Tam High Mock Trial Privacy Policy

Effective September 23, 2026

The Tam High Mock Trial website at tamhighmocktrial.com is operated by mock trial captains and parents (“we”). This policy explains how we handle information through the website and MAT, its mock trial assistant.

Authorized access

Access to the private team workspace is restricted to explicitly approved email addresses provided by students and their parents or guardians and maintained by website administrators.

Signing in with Google proves control of an email address; it does not automatically grant access. The exact email address must be on the active approved-access list. An address outside that list is blocked from entering the private workspace or viewing protected team content.

The login page, this policy, and basic public information about the website are exceptions. Making those pages public does not grant access to contacts, carpools, photos, updates, or other protected team information.

Google spreadsheets and other externally linked resources have their own sharing permissions, managed separately from website access.

Information we collect and use

We process information needed to operate the team website:

• Account information: Names, email addresses, Google account identifiers and basic profile information, membership status, and access permissions.
• Team contacts: Student and parent names, contact details, and family relationships supplied by members, administrators, or connected team spreadsheets.
• Carpool information: Driver availability, seat capacity, contact details, passenger assignments, and departure and return arrangements.
• Team content: Events, updates, photos, captions, albums, and selected documents or calendar information.
• Technical information: Authentication records, session cookies, and hosting or diagnostic logs, which may include IP addresses, browser information, timestamps, and errors.

We use this information for team activities, communication, transportation, account administration, security, and troubleshooting. We do not use it for advertising.

Google sign-in and connected services

Google sign-in verifies your identity. We do not receive your Google password. Ordinary sign-in does not, by itself, grant access to your Google Drive files or calendars.

Separately, an administrator may authorize read-only Google Drive or Calendar access. The website uses these connections to read configured team folders, event and contact spreadsheets, and the shared captain calendar. Selected file information and content may be copied into the website’s database.

Google’s authorization scopes can cover more files or calendars than the website uses. The application limits its use to configured team sources. Connection credentials are stored server-side, with refresh tokens encrypted.

Our use and transfer of information obtained through Google APIs adheres to the Google API Services User Data Policy, including its Limited Use requirements.

Visibility within the team

Approved members can access shared team information according to their assigned permissions:

• Students and parents can view available carpools and assigned passengers.
• The contact-list link opens a Google spreadsheet, subject to its separate sharing permissions.
• Approved members can upload, view, and download team photos. Uploads appear immediately without advance moderation.
• Captain/Coach and Admin accounts can organize, feature, and delete photos.
• Carpool helpers can manage transportation information without general administrative access.
• The captain calendar is limited to Captain/Coach and Admin accounts.

Members may copy, download, or forward information they can access. Removing content from the website cannot recall copies already obtained.

Only upload content you are authorized to share. Photos may contain embedded information, including capture time or location. Remove unwanted metadata before uploading.

MAT and AI language models

MAT processes submitted messages on the website’s server to determine an appropriate response. The current application does not save conversations as a chat-history feature.

For selected educational questions, MAT sends a fixed, general mock trial prompt to an external AI language-model provider. It does not send your typed message, conversation history, account identity, contact lists, carpool records, team photos, connected documents, or calendar records to that provider.

Do not enter personal, confidential, medical, or other sensitive information into MAT. Use the protected team pages or contact the captains for matters involving individual students or families.

If we materially change what information is shared with an AI provider, we will update this policy and provide appropriate notice before that change takes effect.

Providers and sharing

We use service providers for authentication, database and file storage, website hosting, email delivery, Google integrations, and limited AI-generated educational responses.

Providers process information needed to deliver their services. Processing may occur in the United States or other locations where providers operate.

We do not sell personal information or share it for targeted advertising. We may disclose information when legally required or reasonably necessary to protect users, investigate misuse, or secure the service.

Texting and email buttons open external applications. Information you copy or send is handled by those applications and recipients. External websites, including Google Drive and Instagram, have their own privacy practices.

Cookies and security

We use session cookies and related browser storage for sign-in and secure access. The current website does not include advertising trackers.

We use access controls, encrypted connections, and restricted storage to protect information. No system can guarantee complete security. Report suspected unauthorized access promptly.

Retention and your choices

We retain information as needed for team operations, account administration, security, and applicable legal obligations. Retention periods vary; information is not automatically deleted at season-end.

Contact us to request access to, correction of, or deletion of your information, or removal of a photo involving you or your child. We may verify your identity and authority before acting. Some records may need to be retained for legitimate operational or legal reasons. Provider backups and logs may persist under their retention schedules.

You can revoke Google access through your Google account connections. Revocation does not automatically delete previously imported information. Contact us separately about deletion.

Student information

The website supports a high-school team and its authorized community. It is not intended for children under 13.

Parents and guardians may contact us about their child’s information or photos. Notify us if you believe information about a child under 13 has been provided.

Changes and contact

We will update this policy when relevant practices change and provide appropriate notice of material changes.

For privacy questions, access or deletion requests, photo removal, or security concerns, contact tamhighmocktrial@gmail.com.