Privacy Policy
Last updated November 8, 2026
Who we are
CheerFlow (gocheerflow.com, the CheerFlow app for iPhone and Android, and the installable web app) is run by Foster Brands (“we”, “us”). CheerFlow helps cheer and dance competition companies (“event producers”) run their events, and helps gyms, schools and recreation programs (“programs”) register teams and follow event days. Questions about this policy: cheerflow@fosterbrands.com.
For athlete, roster and registration information that a program enters for an event, the event producer running that event decides how it's used for the event; we store and process it for them. This policy covers how CheerFlow itself handles it.
What we collect
Accounts. Name, email address, phone number (optional) and password for event producer staff, program owners, directors and coaches. Passwords are stored securely by our authentication provider; we never see them.
Programs and events. Program and company names, addresses, logos, events, divisions, prices, schedules, scores, results and awards.
Athletes. Programs enter their athletes' first and last names, date of birth, gender and a parent or guardian email, and which teams they're on. Many athletes are under 18. This information comes from the program (a coach or director), not from the athletes themselves, and is used to check divisions, count athletes, send waivers and run the event.
Waivers. When a parent or guardian signs a waiver, we keep the signer's name, the signature, the date and time, and the internet (IP) address it was signed from, as a record of the signature.
Medical and emergency information. With each waiver, the parent or guardian (or an athlete who is 18 or older) gives an emergency contact name and phone number and the athlete's medical insurance company. They can also add medications, conditions or allergies, and an insurance policy number. This is health information, often about minors. It is used only so the event producer and the athlete's program can respond if the athlete is hurt or has a medical need at an event. Inside CheerFlow, only these people can see it: the event producer's Super Admins, Administrators and Admin Staff for that event, and the program's Owners and Directors. Other coaches, judges, ticket staff and sales or marketing staff can't. It is never shown publicly, never put in emails or marketing, and never used for anything else.
Coaches and staff. Names, roles, emails and phone numbers on team staff lists, and background-check status where an event producer requires one. The background check itself is completed with a screening provider, which collects the information it needs directly. If a coach uploads their background check report, we store it privately and only they and the event producers their program registers with can open it. A coach who is a USA Cheer member can instead upload their USA Cheer screening proof and its expiration date. It is stored the same way, for the event producers to review.
Payments. Invoices, payments, refunds and ticket orders (amounts, dates, what was bought, and for online tickets the buyer's first and last name, email and, if given, phone). Card details are entered on our payment processors' pages (Stripe, or Authorize.net for producers who use it); CheerFlow never receives or stores full card numbers.
Event-day video. Event producers may record routines on event days to support judging and score reviews. Clips may be shared with that team's coach.
Notifications. If you turn on notifications, we keep your device's push token or subscription and, for parents, the routines you've starred, so we can send on-deck alerts, results and event announcements. Parents don't need an account.
Event producers' marketing emails. Event producers can use CheerFlow to email the programs and contacts they work with, and to put sign-up forms on their own websites. For these emails we record whether each one was delivered, opened or clicked, so the producer can see how the email did. Every marketing email has an unsubscribe link; once you unsubscribe, that producer can't send you marketing email through CheerFlow. Emails about events you're registered for (invoices, schedules, waivers) still arrive.
Technical information. Cookies needed to keep you signed in and remember choices (such as which program you're working in and your time zone), and basic logs. If something breaks, an error report is sent to our monitoring service; those reports leave out form contents and personal details.
We don't use advertising cookies, we don't show ads, and we don't sell or rent personal information.
How we use it
- To run CheerFlow: accounts, registrations, invoices, rosters, schedules, judging, results, tickets and event-day pages.
- To send the emails, texts and notifications CheerFlow is built around: invites, invoices and receipts, waivers, schedules, score reviews, on-deck alerts and announcements.
- To give the event producer and program the emergency and medical information they need to look after athletes at events.
- To send event producers' marketing emails to the people they choose, and to show them which emails were opened or clicked.
- To check eligibility (for example, athletes' ages against a division's rules).
- To provide support, keep CheerFlow secure, prevent fraud, and fix problems.
- To meet legal, tax and accounting requirements.
Children
CheerFlow's accounts are for adults: event producer staff, coaches, program staff and parents. Children don't create accounts or sign in. Information about athletes who are minors is entered by their program and used only to run competitions. Medical and emergency information about an athlete is given by their parent or guardian when they sign the waiver. A parent or guardian can ask us to see, correct or delete their child's information at cheerflow@fosterbrands.com; we'll work with the program and event producer to do so.
Your choices
- Update your profile, program and athlete information in CheerFlow at any time.
- Turn notifications on or off in the app or in your phone's settings.
- Delete your account in CheerFlow: Account → Delete account (in the app and on the website), or ask us at cheerflow@fosterbrands.com.
- Ask for a copy of your information, or for it to be corrected or deleted.
When an account is deleted, its sign-in and personal profile are removed. Records an event producer must keep, such as invoices, payments, signed waivers and official results, may be kept as long as the law or the event's records require.
How long we keep it
We keep information while your account or program is active and as long as it's needed for the purposes above, including event records, accounting and legal requirements. Medical and emergency information is kept with its signed waiver, for as long as the waiver is kept. Push tokens are removed when a device stops accepting notifications or you turn them off.
Security
Information is sent over encrypted connections and stored with providers that encrypt it at rest. Access within CheerFlow is limited by role, and payment keys an event producer saves are encrypted. No system is perfectly secure; if we learn of a breach that affects you, we'll tell you as the law requires.
Changes to this policy
If we change this policy, we'll update the date at the top, and for significant changes we'll let account holders know by email or in CheerFlow.
Contact
Using CheerFlow is also covered by our Terms of Service.
Foster Brands · cheerflow@fosterbrands.com · gocheerflow.com