Privacy Policy

Sun City Subs ("we," "us," or "our") is a private scheduling tool used by fitness instructors at the Sun City Texas community to coordinate class substitutes. It is operated by the Sun City Texas fitness staff. This Privacy Policy explains what information we collect, how we use it, how we protect it, and your rights regarding it.

1. Program overview

Sun City Subs is a non-commercial, invitation-only scheduling tool. Instructors who are already on the team are added by an administrator. We do not market, advertise, sell goods or services, or solicit signups from the general public.

2. Information we collect

• Your full name (so other instructors know who needs/is offering coverage).
• Your mobile phone number (used to log you in via SMS code and to send you sub-coverage alerts you have explicitly opted in to receive).
• Your email address, if you choose to provide one (used as a backup notification channel only).
• Your notification preferences (which event types you want to receive by SMS or email).
• Operational logs of which alerts were sent to you and when, used solely for delivery debugging and support.

3. How we use your information

We use your information solely to operate the Sun City Subs scheduling service:

• Send a one-time login code to your phone when you sign in.
• Send sub-needed alerts when a colleague requests coverage for one of their classes.
• Send confirmations when someone claims a class you posted, or when a sub falls through.
• Send pre-class reminders the night before, and optionally a couple of hours before, a class you are covering.
• Send schedule-change notices if a class you are covering is changed by an admin.

Message frequency varies, but is typically fewer than 10 messages per week per instructor. Message and data rates may apply.

4. Sharing of information — we do not sell or share for marketing

Mobile information will not be shared with third parties or affiliates for marketing or promotional purposes. All categories of information we collect — including text messaging originator opt-in data and consent — are excluded from any sharing with third parties.

We do not sell, rent, or trade your personal information to anyone. We do not use it for any form of marketing, profiling, or advertising.

The only third parties who process your information are the delivery providers strictly needed to send the messages you opted in to receive:

• Twilio — used to deliver SMS messages and login verification codes.
• Twilio SendGrid — used to deliver any optional email backup notifications.

We may also disclose information if required by law (e.g., a valid subpoena), but we will challenge overbroad demands and notify you when legally permitted.

5. How we protect your information

We use industry-standard security practices: HTTPS for all web traffic; access to the database is restricted to the Sun City Subs administrators; secrets (API keys, Twilio tokens) are stored with restrictive filesystem permissions; logs are kept on a single hardened server.

6. Data retention

We retain your contact information for as long as you are an active member of the instructor team. Operational logs (delivery status of sent messages) are retained for up to 12 months and then purged. If you ask us to remove you from the instructor list, your contact information is deleted from the active database, though it may persist in routine operational backups for up to 30 days before being overwritten.

7. Your rights and choices

• Opt out of SMS at any time by replying STOP to any text from Sun City Subs, or one of these alternative keywords: CANCEL, END, QUIT, UNSUBSCRIBE, REVOKE, OPTOUT, STOPALL. To resume, reply START or YES.
• Reply HELP or INFO to any message for help.
• Adjust per-event notification preferences in the app's "My Notifications" page after you sign in.
• Request deletion or correction of your information by contacting the admin at the address below.

Consent to receive SMS is not a condition of any purchase, and Sun City Subs is not a commercial product.

8. Contact

Sun City Subs admin: Csilla.Kollar@sctexas.org

For SMS terms (program description, frequency, opt-in, opt-out, carrier disclaimers), see our SMS Terms & Conditions.

9. Changes to this policy

We may update this Privacy Policy from time to time. The "last updated" date at the top of this page reflects the most recent change. Material changes will be communicated to active instructors before taking effect.