How we handle your information.

On the website

The website has three forms, which send what you enter to APEX by email, and a page for booking a call with the coach.

• Request consideration (runapx.com/apply): for each athlete in the request (one, or several brothers and sisters), their name, graduation year, high school, events and best marks, and an optional link to published results; then the family’s state, where the athletes would like to train, a parent’s name and email, whether an athlete 18 or older is applying for themselves (with their email), and your consent. It doesn’t ask about health.
• Partner inquiry: your name, email, the kind of partnership, timing and your message, and optionally your organization, role and phone.
• Contact message: your name, email and message.
• Booking a call (runapx.com/call, a link the coach shares): the time you choose, your name and your email. It’s kept in the member portal with the call, so the coach can prepare and follow up. The calendar invitation and our confirmation email don’t repeat your name.

Where it goes. Each form is emailed to APEX’s inboxes, which Google hosts. A request for consideration is also kept in the APEX member portal, so the coach can review it and record a decision about each athlete. If we invite you to an introductory call, we email you a private link to a booking page where you choose a time. Booking puts the call on the coach’s Google Calendar with your email as a guest (and the second address on your request, if you gave one): Google emails you the calendar invitation with a Google Meet link, and we email you the time, the link and a reminder. We keep the time you booked and your time zone, which your browser tells the page so our emails show your own time, with your request. The website doesn’t store the other forms’ answers anywhere else. For a request or a partner inquiry, we also email a confirmation, which doesn’t repeat your answers. For an athlete under 18, it goes to the parent, copying the athlete if they gave an email.

Preventing misuse. To stop the forms being used to send unwanted email, we count how many messages come from each internet connection and how many confirmations go to each address. We keep these counts as one-way codes, not as your IP address or email address, and delete them within two days.

In your browser. While you fill in a request, your answers are saved in that browser tab, so reloading the page doesn’t lose them. They’re cleared when you send the form or close the tab. The site also remembers your scroll position in the tab, your privacy choices on this device and, if we count your visit, a code for it in the tab (below). The website sets no cookies and uses no advertising tools.

How we measure the website

To learn which pages help families and where our request form is hard to use, we count visits to the public website ourselves, on Cloudflare. We record which pages are viewed, which buttons are tapped, how far pages and their films are scrolled, which form questions show an error (the question, never your answer), the site or campaign that sent you, your country, and whether you’re on a phone or a computer. We never record what you type into a form.

Only if you agree, in Europe. In the European Economic Area, the United Kingdom and Switzerland, and whenever we can’t tell where you are, we count your visit only after you turn on “Count my visit” in Privacy choices; until then nothing is sent or kept in your browser for counting. If you turn it on there, we count only the pages you view, with nothing kept in your browser. Elsewhere, counting is on unless you turn it off, or your browser sends the Global Privacy Control signal, which we treat as turning it off. Cloudflare, which hosts the site, tells us your country when your browser asks for a page.

We don’t keep your IP address: we turn it into a code that changes every day, so a visit can’t be followed from one day to the next. A random code for the visit is kept in the browser tab and cleared when you close it.

When you send a request, we keep how you found us with it (for example, an Instagram post, or the button you used), and the counted details of your visit are linked to the request. We use all of this only to improve the website, never for advertising, and we don’t do it in the member portal. Detailed counts are deleted after 90 days, and daily totals after 25 months.

To turn counting on or off on this device, use Privacy choices, also at the bottom of every page. Turning it off stops it straight away.

In the member portal

Families use the portal after they join. It holds:

• Your account: your name, email and phone numbers, the athletes you manage, and anyone you invite to sign in for them (their name, email and the access you give them). Sign-in is handled by Google Firebase Authentication, with a password, “Continue with Google” or “Sign in with Apple.” APEX never stores your password, and if you use Google or Apple, we never receive that account’s password. If Apple hides your email (Hide My Email), your account keeps the address APEX invited, confirmed with a code.
• Athlete records: legal and preferred name, date of birth, whether the athlete competes in boys’ or girls’ events, their email and phone, school and graduation year, a mailing address if we need to mail kit, parents or guardians and emergency contacts (each with up to three phone numbers; a parent or guardian on the account can add, change or remove them), training background and goals, the watch or app they train with, kit sizes, and files you or APEX upload, such as a medical clearance letter.
• Health notes: allergies, medical conditions, and medications or devices the athlete carries, such as an inhaler. The portal doesn’t ask you for these. The coach asks on a call with your family and records only what you choose to share, so coaches can keep the athlete safe and act quickly in an emergency. You can see them in the portal, and ask the coach to change or remove them at any time.
• Signed documents: each document you sign or accept, its exact version, who accepted it, and the time, IP address and browser. We email you a PDF copy.
• Payments: card and bank details go into Stripe’s secure form on our pages and straight to Stripe. We see only the card brand, last four digits and expiry date, or the bank’s name and last four digits. We keep your membership details and your agreement to the renewal terms, with its exact wording, time, IP address and browser. For anything you buy in the portal’s Shop (a camp, a clinic, kit), we keep what you bought, for which athlete, each choice (such as a size), the amount and whether it was paid or refunded. Your billing history and receipts come from Stripe.
• Check-ins: when you book a check-in with the coach, its time, which athlete it’s about, and who booked it, with their email and time zone. The call goes on the coach’s Google Calendar with you as a guest.
• Requests and emails: what you ask APEX through the portal (for help, a change of name or date of birth, or deletion), and a record of each email the portal sends: to whom, who was copied, and whether it was delivered, but not the message itself.
• Activity log: who changed what, and when, without the content of health notes. For password-reset requests and blocked sign-ins, it also records the IP address.

Who can see it. Each account sees only its own athletes. An athlete’s private profile, contacts and files can be seen by APEX’s administrators, by the athlete, and by the parents or guardians (or other family members we give access) who manage the athlete’s profile. A family member who only handles billing sees the membership, not the private profile. Health notes can be seen only by APEX’s head coach and by the parents or guardians who manage the profile, and are never sent by email.

In your browser. The portal keeps you signed in using your browser’s storage. APEX sets no cookies of its own; Google’s and Apple’s sign-in and Stripe’s script, which runs on portal pages to prevent fraud, may set theirs.

Training information, photos and video

Training information. With the membership waiver, you allow us to collect the athlete’s training information: workouts, race results, and the watch, GPS and heart-rate data they share with the coach. We use it to coach the athlete, and to develop and improve our coaching methods, programs and tools. We never sell it.

Photos and video. The waiver also allows us to use photos, video and results of the athlete for coaching and education, in our communications, and to promote APEX on our website and social media. To stop new uses for an athlete, email us. We can’t always recall something already published.

How we use it

• To review requests, verify marks and reply.
• To coach athletes and run memberships: onboarding, documents, billing, kit, the camps and clinics you sign up for, and meet entries.
• To keep athletes safe and reach the right people in an emergency.
• To improve our coaching, as described above.
• To understand how the website is used and make it easier to use, as described above.
• To keep records of what was signed, agreed and paid, and to meet our legal obligations.

We don’t sell your information or share it with advertisers.

Who we share it with

• Cloudflare hosts the website and the portal, stores portal records and files, sends our email, keeps technical logs of requests and errors, and runs the website’s counting.
• Google hosts our email inboxes, handles portal sign-in, and holds the coach’s calendar: when you book a call or a check-in, it gets the time and your name and email as a guest, sends you the calendar invitation, and runs the video call (Google Meet).
• Apple handles “Sign in with Apple” when you use it, and tells us your name the first time and the email you choose to share.
• Stripe handles payments.
• Meet organizers and entry systems, with what’s needed for the entry, when APEX enters an athlete in a pre-season or post-season meet. Athletes can also register for meets themselves.
• Our kit supplier, with kit sizes only, never names.

We don’t contact an athlete’s current coach; the athlete and their family do. If you join a video call, group chat or training app with us, that service handles what you share there under its own policy.

We also disclose information when the law requires it, to protect someone’s safety, or to report suspected abuse of a minor to the authorities and to the U.S. Center for SafeSport.

Minors

Most APEX athletes are under 18.

• Every request needs a parent’s email, and for an athlete under 18, a parent or guardian gives consent.
• Our agreements for an athlete under 18 are with their parents or guardians: they manage the account, sign and pay, and are the main recipients of our email. The athlete may be copied.
• Athletes under 13 don’t have their own login. An athlete aged 13 to 17 may have one, to update their training and kit details; the emails for signing in to it go to the athlete, with their parents or guardians copied.
• APEX is a USA Track & Field member club: a parent or guardian is included in messages between APEX’s coach and an athlete under 18.

If you think a minor sent us information without a parent or guardian knowing, email us and we’ll delete it.

How long we keep it

• Form submissions: in our email, for as long as we need them to reply and to keep a record of who contacted us. A request for consideration is also kept in the portal, with our decision, for the same time. We delete them if you ask.
• Portal records: while the athlete is with APEX, and afterwards, including while a membership is paused or cancelled, until you delete the athlete’s profile in the portal or ask us to erase them. We don’t delete them automatically.
• Signed documents, renewal agreements, billing and email records, and the activity log: for as long as we may need them to show what was agreed and paid, answer a legal claim, or meet tax and payment rules. For an athlete under 18, that can be several years after they turn 18.
• Website counts: each visit’s details for 90 days, daily totals for 25 months.
• Backups: erased portal records remain in backups for up to 30 days.

Your choices

You can see and update most of your information in the portal. To get a copy or correct something, ask from the portal’s Account page or email us. You can delete your account yourself, at the end of the portal’s Account page (Delete account): it’s deleted at once. A parent or guardian who manages an athlete can also delete the athlete’s profile themselves, at the end of the athlete’s Profile (Delete profile): that erases the athlete as described below.

• Closing an account removes its sign-in, name and contact details, unlinks it from its athletes, and takes its name and email address out of past invitations, requests and our record of emails sent. If you’re listed as an athlete’s parent or emergency contact, that stays on the athlete’s record until the athlete is erased.
• Erasing an athlete deletes their profile, contacts, health notes, training details, kit sizes and files, and takes their name out of past invitations, requests and our record of emails sent.

Deleting an account stops each membership it pays for from renewing: it ends with the period already paid for. An athlete’s profile can be deleted in the portal once nothing renews (pause or cancel first); a pause or cancellation already set still ends with Stripe at the end of the period already paid for. Signed documents, renewal agreements, billing records and the activity log are kept afterwards as legal records, with the names in them, and we’ll tell you what we kept. Stripe keeps its own payment records.

Depending on where you live, you may have other rights under local law. We’ll honor them as required.

Security

Each account sees only its own athletes, and our server checks every request. Connections are encrypted. Invitation links work once and expire, and downloads use short, single-use links. Administrators must sign in with Google or a second step. Signed records can’t be changed, and changes to records are logged. No system is completely secure; if a breach affects your information, we’ll tell you as the law requires.

Changes

When we change this policy, we update the date at the top. We’ll email portal members about any important change.

Contact

Questions about this policy or your information? Email support@runapx.com.

APEX Training Group is the DBA of Alpha Peak Technologies LLC, a limited liability company in Utah, USA.