The Fieldhouse McAllen ("The Fieldhouse," "we," "us") runs an indoor sports and family facility at 6424 N 10th St, McAllen, TX 78504, the website fieldhousemcallen.com, and the member app, The Hub (app.fieldhousemcallen.com). This policy explains what we collect, why, who sees it, and the choices you have.
1. WHAT WE COLLECT
Account and profile: Your name, email address (which you confirm by clicking a link before the account opens), password (stored only as a hash), mobile phone, home address, and date of birth. We ask for your date of birth so we know whether you are an adult, a teen, or a child, because the rules below depend on it.
Emergency contacts: The name, relationship, and phone number of one to five people you choose. We collect this so staff can reach someone if something happens to you at the facility. Tell the people you list.
Household and children: An adult can add the adults and children in their household. For a child we keep their name, date of birth, which adult is their parent or guardian, the waiver signed on their behalf, their visits, and, only after a parent or guardian says yes at the front desk or in their own app, a profile photo. We record who agreed and when. A child does not get a login (see section 3).
Waiver signatures: When you sign our participation agreement we keep your typed name, the version you signed, the date and time, the text you signed (as a hash), the IP address and device you signed from, and a stamped copy of the agreement. If you sign for a minor we also record that you attested to being their parent or legal guardian.
Terms and policy acceptance: The version of these documents you accepted and when.
Photos: Staff can take a profile photo at the front desk or on a check-in kiosk so they recognize you next time. The app never takes or uploads photos. We do not use facial recognition. The photo is a plain image that staff see on your record.
Purchases and payments: What you bought, when, how you paid, your wallet balance, passes, credits, points, memberships, and refunds. Card payments are processed by Stripe. Card numbers go straight from you (or the card reader) to Stripe; we never see or store them. If you keep a card on file we store only the brand, last four digits, expiry, and the consent you gave.
Visits and presence: When you check in and out, and which zone. If you turn on "Share my presence" your friends in the app can see when you are at the facility.
Friends: Who you are friends with in the app, friend requests, and share links you create. Nobody can search for you; a friendship only starts from a link you share.
Bookings and orders: Rentals, classes, parties, and events you book, who they are for, and cafe orders you place in the app.
Notifications: If you turn on push notifications we store the browser subscription for your device and which kinds of notifications you want.
Calendar feeds: If you subscribe to your Fieldhouse calendar, we create a private link for your calendar app.
Technical data: Standard server logs (IP address, browser, pages requested) kept for security and troubleshooting.
Website visitors: If you leave your details on fieldhousemcallen.com (name, email, phone, interests, how you heard about us) we keep them to contact you about The Fieldhouse.
2. HOW WE USE IT
We use this information to run your account and household, check you in, and keep you safe at the facility. We use it to sell and deliver passes, memberships, bookings, and cafe orders, to process payments and refunds, and to send the notifications you turned on. Staff use it to answer your questions, sometimes with help from an AI assistant. We also use it to keep the books, meet tax obligations, prevent fraud and abuse, and tell you about The Fieldhouse when you have asked to hear from us.
We do not sell personal information, and we do not share it for targeted advertising.
3. CHILDREN
Under 13: Children under 13 may not create an account in The Hub. If we learn that a child under 13 created one, we delete the account and the information collected with it. A parent or guardian adds a child to their household at the front desk, on a kiosk, or in their own app, and everything we keep about that child comes from the parent. Parents can review, update, or delete their child's information at any time at the front desk or by contacting us (section 10), and can refuse any further collection.
Teens 13 to 17: A teen does not create an account on their own. A parent or legal guardian sets it up from their own account, accepts these Terms and this policy on the teen's behalf, and hands the teen a link or code; the teen then picks an email and password and confirms the email. When we publish a new version, the parent accepts it again. A parent or legal guardian must also sign the waiver for them before they can use the facility, and only an adult can keep a card on file. Presence sharing is off by default for anyone under 18.
4. WHO WE SHARE IT WITH
Service providers that run our systems and process data only for us: Stripe (payments and card readers), Cloudflare (hosting the website and app, email delivery, file storage), DigitalOcean and Neon (servers and database), Upstash (scheduled jobs), OpenAI and Anthropic (the staff assistant and search, which may receive an adult's name, contact details, status, and tags; children's records and the notes staff write are never sent to them), Mailgun (website emails), and Fathom (website analytics, which does not use cookies or identify you).
Your household and friends: Adults in your household can see household members, bookings, and the shared wallet. Friends see your first name, photo, and, if you allow it, when you are here.
Legal: We disclose information when the law requires it, to protect someone's safety, or to enforce our agreements.
If The Fieldhouse is ever sold, the buyer receives this information under this same policy.
5. COOKIES AND LOCAL STORAGE
The Hub and Fieldhouse HQ use only what they need to work: a session cookie and a short-lived two-factor cookie for signing in, and local storage on your device for your sign-in token, your cafe basket, and small preferences such as which tab you had open. We do not use advertising or tracking cookies. Our pages load fonts from Google Fonts, which receives your IP address when the font loads. The website uses Fathom, a cookieless analytics service that counts visits without identifying visitors.
6. YOUR CHOICES
In the app, under Profile, you can turn presence sharing on or off, choose which notifications you get, remove a card on file, turn membership auto-renewal off, opt out of having your photo used in promotions, download a copy of your data, and delete your account. The front desk can do all of this for you too.
7. HOW LONG WE KEEP IT
Account and profile data while your account is active and for 24 months after your last visit, after which we erase it. We email you 30 days before that happens, and any visit, sign-in, or booking keeps the account. Signed waivers and the records of who signed for a minor for four years after your last visit, or until the minor turns 20, whichever is later, because they are legal records. Purchase and accounting records for seven years as tax law requires; these are kept without your name once your account is erased. Staff activity logs for three years. Emails you exchange with us for 24 months, after which we keep only the dates and addresses. Kiosk entries and notification history for 12 months. When you delete your account, your personal data is erased within 30 days; your login stops working immediately.
8. SECURITY
Data travels over encrypted connections and is stored with providers that encrypt it at rest. Passwords are hashed. Staff access is limited by role and logged. No system is perfectly secure, so please use a strong password and turn on two-factor authentication under Profile.
9. YOUR RIGHTS
Texas residents have rights under the Texas Data Privacy and Security Act, and California residents under the California Consumer Privacy Act, to know what personal data we hold, to correct it, to delete it, to get a copy of it, and to not be discriminated against for exercising those rights. Everyone, wherever they live, can use the tools in section 6 or contact us below. We answer within 45 days.
10. CONTACT
The Fieldhouse McAllen, 6424 N 10th St, McAllen, TX 78504. Email [email protected], or ask at the front desk.
11. CHANGES
When we change this policy we publish a new version with a new date. If the change matters we ask you to accept it the next time you open the app.