Privacy Policy

Last Updated: November 3, 2025

The Beynum Company ("we," "us," or "our") operates the Virtual Team Parent application (the "Service"). This Privacy Policy is to inform you of our policies regarding the access, use, and disclosure of personal data when you use our Service.

Our commitment to you is simple: We respect your privacy. We have designed our Service to be a tool that you control, operating with your explicit permission.

Our Data Policy: Limited Use with Your Permission

To function, the Virtual Team Parent service requires your explicit permission to access certain Google services associated with your account (such as Gmail and Google Docs/Drive). This access is only used to manage team communications on your behalf.

We do not collect your personal data for our own use. We do not sell, distribute, or share your data with any third parties. Our Service acts as a secure tool to perform tasks you initiate.

Google API Services Limited Use Policy

Virtual Team Parent's use and transfer to any other app of information received from Google APIs will adhere to the Google API Services User Data Policy, including the Limited Use requirements.

Notwithstanding any other provision in this Privacy Policy:

• No Advertising: We do not use any data accessed from Google APIs (such as Gmail, Drive, or Sheets) for advertising purposes.
• Limited Human Access: No human at The Beynum Company or Virtual Team Parent will read your data (such as emails, file contents, or sheet data) unless we have your explicit, affirmative consent for a specific purpose (e.g., resolving a support issue), or if it is necessary for security purposes or to comply with applicable law.

Google Services Access and Purpose

With your permission, our Service accesses the following Google APIs for the sole purposes listed:

• User Info API (userinfo.email, userinfo.profile): To authenticate you and identify your account.
• Gmail API (gmail.modify): To allow you to send "Coach Broadcast" emails from your own account. This scope is also used to read image or PDF attachments from your messages from the coach, that will be included in emails to parents (OCR).
• Google Drive API (drive.file): Used exclusively for the OCR process. The app temporarily uploads an attachment read from Gmail, copies it to trigger Google's OCR, extracts the text, and then immediately deletes these temporary files from your Drive.
• Google Sheets API (spreadsheets): To access and update specific Google Sheets that you designate for managing parent email lists, volunteer signups and team fund requests.
• Google Vertex AI (Gemini API): To help you draft communications. We send the text you provide (including text extracted via OCR) to the Gemini API to generate draft emails for your review.
• Google OAuth2 (openid, email, profile): To securely handle user authentication and authorization.
• Google Forms API (forms.body): To automatically update the options list of volunteer spots on the signup Google Form for new events and after a signup is received.

Data Sharing and Distribution

Because we do not collect your data for our own purposes, we have no data to sell, share, or distribute. Any data accessed (e.g., from a Google Sheet) is only used to perform the requested action (e.g., send an email to your team) and is not stored by us.

Data Storage

Our Service operates without storing your personal data on our servers. We do not save copies of the emails you send or the textcontent of the documents we access. Any information required for the app to function (such as your authorization token for Google or team contact lists you provide) is handled securely and is not used for any purpose other than operating the Service.

Children's Privacy

Our Service is a tool intended for managing administrative communication between adults (coaches and parents/guardians).

The Service is not intended for, and must not be used for, communicating any information or data about children or students on the team. This includes, but is not limited to, student names, performance, grades, health information, or any other personally identifiable information (PII) related to a minor.

We do not knowingly collect, process, or store any PII related to children. The User (coach, school, etc.) is responsible for ensuring that all content processed by the Service complies with this policy, their school's policies, and all applicable laws, including COPPA (Children's Online Privacy Protection Act) and FERPA (Family Educational Rights and Privacy Act).

Any use of the Service to transmit such information is considered misuse and a direct violation of our Terms of Service.

Changes to This Privacy Policy

We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page. You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.

Contact Us

If you have any questions about this Privacy Policy, please contact us at: