What Assignary keeps, and who can see it.

This is how Assignary handles what you put into it, in plain words. It isn’t a substitute for a lawyer. Write to us at hello@assignary.com if something here should be clearer.
Updated October 30, 2026.

What we keep

What a club puts into Assignary: its name and contact details, its venues with the address and the pin of each, its events and the seats on them, the offers it sends and the fees it writes. We keep it so the club can staff a weekend and pay its crew.

About you: your name and email address, and a phone number if you add one. Which clubs you belong to and what you may do in each. If you officiate, the roster row each club keeps for you — the sports you work, the grades and credentials it records, how far you will drive and how many games a day you take — and the notes its assigners write about you.

Your home pin, if you or your assigner sets one. It is a single point, used to work out how far a venue is from you. The console reads this device’s location only when you tap to use it, once, and nothing tracks where you are.

Where you find a venue or a home by searching for its address, what you type is sent to Amazon Web Services, whose location service looks it up with its data provider, HERE, and so is the address of each new venue in a sheet you import that does not say where the venue is. A venue keeps its address and its pin. A home keeps only the point: what you typed to find it is not kept. We count how many addresses each person looks up in a day, because we pay for each lookup and one person’s day has a ceiling; the count names no address, and it goes when your account does.

When you are free and when you are not: the windows you are available, the dates you have blocked out, and what you have said ahead of time that you will accept. Conflicts you declare — a team, a venue, or a gym, club or school entered in a competition — that you should not be assigned to.

What happened on the day: the offers you were sent and how you answered, and whether each game you accepted was worked, missed, or excused — which an assigner records, and which you can dispute in your own words. Messages you send in a club, and a log of which notifications we sent you and when.

If you keep your season’s earnings from other payers here, the lines you import and the totals on the tax forms you enter.

Reports about a game

An official can file a report on a game they worked — an ejection, conduct, a game called off, a field that was not safe. The report is theirs, in their words, and an assigner reads it. Whoever was ejected is identified in the league’s own records, not here: we staff officials, we do not run the competition, and there is no field on the form for a player’s name. The club’s owner can remove the words from a report and keep the fact that one was filed.

If an official is hurt

An official can tell a club they are unavailable for a medical reason. That is a fact about a person’s body, so it is kept apart from everything above and three things are true of it. It is one word — “medical” — with no injury, no diagnosis and nothing written about it. Only that official can record it; an assigner who hears about it on the phone can free the seats, and what they record is that somebody is unavailable. And the club is never shown the reason: what reaches an assigner is the dates.

We ask before we keep it, each time the notice changes, and you can take that back. Taking it back deletes the record — not a flag beside it, the row. Deleting your account does the same. The dates you were unavailable stay on the calendar, because a weekend that was staffed around them was staffed around them.

How you sign in

There is no password, and there is no signing in through Google, Apple or anyone else. You sign in with a one-time code we email you, or with a passkey saved on your device — the device keeps the passkey, and the sign-in service keeps only the public half that checks it. No other company is told that you have an account here.

Each time you sign in we keep a session, which is what keeps that device signed in: when it began and when it expires, the network address the sign-in came from, and the name your browser or the app gives itself. A session ends when you sign out, or within 14 days of the last time it was used, and we delete it then. A sign-in code is deleted once it is used, or a day after it expires, so a code typed late is refused as expired rather than as wrong.

To stop anyone flooding an inbox with codes, we count requests to the sign-in service by the network address they come from, and requests for a code by a fingerprint of the address it would go to. Each count is deleted an hour after the last request it counted.

If you ask for an account while we are not opening new ones, we keep the address you typed, when you first and last asked, and how many times, so we can see who is waiting. The address is deleted 30 days after you first asked, and the rest stays with no address in it.

If you join the waitlist

While we are not opening new clubs, the waitlist takes your email address and then the answers you choose to give, each as you give it: what you do, the sports and levels you work, how many officials you assign and how many games you run or work, when your next season starts, what you use today and what it costs, how officials are paid and who pays for what you use, the worst part of your week, your state and city, whether we may email you to set up a call, and how you heard about us — with the page you came to it from and the campaign named in the link that brought you there. Only your email address is required.

We keep them to learn who Assignary is for and who to talk to first, and to email you when it opens. We send one email to confirm the address is yours, and until you confirm we send it nothing else: at most one of those emails reaches an address in a day, and at most three in 30 days, however many times it is entered. Once you confirm, we email you when Assignary opens to new clubs, once to set up a call if you said yes to one, and once to say so if the address is entered again. Nobody on the waitlist is asked for money, and joining it reserves no price, place or anything else you would pay for.

Every waitlist email carries a link that removes your entry — the address and every answer — at once, and the button your mail app shows for leaving a list does the same. Removing it also stops every waitlist email to that address: we keep a fingerprint of the address, never the address itself, so we can recognise it if it is entered again. You can also write to hello@assignary.com and we will remove it for you, or let an address join the list again at its own request.

If you do not confirm, the address is deleted 30 days after it was entered, and your answers stay, with no address in them, for 12 months after you gave them. Once you confirm, the address and your answers are kept for 12 months from then, and removing your entry deletes both at once. To hold an address to those limits we keep the times we emailed it, under its fingerprint, until 30 days after the last one. To stop anyone flooding the waitlist, we count its requests by a fingerprint of the network address they come from, and each count is deleted a day after the hour it counted. While you answer, the page holds a key that adds each answer to the others for an hour after you gave your address, and never after; what we keep to recognise it holds neither the address nor any answer, and is deleted a day after you were given it. Deletion on these timers can take a few days to complete.

The access log in front of the site keeps each request’s network address and the name its browser gives itself for 90 days, for security and cost, and the waitlist’s requests are among them; what you type into the form is not in it. If you follow the link to the demo club at the end of the questions, the page address that log keeps names which person and which kind of club your answers chose to open it as, and whether the waitlist took your email; the answers the link carries for the demo club to say back never leave your browser. What you enter is read by us and nobody else, is stored by Amazon Web Services in the United States, and is never sold, shared or used to train anyone’s model.

If you connect an assistant

If you connect your own Claude or ChatGPT to Assignary, we keep a record of the connection: which assistant, the clubs you let it reach, what you let it do, the name your browser gave itself when you connected it, and when it was made, last used and ended — and digests of the tokens we gave it, never the tokens. A connection ends 90 days after you make it, or sooner if you end it, sign out everywhere, or your assistant goes 30 days without using it, and its record is deleted 365 days after it ends.

Each day an assistant reads an official’s record, we keep one line for each of its tools that read it: the club, the assistant and the connection it read through, the assigner that connection acts for, the official and whether the read was about them or only named them, the tool, the day on the club’s calendar, the moments of that day’s first and last read, and how many times — never what it read. The assigner who connected it sees those days on the Assistant page. The official sees them on their account page, in the console and on the phone, and finds them in the copy of their data under “Taking it with you”, and the record is deleted 365 days after the day of the read.

A draft your assistant saves keeps its words until you apply or discard it, or 30 days after it was saved, whichever comes first, and the record that it existed and what became of it is deleted 365 days after it was saved. Connecting one is not open yet.

Offers, messages and texts

When a club offers you a seat, we send it by email. The message names the event and links to where you answer it. You choose in your notification settings which kinds of message reach you. Offers are not a kind you can silence — turning one down is how you say no to a seat. Email has no switch: every offer, and every kind you leave on, reaches you there, because it is the one way we can always reach you. No text is being sent yet. Once texts start, your texting agreement, and whether the club pays here, decide whether they reach your phone as well.

We never text a number you have not agreed to. The box beside your number in your account starts unchecked; ticking it and saving is how you agree. The words above it name the texts this paragraph names, and say that frequency varies, that rates may apply, how to stop, and that agreeing is not a condition of using Assignary. By ticking that box you agree to receive text messages from Assignary about seats you are offered, a seat withdrawn from you, a game moved or called off, what a club records about a seat you held, pay sent to you, and notes written to you in your clubs, as your settings allow. Message frequency varies. Message and data rates may apply. Reply STOP to stop receiving texts, or HELP for help. Agreeing to texts is not a condition of using Assignary, and we do not share your number or your agreement with anyone for marketing.

Clear the box and save to withdraw it, or remove your number, and we stop texting you. Changing your number withdraws it too: the agreement is for the number you gave it for, so a new number needs a new one. We keep the moment you agreed, and your export carries it. We keep the moment you confirmed you are 18 or older in the same way, and your export carries that as well.

A text is sent only about a club that pays its officials through Assignary: one that has paid for a weekend here, or sent an official pay, in the last 60 days, or that holds a season plan it has paid for. A club that assigns here and pays its officials some other way reaches you by email alone, whatever you have agreed to.

Sending texts waits on a carrier registration, and none is sent before it is complete. Until texts start, every offer and notice reaches you by email, and an agreement you gave before then covers the texts from when they start.

When you connect an assistant, we email you that it is connected and from which browser, so a connection you did not make is one you hear about.

Invitations

When a club invites you by email, we keep the address it typed on the invitation, so the invitation opens for you when you sign in with that address. Every invitation email carries a link to stop them, which the button your mail app shows for leaving a list uses too. Follow it and no club’s invitation is emailed to that address again. It stops invitations alone: once you have joined, what reaches you is what the section above describes. What we keep of that request is a fingerprint of the address and when you asked — never the address itself — so we can recognise it when a club types it in. So that the link in every invitation email keeps working however long it sits in your inbox, we keep, for each email, a fingerprint of its link beside a fingerprint of the address it went to, with nothing about which club sent it or when. An invitation you already have still works if you decide to follow it.

Your calendar

If you subscribe your calendar to your games, the calendar service you choose fetches them from a private link we make for you. It receives each game you hold in your clubs — which game, when and where, your seat, the club, and a link back here. It does not receive the fee or your club’s notes. Anyone holding the link can read the same, so it is shown to you once, we keep only a fingerprint of it, and you can replace it or turn it off from your account screen. What the calendar service keeps is covered by its own policy.

Pay

The club pays at Stripe’s checkout, and Assignary sends each official their fee through Stripe. An official’s fee goes into a Stripe account they set up with Stripe directly — Stripe collects the identity and bank details that takes, and we never see them.

What we keep is the identifier of your Stripe account, whether its setup is complete, whether Stripe debits your bank for a balance below zero, and the record of each charge, transfer, refund and reversal: the amounts, the fees and the dates.

For a club’s payment we also keep whether it was made by card or by bank, whether Stripe reported a bank payment as coming from a business or a personal account, and the earliest its crew may be paid; the bank account a club saved for its later bank payments, by its bank’s name and last four digits and Stripe’s handles on it; each bank transfer a club sends us, by its amount, the network it came on, when it arrived and what its sender wrote in its reference field; what the club owes, what it has paid toward that, and any refund held as its credit.

For an official, we keep any pay taken back from them for a club’s unpaid debt, the payout that paid it back, and any balance below zero on their Stripe account that Stripe collected from us instead, with the part of it laid on each payment taken back; and each instant payout they ask for: what reached their bank, the fee they were shown and what Stripe took as our fee, and how the payout ended. Stripe’s own privacy policy covers what Stripe holds.

For a club’s season plan, we keep its terms — the block, the price a seat, the term, the purchase order number and the billing email its invoices are sent to — and each invoice: what it asks for, when it was sent, when it is due and was paid, how it was paid, and anything given back of it.

If a payment is disputed

When a club’s bank or card issuer disputes a payment, we keep the dispute: its amount, reason, status and deadline, what it took and what it returned.

We answer a card dispute, and a bank payment returned after the time its bank allows, through Stripe, which hands the answer to the card network and the card issuer deciding it, or to the bank deciding a returned bank payment. The answer is the weekend’s record: the club’s name, the name and email address of the person who paid for the weekend and when it was paid, that they agreed to our terms and our refund policy, what the card issuer’s authentication said, and each game the payment covered — its date, its teams or title, its venue, the position, what it cost, the outcome the club recorded for it and whether its official was paid. No official’s name is in it.

Who handles it

Amazon Web Services hosts Assignary in the United States. It stores the database, runs sign-in, sends our email, and sends our texts once they start. Its location service looks up the addresses typed into a search for a venue or a home, and those of new venues in a sheet you import, with its data provider, HERE, which may handle them outside the AWS region that hosts Assignary. Stripe handles payments and payouts as above, and hands the answer to a disputed payment to the card network and the card issuer deciding it, or to the bank deciding a returned bank payment. Nobody else receives what you put here from us, beyond those addresses and a calendar service you subscribe to your games, as above. A map in the console is drawn from OpenStreetMap data, © OpenStreetMap contributors, and served from Assignary’s own address, so drawing one sends nothing to anybody else. The site sets no cookies and runs no analytics. The console keeps you signed in with a cookie that only the console’s own address receives and that no script on the page can read.

Who can look

People you add to the club. You decide who may write the Saturday and who may only look. Everyone you add reads the club’s schedule — each game, and who holds or has been offered each seat — and its roster with the clearances recorded on it, and an official also sees the offers sent to them. Whether a colleague’s game was worked, and what they said about it, is shown to the assigners and not to the rest of the crew. A club’s owner can download its games, seats, roster and payments as one file, and each download is recorded in the club’s history.

If you hand somebody a signed receipt of your record, they can check it without asking us, and ask us whether a credential on it still stands. That question is answered with the standing and nothing else.

If someone helps you assign

A helper should read Assignary on a credential you issue and can take back, scoped to what it needs. Handed your own sign-in instead it carries your whole authority, which is the reason the credential exists. Scoped to read the club, it reads the schedule, coverage, and the roster. Reading a proposed crew takes the job that also lets it offer a seat, withdraw an offer, and record who worked, so a credential that can propose a crew can send it, and one without that job does neither. What it does is written under your name. No credential can pay anyone, whatever it is scoped to. It never sees more than you can.

A helper can also answer an offer sent to the person who issued its credential, and say when that person is free, if the credential carries those jobs. Issuing one is an assigner’s or an owner’s to do, so a member whose role in a club is official or coordinator has no credential to hand a helper there. Nothing here hands a credential to whatever asks for one — a person issues it, and can take it back.

A connected Claude or ChatGPT reads only what you can read in the clubs you chose, and nothing about money. It can pass on what it reads to anything else it is connected to, so connect it where you are content for that to happen.

What we don’t

We do not sell the roster. We do not sell the Saturday. We do not use your officials, your events, or your pay to train anyone else’s model. We do not run ads against the club.

Taking it with you

Your account screen downloads your record as one file:

• your profile and notification settings
• your clubs and roles
• your roster rows with the notes assigners keep on them
• your availability
• your weekly patterns
• what you have said yes to ahead of time
• the rungs you hold
• the conflicts you have declared
• the credentials recorded for you
• your offers and games
• your payouts
• your instant payouts and their fees
• the reports you filed
• any medical notice you gave and the consent you gave for it, with when you gave or withdrew it
• your earnings from other payers
• the messages you sent
• your calendar links and when each was made, turned off and last fetched
• the sessions you are signed in with, with when each began and expires and the network address and browser it was opened from
• the assistants you connected, with the clubs each reached, the browser you connected it from and how and when it ended
• any record of the days an assistant read your roster rows
• any drafts your assistant saved, with their words while they wait for you
• the log of what we sent you

Each part carries a limit on how many rows it holds, and the file names the parts it had to shorten — for that limit, or to keep the whole file inside what one download can carry.

Deleting your account

You can delete your account yourself, from the account screen in the console or the app, by confirming that you mean it. If you cannot sign in, write to hello@assignary.com from the address the account uses and we will delete it for you.

Deleting removes your profile, your notification settings, your club memberships, any medical notice and the consent behind it, your earnings from other payers, the direct messages addressed to you, the log of what we sent you, the credentials you issued, the assistants you connected and the drafts they saved for you, the count of the addresses you looked up each day, your calendar link, so a calendar subscribed to it stops updating, and the invitations you sent, so one nobody has accepted stops working.

Deleting also removes your sign-in — the email address, your sessions and any passkeys held for you — and it goes with the account either way. The console and the app make the same one request, and what it removes it removes together: a deletion that goes through takes both, and one we refuse takes neither and tells you why.

What a club keeps is its own record of work that happened. Your roster row stays with no account attached, carrying the name the club entered for it where it entered one, and what the club recorded on it: your home pin, how far you drive and how many games a day you take, and the notes its assigners wrote. So does everything recorded against it: the availability, grades and credentials on it, the games you worked and how they went, the reports you filed, and the payouts made to you. The club’s history of who did what keeps the entries you made, and messages you posted to a club stay without your account attached.

Your Stripe account is Stripe’s, and deleting here does not close it. Our record of each instant payout you asked for — its amount, its fee and how it ended — stays too, with no Assignary account attached, though it keeps Stripe’s handles on your Stripe account and on the bank account or card it was sent to, as the record of a fee we collected.

The days an assistant read your roster row stay with the row, and the record that an assistant you connected read somebody’s record stays with the club with no account attached, each until it is deleted 365 days after the day of the read.

If you are the only owner of a club, make someone else an owner first. A club itself is deleted when it asks us to, unless money has moved through it — a weekend charged or an official paid. Then its record stays — the games, the seats, the roster rows and the money that moved — because the officials it paid read it back as their own earnings; we close the club instead, so nobody can work from it.

How long we keep it

What you and your club put into Assignary to staff your games is not deleted on a timer. It stays until somebody deletes it: you, by removing it or deleting your account; the club, by removing it; or us, when a club that has moved no money asks to be deleted. What signing in leaves behind is deleted on the timers under “How you sign in”, a waitlist entry on the timers under “If you join the waitlist”, and what an assistant you connect leaves behind on the timers under “If you connect an assistant”: your sessions, the codes we sent you, the counts of requests, the address of somebody we were not opening an account for, what you gave the waitlist, the record of each connection, and the days an assistant read somebody’s record. The database’s backups hold what was there when each was taken, and a deletion does not reach into them. The logs our servers write about requests expire on their own.

Ask us

Write hello@assignary.com to see what we hold, to correct it, or to ask us to delete an account or a club.