browser, or dictation provider may process audio under its own settings and privacy terms.
• Purchase information: The purchased product, amount, currency, payment status, transaction references, and customer details supplied through checkout. Stripe handles payment-card details; do not send card numbers to our support address.
• Technical and marketing information: Visited pages, interactions, timestamps, device/browser information, referral information, campaign parameters, ad-click identifiers, and purchase-conversion information. We set first-party cookies on dugoutcopilot.com that are also readable by app.dugoutcopilot.com: an anonymous visitor identifier (dc_vid, kept for up to 1 year), the first and most recent marketing source that brought you to us (dc_ft and dc_lt, kept for up to 90 days), and Meta's click identifier cookie (_fbc, up to 90 days) when you arrive from a Meta ad. These cookies contain no name, email, or other directly identifying information; the visitor identifier is also passed to Meta in hashed form as an external identifier so Meta can connect browser activity with our server-side event reporting. Our hosting, analytics, payment, or advertising providers may receive IP addresses or other technical information when their services are accessed.

3. Why we use information

We use information to provide and secure accounts, process purchases and access, remember team context, generate coaching assistance, save user content, respond to support and privacy requests, troubleshoot problems, prevent abuse, comply with legal obligations, and understand website and marketing performance.

Where you subscribe to marketing communications, we use the provided contact information to send those communications. You can unsubscribe using the link in a marketing email. Transactional messages concerning your purchase, account, or security may still be necessary.

4. Service providers and AI processing

We use Base44 to operate the application, Lovable to provide the sales website, and Stripe to process payments. Providers also support hosting, authentication, security, and communications as needed to supply the Service.

Our coaching AI features send text to Base44's built-in AI service. Depending on the feature, that text includes your question or debrief, team and player names/details, observations, practice and game history, and other relevant coaching context. Resulting observations, briefs, and practice plans are saved in the app.

Base44 selects the underlying AI model/provider automatically for these requests. Its published AI-provider information identifies Anthropic, Google, and OpenAI among providers it may use; that list does not establish which provider handles a particular request. See Base44 AI service providers and Base44's Data Processing Addendum.

Provider handling of prompts and outputs is subject to the applicable service agreements and provider arrangements. Base44 also publishes plan-dependent information about model training at Base44 Privacy and security. We have not established a blanket zero-retention or no-model-training commitment for every provider involved, and we do not make either representation. Contact us for questions about a particular data-use arrangement. Do not enter unnecessary sensitive information in coaching notes or AI prompts.

We do not use a separate in-app audio transcription service. Device/browser dictation operates under the respective device or browser provider's terms; the resulting text is processed like other text you enter.

5. Google Analytics, Meta, and advertising measurement

We use Google Analytics to understand visits, interactions, referral sources, and purchases. This can involve browser identifiers, session information, campaign details, and transaction information. Learn about Google's processing at How Google uses information from sites or apps that use our services.

Our marketing integration includes Meta Pixel and Meta Conversions API to measure advertising and associate website activity or purchases with advertising interactions. Starting a checkout (entering your email on the order page) and completing a purchase may each be reported to Meta both from your browser and from our server, with a shared event identifier so Meta counts each once. Server-side Meta purchase delivery is subject to the advertising-permission rules described below. This may include browser and click identifiers, visited marketing/checkout pages, event times, purchase amounts, currency, and matching information in hashed form: email address, first and last name, postal code, city, state/province, country, and our anonymous visitor identifier, where supplied and permitted. Hashing is a protective transformation; it does not make information anonymous to a provider able to match it. Meta's policy is available at Meta Privacy Policy.

Depending on applicable law and the actual use of the information, disclosures to advertising providers may be treated as targeted advertising, "sharing," or a "sale" of personal information even when no money is exchanged. Applicable choices are described below.

6. Privacy and advertising choices

You may contact support@ultimatebaseballtraining.com to request access, correction, deletion, a copy of information, or other rights available under applicable law. Depending on your location and circumstances, you may also have rights to restrict or object to processing, withdraw consent, opt out of targeted advertising or certain disclosures, or appeal a decision about a request. We may need to verify your identity or authority and may retain information where permitted or required by law. You may also contact the relevant privacy regulator.

Current app checkout controls: Our app checkout has no customer-facing analytics/advertising preference panel. Analytics (Google Analytics) is enabled by default. Server-side Meta purchase delivery is sent by default for buyers in the United States, is not sent for buyers in jurisdictions that require opt-in consent (including the EU/EEA, the United Kingdom, Switzerland, Brazil, and Canada), and is suppressed everywhere when your browser sends a Global Privacy Control (GPC) signal at checkout. On the marketing website, a GPC signal or a stored opt-out also prevents the Google and Meta tags from loading. There is not currently a self-service control in the app to change these settings; a privacy request sent to support requires manual handling and is not an instantaneous browser or server-side switch.

Browser settings can help manage stored cookies, but clearing or blocking browser cookies does not necessarily stop all server-side disclosures. Google and Meta also provide their own account and advertising settings. This notice does not itself create consent or waive any privacy rights that apply to you.

The marketing website and app are separate technical environments. The checkout description above addresses the app checkout specifically and should not be read as a promise that every provider or page has identical settings.

7. Other disclosures

Within the app, we also use Base44 product analytics to understand feature usage and operation. These are separate from Google Analytics and Meta marketing measurement. Our Google/Meta event implementation does not send coaching notes, roster/player content, audio, or activation tokens as event fields. Browser identifiers and hashed matching information can nevertheless be personal information.

We may disclose relevant information to professional advisers, where required by legal process, to investigate abuse or protect legal rights and safety, or in connection with a business transaction such as a merger or acquisition, subject to applicable legal protections. We may share information when you specifically direct us to do so.

8. Retention, deletion, and security

App records do not currently expire on an automatic schedule. Team, player, coaching, practice, and related records remain stored until they are deleted through an available control or a manual process. Archiving a player hides or reorganizes that player in the app; it does not erase the player or historical observations. Games can be deleted through the relevant app control. Analytics-delivery records also have no automatic expiration schedule.

There is no self-service account or team-deletion button. Contact support@ultimatebaseballtraining.com to request account or content deletion. Requests require identity/authority checks and manual handling, including coordination through Base44's administrative facilities or provider support where necessary. We will handle requests as required by applicable law and explain relevant limitations or exceptions.

Purchase, security, support, or other records may need to be retained to meet legal obligations, resolve disputes, or prevent fraud. Copies held in provider backups and logs may follow provider retention schedules; deleting an app record does not promise immediate removal from all such systems. Retention for those purposes must remain subject to applicable law.

No online service can guarantee complete security. Protect your login credentials and contact us promptly if you suspect unauthorized access.

9. Adults, children, and player information

Dugout Copilot is intended for adult account holders. Children are not permitted to create accounts or directly submit information to the Service. Adult coaches may enter information about players, including minors, for authorized coaching purposes. Such information can still be personal information, even though an adult supplied it.

Coaches should provide only information necessary for the coaching task and obtain any permissions required by their organization and applicable law. If you are a parent, guardian, or player with a concern about information entered about you or your player, contact support@ultimatebaseballtraining.com so we can investigate and coordinate an appropriate response. If we learn that a child has submitted information directly in circumstances requiring action under applicable law, we will take the required steps.

10. International processing and updates

We and our providers may process information in the United States and other locations where providers operate. Applicable protections and transfer requirements depend on the relevant law and provider arrangements. Contact us with questions about a particular processing arrangement.

We may update this policy to reflect changes to the Service or applicable requirements. The effective date identifies the current version. We will provide additional notice or obtain consent where required. Contact: Willman Ventures, LLC, support@ultimatebaseballtraining.com.

11. Checkout Information

When you check out, we collect your name and email address to create your account, deliver your purchase, and send your receipt. If you start checkout but don't finish, we may send you a reminder email about your order, and you can unsubscribe at any time. Your payment details are handled by Stripe according to Stripe's privacy policy. During setup, the app may ask how you heard about us; answering is optional, and your answer is stored with your purchase record to help us understand which marketing works.