MeetAdvance

Privacy Policy

Effective: July 22, 2026  |  Last updated: July 22, 2026

Sandiver Publishing LLC (“Sandiver,” “MeetAdvance,” “we,” “us,” or “our”) provides MeetAdvance, a restricted-access mobile application and related services for authorized track-and-field organizations, teams, coaches, meet personnel, and other approved users. This Privacy Policy explains what information MeetAdvance processes, why we process it, how it may be disclosed, how long it is retained, and the choices available to users.

1. Scope and organizational roles

This policy applies to the MeetAdvance mobile application, the MeetAdvance website, and support services. Participating governing bodies, meet operators, clubs, teams, and recreation departments may determine which athlete and meet records are entered and how those records are used. Depending on the circumstances, those organizations may be independent controllers of their records or may ask Sandiver to process records on their behalf.

2. Information we process

• Account and authentication information: email address, Firebase user identifier, account status, authentication events, and related security information.
• Access and membership information: organization, team, role, meet assignment, and active-workspace selections.
• Athlete and meet information: athlete name or identifier, team, age and gender division, registration information, event, mark, placement, official-result status, qualification status, and relay participation.
• Advancement and administrative information: acceptance or decline decisions, advancement deadlines, invoice line items, amounts due, manual or offline payment status, adjustments, and related audit records.
• Protest and award information: protest-window and filing records, award eligibility, pickup status, QR verification events, pickup timestamps, and the authorized user who completed an action.
• Technical and security information: device and application diagnostics, IP address and service logs generated by our hosting, authentication, database, and security providers.
• Communications: information submitted in support, privacy, billing, pilot, or other communications with us.

MeetAdvance does not currently collect precise location, contacts, advertising identifiers, or audio. The mobile application does not collect or store payment-card numbers. Manual payment records document payments handled outside the app.

3. Camera and QR scanning

With permission, MeetAdvance uses the device camera to scan award-pickup QR codes. The camera feed is used for live code recognition. MeetAdvance does not use this feature to take or retain photographs, video, or audio. Users can deny or later revoke camera access in device settings and use the available manual award lookup workflow when authorized.

4. Sources of information

Information may come from authorized users; participating organizations or teams; official or approved meet-result sources; records created through advancement, protest, payment-status, and award workflows; and service providers that operate authentication, database, hosting, logging, and support functions.

5. How we use information

• Authenticate users and enforce organization, team, meet, and role-based access.
• Display meet-scoped results and identify eligible qualifiers.
• Record advancement decisions and maintain itemized invoices.
• Track manual or offline payment status and administrative reconciliation.
• Manage protest windows and filings.
• Issue, validate, and audit secure award-pickup codes.
• Protect the service, investigate misuse, troubleshoot problems, and maintain reliability.
• Respond to support, privacy, billing, and organizational inquiries.
• Comply with contractual, regulatory, and legal obligations.

6. How information is disclosed

We may disclose information only as reasonably necessary:

• Within authorized organizations: to users whose assigned organization, team, meet, and role permit access.
• To service providers: including Google Firebase and Google Cloud services used for authentication, database, cloud functions, hosting, security, and operational logging. Providers are permitted to process information only to deliver contracted services and must protect it appropriately.
• For legal and safety reasons: when required by law or reasonably necessary to protect rights, safety, security, or the integrity of the service.
• In a business transaction: subject to appropriate safeguards if the service or company is involved in a merger, acquisition, financing, reorganization, or sale of assets.

We do not sell personal information, share it for cross-context behavioral advertising, or use it to serve third-party advertisements.

7. Data retention

We retain information for only as long as reasonably necessary for the purposes described in this policy. Account and membership records are generally retained while access is active and for a reasonable period afterward for security and administration. Meet, athlete, result, advancement, invoice, protest, payment-status, and award-audit records may be retained according to the participating organization’s instructions, applicable event rules, contracts, dispute periods, accounting needs, and legal requirements. Support and security records are retained as needed to resolve requests, prevent abuse, and document compliance.

Deletion from active systems may not immediately remove information from encrypted backups. Backup copies are isolated from ordinary use and expire through established backup cycles unless longer retention is legally required.

8. Access, correction, consent, and deletion

Users may ask to access or correct account information, revoke optional camera permission through device settings, or request account or data deletion. Requests can be submitted through our Data Deletion Request page or by emailing [email protected]. We may verify identity and authority before acting. Organization-controlled records may need to be directed to, or approved by, the organization responsible for those records. We may retain limited information when required by law, contract, fraud prevention, security, accounting, or legitimate dispute-resolution needs.

9. Security

MeetAdvance uses administrative, technical, and organizational safeguards designed to protect information, including authenticated access, role- and scope-based authorization, encrypted network connections, managed cloud infrastructure, and transaction audit records. No system can guarantee absolute security. Users should protect their credentials and promptly report suspected unauthorized access.

10. Youth and athlete information

MeetAdvance is an administrative tool for authorized organizations and adults and is not directed to children for independent use. The service does not provide public child registration, social networking, or behavioral advertising. Participating organizations are responsible for having appropriate authority, notices, and consents before providing youth-athlete information and for limiting access to authorized personnel. A parent or guardian seeking access, correction, or deletion should contact the responsible organization or [email protected].

11. State and regional privacy rights

Depending on where a user resides and subject to applicable exceptions, the user may have rights to know about, access, correct, delete, or obtain a copy of personal information and to appeal a denied request. We will not discriminate against a user for exercising an applicable privacy right. Submit requests to [email protected].

12. Changes to this policy

We may update this policy as the service or legal requirements change. We will post the revised policy here, update the “Last updated” date, and provide additional notice when required. Material changes apply prospectively unless otherwise permitted by law.

13. Contact us