Privacy Policy

Last updated October 4, 2026 · RefTraq beta

RefTraq keeps an official’s season: games, pay, mileage, expenses and the records a tax preparer asks for. This policy says what we keep, where it lives, who can see it and what leaves your hands. It is in plain language on purpose.

What you give us, and what we keep

• Your account. The email address you sign in with. There is no password: sign-in is a one-tap link emailed to you. If “Sign in with Google” is offered and you use it, Google tells us your email address. We never see your Google password, contacts or mail.
• Your settings. Your name as your assigner lists it, your home address (used to measure drives), your default fees, arrival times, which notifications you want, your quiet hours and time zone, and similar preferences.
• Your schedule. Games synced from the calendar links you add, imported from spreadsheets you paste or upload, or typed in: the date, time, sport, level, position, site, teams, assigning group, fees, what you were paid and when, and your notes.
• Your calendar links. Each link your assigning platform gives you carries an access code. We store it to sync your schedule, show it masked in the app, and use it only to fetch your own calendar. We never have your assigning-platform password: RefTraq doesn’t ask for it and couldn’t use it.
• The crews on your games. Your calendar lists who else worked each game and their position, and RefTraq keeps that list with the game. You can also add who worked a game with you yourself, or import it from a spreadsheet. These are other people’s names. They are shown to you and to nobody else. They are never used to contact anyone, never sent to our AI helper, never included in support requests, never included in your tax export, and never printed on a card you share. If you tell RefTraq that two spellings are the same person (or are not), it keeps that answer in your account too, so it does not ask again.
• Mileage, expenses and your tax answers. Trips you log, expenses and their categories, your answers to the Deduction Review, home-office and car figures you enter, who pays you, and the 1099 forms you record.
• Reminders lined up for you. RefTraq writes a reminder into your account ahead of time — when to leave for your next game, when a game is added to your calendar, moved, canceled or dropped from it, a weekly note when money is still owed, and once at tax time — with when it may go and whether it went, so the same message is never sent twice. They are made from the schedule and settings already in your account. Only RefTraq’s server writes them; you can read your own, and they are deleted with your account.
• Devices you turn notifications on for. When you turn on notifications for a phone or computer, RefTraq keeps what your browser hands over so a message can reach it: the device’s notification address, the keys that let only that device read the message, and a short label such as “iPhone · Safari”. It is removed when you turn notifications off or remove the device, when you sign out on that device, when the notification service reports the device gone, and with your account.
• Photos you choose to keep.
  • Checks. Before a check photo is read or kept, RefTraq paints the bottom band of the check solid black. That is where the bank’s routing and account numbers are printed. Only the edited picture can be stored; the original never leaves your device.
  • Receipts. Kept as you took them. A shop receipt shows at most the last four digits of a card.
  • Pictures are stored privately under your account and opened through links that expire after a few minutes.
• Bank and card accounts (optional).
  • If you link an account, it goes through Plaid. You sign in to your bank inside Plaid’s window, and we never see your bank username or password.
  • We keep the institution’s name, each account’s name, type, last four digits and balance, and its transactions (date, description, amount, merchant and category).
  • The code Plaid gives us to fetch them is encrypted by us before it is stored, and the app itself can never read it back.
  • Disconnecting an account ends the link at Plaid and deletes that account’s stored transactions.
  • What Plaid does is covered by Plaid’s End User Privacy Policy.
• Your RefTraq calendar link (optional). The link that puts your games in your own calendar (not the links your assigner gives you, above). If you make one, RefTraq keeps its private address and when a calendar app last read it. Making a new link or turning it off ends the old address at once, and it is deleted with your account.
• Support requests. What you write to us through Help, plus a short, fixed set of facts about the app: its version, your device type, the screen you were on (the address only), and the counts and error text from your last sync. It never includes your fees, your email address or your calendar links.
• How you found us. If you arrived through somebody’s link (a chapter newsletter, a partner, or another official’s card), we record which link it was, once, when your account is created. Whoever shared the link sees only counts: how many accounts arrived and how many became active, never who. The code on your own card is random and does not identify you.
• Free access. If RefTraq has promised you free access, that promise is recorded against your email address. If you redeem a promo code, we record which code, when, and the free access it gave you. A code that doesn’t work is counted, so guessing is slow — the time only, never what was typed — and those counts are deleted with your account.
• That you agreed to these terms. When you check the box agreeing to the Terms of Service and this policy, we record which version you agreed to and when. The record can’t be edited afterward, by you or by us, and is deleted with your account.

What stays on your device

The app keeps a few conveniences in your browser’s own storage:

• that you’re signed in;
• which “What’s new” entry and which milestone you’ve already seen;
• an unfinished Deduction Review;
• the nights away you cleared, and any per-night rate you typed, for each year;
• which possible duplicate drives you told it to keep;
• whether you’ve agreed to Quick add’s helper (Quick add was called Hey Ref, then briefly Whistle, until September 27, 2026);
• whether you’ve closed the tip about installing the app;
• a promo code you entered before signing in, until it is used (for up to 30 days);
• the page you were heading to when you signed in (for an hour);
• that you’ve agreed to the terms, so you aren’t asked again on this device;
• which account turned notifications on in this browser, so a renewed notification address is saved again for that account only;
• the link that brought you here (for up to 90 days, until you sign up).

Clearing your browser’s data removes them.

What leaves RefTraq, and why

We use a small number of service providers, each for one job:

• Supabase (hosted on AWS, in the US) stores your account and everything in it. Every table is locked to its owner by the database itself: your records are readable and writable by your account only.
• Cloudflare serves reftraq.com and app.reftraq.com. Its server logs give us daily visit totals for each site.
  • reftraq.com (this site and the guide) runs no analytics script, ad pixel or tracking cookie, and its security settings block scripts outright.
  • The app (app.reftraq.com) runs Cloudflare Web Analytics, a small script from Cloudflare that counts visits and measures how quickly pages load. It sets no cookie, stores nothing in your browser, and doesn’t follow you to other sites. For each page it sends Cloudflare the page’s address, the page you came from, how long the page took to load, and your browser and device type. Cloudflare works out the country from your connection and then discards your IP address. We see totals — visits, pages, countries, browsers, load times — never who you are. The app keeps the addresses of its own requests for your records out of what the script can read.
• Google
  • Email. Sign-in links are sent through Gmail from RefTraq’s mailbox.
  • Drive distances. When you ask RefTraq to measure drives, your home address and the venue addresses are sent to Google’s Routes service. That happens only when you ask.
  • Sign-in. “Sign in with Google”, where offered.
• Plaid, only if you link a bank or card account (above).
• Your browser’s notification service — Apple’s, Google’s or Mozilla’s, whichever your browser uses — only if you turn notifications on. It carries each message to your device encrypted so that only your device can read it; the service sees that a message went to that device, and when.
• Cloudflare Workers AI, only if you use Quick add’s helper.
  • Quick add reads the sentences you type or dictate on your device. When it can’t, it can offer to ask an AI model, and does so only after you agree, once.
  • What is sent is your sentence, plus the names of your venues, teams and assigning groups so the model can recognize them. Anything containing a number, such as a street address or a ZIP code, is removed first.
  • We don’t store the sentence or the reply. We count how many times you asked each day, to keep the free helper within its limit.
• GitHub, for support. A copy of each support request is filed in RefTraq’s private GitHub repository, which is how we’re notified. Before it is filed, email addresses, web links and long codes are removed from what you wrote, and it carries nothing that identifies you.
• Your calendar app, only if you add your RefTraq calendar link to one. Whoever holds the link can read your games from it — the date and time, the level and sport, the teams, the place, your position and when to leave — and a calendar service (Google, Apple, Microsoft) keeps its own copy of what it reads. Fees, payments, notes and the other officials’ names are never in it. Make a new link or turn it off in Settings and the old one stops working at once.
• Reading a photo (a check, a receipt, a fee sheet) happens in your browser, with a reading engine RefTraq serves itself. The photo is not sent anywhere to be read.

What we don’t do

• We don’t sell your data, and we don’t share it with assigning platforms, chapters, schools, partners or anyone else.
• We don’t use it for advertising, and we don’t let anyone train AI models on it.

Who at RefTraq can see what

• RefTraq’s own dashboard shows counts and totals across all accounts. It never shows one person’s games, fees, payments, destinations or transactions.
• Two things carry a name, because they have to: a support request, whose reply has to reach you, and a free-access promise, which is made to a named person.
• The people who run RefTraq can reach the database to operate and repair it. We look at your records only to answer a request you made, to fix a problem you reported, or when the law requires it.

Answers to support requests

Some questions are answered automatically from RefTraq’s own guide, under RefTraq’s name. An answer that touches money or taxes is held until a person has read it.

How long we keep things

• Your records stay until you delete them or your account.
• Deleting a game keeps a copy of it, so your calendar can’t quietly bring it back and so you can undo the delete. Deleting your account removes those copies too.
• A game’s history (when it was removed from your calendar, canceled, hidden or deleted) is kept with the game.
• Imports keep a fingerprint of each file and row, so the same sheet is never imported twice. They don’t keep the file.
• Two things outlive an account, by design: the copy of a support request in GitHub, which carries nothing that identifies you, and a free-access promise, which is recorded against an email address. We remove the promise if you ask.
• Our hosting provider keeps backups for a limited time, and they expire on its schedule.

Your data is yours

• Export. The Schedule C export gives you every game, mile and expense for a year in one file, any time. The tax meeting sheet and the pay sheet print or save the rest.
• Deletion. In the app, Settings → Delete my account deletes the account and everything in it: you type your email to confirm, any bank you linked is disconnected at Plaid first, then your kept pictures are removed, then the account and every record in it. Or email [email protected] from your account’s address and we will do it for you.

Security

• Everything travels over encrypted connections (HTTPS).
• Data is encrypted at rest by our hosting provider, and the bank access code is encrypted a second time by us.
• Access is limited to your account by the database itself, not only by the app.
• If something goes wrong with your data, we’ll tell you.

Who RefTraq is for

RefTraq is built for sports officials keeping their own records, and you must be 18 or older to use it. We don’t knowingly keep information about anyone younger; if we learn an account belongs to someone under 18, we delete it.

Not tax advice

RefTraq is a record-keeping tool, not a tax preparer. Its figures are estimates for planning. Confirm your filing with a tax professional.

Changes

We’ll post changes here with a new date. Before a change that affects what we collect or who sees it takes effect, we’ll tell you in the app.

Contact

[email protected]. A person reads every message.