People decide. Always.
Your kids never use AI through us, and AI never makes decisions about them. Teams, placements, payments and messages are decided and sent by people on our team. AI suggests; a person reads it and decides. Nothing an AI writes goes to a family until one of us has read it and sent it ourselves.
AI never sees who your family is
Before anything goes to an AI tool, our own system swaps every child's and parent's name for a code (like A-K7Q2), and removes email addresses, phone numbers, addresses, birthdates and any health or medical information completely.
The AI works with the codes. When its answer comes back, our system puts the names back in, on our side only. The codes are new every single time, so they can't be used to piece anything together later.
Your details stay with us
Registrations live in LeagueApps. Our records, email and files live in our own Google Workspace and Google Cloud account. The only thing that ever goes to an AI provider is coded text, never a name, contact detail or health information.
Who we use
- Anthropic (Claude): our staff assistant and practice planning. Anthropic doesn't train its models on what we send.
- Google (Gemini), inside our own Google Cloud account: drafting email replies and sorting incoming email by topic. Google doesn't train its models on our data.
Providers may keep coded text for a short time for safety checks, then delete it.
Four people, nobody else
Only the league's four staff can use these tools, each signing in with their own league account and two-step verification. Coaches, families and the public can't reach them.
One honest limit
Our system knows the names of every registered athlete and family, so it catches those reliably. If an email mentions someone we don't have on file, like a friend or a sibling who isn't registered, that name could get through. That's why an AI only reads the text of an email when one of us chooses to show it that email, and we keep improving what gets caught.
Your choice
If you'd rather none of your family's messages go through any AI tool, even coded, email info@vicvolleyleague.ca and we'll handle your messages by hand.
Questions? Same address. A real person on our team will answer.
Last updated October 2026 · Vic Volley League, Victoria BC