Privacy Policy

My Judges Portal (the “Portal”) is operated by MaD Development, LLC (“we,” “us,” or “our”). This policy explains what information the Portal collects, how it is used, and the choices you have.

1. Who decides what is collected

Two organizations are involved, and the distinction matters for your rights. Each school or program using the Portal decides who is invited into its judge pool, what it asks them, and how long it keeps that information. We provide the software that stores and sends it, and act on that program’s instructions. If you want your information corrected or deleted, you can contact either of us — see “Contact” below.

Each program’s data is kept separate. A program’s coaches and administrators can see only their own program’s judges, sign-ups, and survey responses.

2. Information we collect

Information you provide. When you fill out the judging survey, use your judge profile, respond to sign-ups, or contact support, we collect the information you enter, which may include: your name, email address, phone number, your relationship to a student, whether you are a parent/designated judge or a community volunteer, the name(s) of the student(s) you support, your tournament preferences and availability, your Tabroom account email, and the contents of any support or feedback messages.

Information from coaches. A program may import judge contact details it already holds — for example from its own roster — and may record judging service, ballots, and attendance.

Information collected automatically. When you submit certain public forms we record the IP address and browser (user-agent) of the request to help prevent spam and abuse. The Portal also uses a small number of strictly necessary cookies (see “Cookies” below). We do not use analytics or advertising trackers.

Information we do not collect. We do not collect or store payment card numbers or bank details.

3. Student names & children’s privacy

The Portal is intended for use by adults — parents, guardians, volunteer judges, and program staff. A student’s name appears in the Portal only because an adult entered it, and it is used solely to connect that student to the adult judging on their behalf and to track that program’s judging requirement. Students do not have accounts and we do not knowingly collect personal information directly from children. If you believe a child has provided us information directly, contact us and we will delete it.

The Portal is not a school records system and is not intended to hold education records. Programs should not enter grades, discipline records, health information, or other sensitive student data.

4. How information is used

Information is used to: operate the judge pool and match judges to tournaments; email you sign-in links, sign-up requests, reminders, and judging-related notices; track judging service and obligations; respond to support requests; and protect the Portal against spam, fraud, and abuse. We do not use it to build profiles, and we do not use it to train machine-learning models.

5. Cookies

The Portal uses only strictly necessary cookies: a session cookie, a security (CSRF) token, and an optional “remember me” cookie that keeps you signed in on your own device when you choose it. Session cookies are scoped to a single program’s address, so signing in to one program’s portal does not sign you in to another. We do not use advertising or cross-site tracking cookies. Where a program has enabled bot protection, our provider (Cloudflare Turnstile) may set a cookie solely to distinguish humans from automated traffic.

6. Service providers

We share limited information with a small set of providers, only as needed to run the Portal:

• Google Cloud — hosting of the servers and database.
• Postmark (ActiveCampaign) — delivery of the Portal’s email: sign-in links, sign-up requests, reminders, and notices.
• Cloudflare — DNS and, where enabled, bot protection (Turnstile).
• Google Workspace — our own support inbox, if you email us.

We do not sell your personal information, we do not share it for advertising, and we do not share one program’s information with another program.

7. Data retention

A program keeps judge contact information and service history across seasons so its judge pool carries forward year to year. You may ask for your information to be corrected or deleted at any time. If a program stops using the Portal, its data is deleted within 90 days of the account closing, except where we are required to keep records longer by law. Backups are retained for a short period and are overwritten on a rolling basis.

8. Your choices & privacy rights

You may request to access, correct, or delete the personal information held about you, and you may ask to stop receiving email. Every non-essential email includes an unsubscribe link; sign-in links and messages about a commitment you have made are operational and are not marketing.

California residents have rights under the California Consumer Privacy Act (CCPA/CPRA), including the right to know what personal information is collected, the right to request deletion, the right to correct inaccurate information, and the right not to be discriminated against for exercising these rights. We do not sell or “share” personal information as those terms are defined under California law. Residents of other states or countries with similar laws may exercise equivalent rights the same way.

9. Security

We take reasonable measures to protect your information: traffic is encrypted in transit (HTTPS); sign-in links are single-use and time-limited; passwords are stored only as salted hashes; administrator accounts on the platform require a second factor; credentials and secrets are stored outside the public web directory; each program’s data is separated and every query is scoped to a single program; and public forms are rate-limited and protected against automated abuse. No method of transmission or storage is perfectly secure, and we cannot guarantee absolute security.

10. Changes to this policy

We may update this policy from time to time. When we do, we will revise the “Last updated” date above. Continued use of the Portal after a change means you accept the updated policy.

11. Contact

Questions or requests about your information? Reach us through the Help & Feedback page or by email at support@myjudgesportal.com.