Effective date: April 21, 2026
DrillWeaver ("we," "us," or "our") is committed to protecting your privacy. This Privacy Policy explains what information we collect, how we use it, and your rights with respect to that information when you use DrillWeaver's software, website, and cloud services (collectively, the "Service"). Please read this policy carefully. By using the Service, you agree to the practices described here.
When a school registers for DrillWeaver, we collect information about the school and its administrator, including school name, contact email address, phone number, state or region, and the name and role of the person creating the account.
For each staff member added to a DrillWeaver account, we collect name, email address, role (director, staff, etc.), and a securely hashed password. We never store passwords in plain text.
When you use cloud features (Cloud Features Pass), drill project files — including field member positions, movement paths, layer data, and any attached audio references — are uploaded to and stored on our servers. We also collect usage metadata such as login timestamps, feature activity, and version history snapshots to provide the Service and improve it over time.
All payments are processed by Stripe, Inc. We do not store credit card numbers, bank account details, or other sensitive payment instrument data on our servers. We receive and retain non-sensitive billing metadata from Stripe, such as the last four digits of a card, billing email, and subscription status, solely for account management purposes.
If you use AI-assisted formation generation (available with the Cloud Features Pass), we transmit your text prompt and relevant field context (member positions, formation structure) to our AI provider, Anthropic, PBC, to generate a response. We do not use your drill data to train AI models, and we do not sell prompts or outputs to third parties.
We automatically collect certain technical data when you interact with the Service, including IP address, browser or application version, operating system, referring URL, and error logs. This data is used for security monitoring, debugging, and service reliability.
Our iOS and Android Marcher apps include an optional Live Position feature that uses your device's GPS to match your real-world position to your assigned spot on a drill chart. Location data is processed strictly in real time, is never retained after a rehearsal ends, and is only transmitted while you are physically inside a director-calibrated rehearsal space. See Section 3 below for the full disclosure of when, where, and how location data is used, shared, and (not) retained.
We use the information we collect to:
We do not use your information to serve third-party advertising, and we do not sell your personal information to any party for any purpose.
This section applies only to users of our DrillWeaver Marcher mobile applications on iOS and Android. If you do not use these mobile apps, no location data about you is ever collected by any other part of the DrillWeaver Service.
The Marcher apps use device GPS exclusively within a geofenced boundary that a director (or authorized staff) has calibrated in advance around a specific football field, practice lot, indoor arena, or other defined rehearsal space. Before the app is physically located inside such a calibrated boundary and a drill session is actively running:
Although iOS and Android require you to grant location permission once in order for the geofence to function at all, the permission grant alone does not result in any collection of location data. Collection begins only when both conditions are simultaneously true: (a) the device is physically inside a director-calibrated boundary, and (b) a drill session is actively in progress in the app. Outside those conditions the app does not query, read, sample, or persist location in any form.
When you are on a calibrated field and participating in a live drill session, the Marcher app transmits the following minimum-necessary data to our servers over a secure, TLS-encrypted WebSocket connection:
Upon arrival, our servers immediately (a) validate that the reading lies inside the calibrated field boundary and reject any out-of-bounds reading, and (b) transform the reading in memory into a field-relative position (for example, "12 yards from the home sideline, 4 yards from the 40-yard line") before broadcasting only the field-relative result to your director. See Section 3.5 for retention — these readings are not written to any database, log file, backup, or other durable storage.
We do not collect your home address, workplace, places of interest, routes, or any location outside the field boundary — either before, during, or after the rehearsal session.
Field-relative position data is used solely to:
Your in-session position data is accessible only to the directors and authorized staff members associated with your own school's DrillWeaver account. It is not shared with any other school, advertiser, data broker, or third party, and it is not sold under any circumstance. We do not use location data for profiling, marketing, or any purpose beyond the rehearsal service itself.
The only third parties that process location-derived data are the infrastructure providers described in Section 4 below (AWS for storage) and, where applicable, Apple or Google for delivery of push notifications related to the session. Neither Apple nor Google receives location coordinates through our pipeline.
We do not retain location data. Location data from the Marcher apps is processed in real time only and is not stored after the moment it is used.
Because marching ensembles often include performers under 18, use of the Marcher app by any such performer is subject to the sponsoring school or school district's own parental-consent and data-use policies. Schools are responsible for obtaining any required consents under COPPA, FERPA, or applicable state law before enabling the Live Position feature for performers under 13. We rely on the school's representation that all required consents have been obtained; if you believe a minor has used the feature without appropriate consent, contact us immediately at legal@drillweaver.com and we will promptly delete the associated data.
Consumer-grade GPS has typical accuracy of three to ten meters outdoors and can be significantly degraded indoors, in stadiums, or under dense cloud cover. The Live Position feature is intended as a rehearsal aid only and must not be relied upon for navigation, emergency response, medical assistance, safety-critical decisions, or any activity where inaccurate positioning could cause injury or loss. We provide the feature "AS IS", without warranty of accuracy, and disclaim all liability arising from reliance on reported positions except to the extent required by applicable law.
We share information only as necessary to operate the Service and only with the following categories of recipients:
In the event of a merger, acquisition, or sale of all or substantially all of our assets, your information may be transferred to the acquiring entity, subject to the same privacy protections described in this policy.
Your data is stored on AWS servers located in the United States. We implement industry-standard security controls including encryption in transit (TLS), encryption at rest, access controls limited to authorized personnel, and routine security monitoring.
While we take reasonable precautions to protect your information, no method of transmission over the internet or electronic storage is completely secure. We cannot guarantee absolute security and encourage you to use a strong, unique password for your DrillWeaver account.
We retain your account and school information for as long as your account is active. If you cancel your subscription or request account deletion, we will delete or anonymize your personal information within 90 days, except where we are required to retain it for legal or financial compliance purposes (such as billing records, which we may retain for up to seven years).
Project files stored through cloud features are retained as long as your Cloud Features Pass subscription is active. Upon subscription expiration, project files are retained for 30 days before permanent deletion, giving you time to export your data locally.
You have the following rights with respect to your personal information:
To exercise any of these rights, contact us at legal@drillweaver.com.
DrillWeaver is designed for use by educational institutions and adult staff members. We do not knowingly collect personal information from individuals under the age of 13. DrillWeaver accounts are intended for school administrators, band directors, and instructional staff — not students. If you believe we have inadvertently collected information from a minor, please contact us immediately and we will promptly delete it.
Our website (drillweaver.com) does not use advertising tracking cookies or third-party analytics platforms. We may use minimal session or authentication tokens to support the functionality of the Service. The DrillWeaver desktop application does not use browser cookies but does communicate with our API using secure authentication tokens stored locally on your device.
The Service may contain links to third-party websites or services (such as payment processing pages). We are not responsible for the privacy practices or content of those third parties. We encourage you to review the privacy policies of any third-party sites you visit.
We may update this Privacy Policy from time to time. When we make material changes, we will update the effective date at the top of this page and, where appropriate, notify you by email. Continued use of the Service after the effective date of any changes constitutes acceptance of the updated policy.
If you have questions, concerns, or requests regarding this Privacy Policy or your personal information, please contact us at: