Privacy Notice

Who controls the records

Sports Med Flow Pro is documentation software used by Athletic Trainers and the schools or organizations that employ them. The trainer and their organization decide what is recorded, who may see it, and how long it is kept. We process that information on their behalf and do not sell it, rent it, or use it for advertising.

What we store

• Trainer account details: name, email, credentials, license number, organization.
• Student-athlete details entered by the trainer: name, student ID, campus, date of birth, sport, parent or guardian contact information.
• Clinical documentation created by the trainer: evaluations, treatment logs, return-to-play protocols, and the files they upload.
• An access log of every view, edit, download, and sign-in.
• Billing records handled by our payment processor. We never store card numbers.

Facial check-in

When a training room uses face check-in, the match happens on the device in front of the athlete. We store only a numeric signature that cannot be turned back into a picture. No face photographs are kept. Athletes can always use name search instead.

Who can see a record

Records belong to the trainer's workspace and are hidden from every other account. Signed clinical notes are visible only to the trainer who created and signed them. District administrators can manage seats and billing but cannot open medical records. Files are stored privately and opened through short-lived links.

Students and parents

Requests to see, correct, or delete a student's record should go to the school or organization that employs the Athletic Trainer. They can act on the request inside the app. If you contact us directly, we will refer you to them.

Retention

Each workspace sets its own retention window. Records are kept for at least that long, then become eligible for deletion by the trainer or their organization. Access log entries are permanent and cannot be edited or deleted by anyone.

Contact

Questions about this notice can be sent to the account owner listed in your workspace settings. See also our Security page and Terms of Service.