Privacy Policy

Last updated: March 20, 2026

This Privacy Policy explains how Epic Logistics LLC, doing business as Epic Teams ("Epic Teams," "we," "us," or "our"), collects, uses, discloses, and protects information when you visit our website, use our chat tools, submit a contact form, or otherwise interact with our services.

This Policy applies to the Epic Teams website, chat experience, travel-planning tools, and related communications. It does not apply to third-party websites, hotel booking pages, or other services we do not control.

Who We Serve

Epic Teams is designed for coaches, athletic department staff, administrators, and other adult representatives of schools, teams, and organizations. Our website and services are not directed to children under 13.

Information We Collect

Information you provide directly

Contact details such as your name, email address, school or organization, and the contents of messages or inquiries you send us.
Travel-planning information you share through the site or chat, such as schedules, team name, sport, season, game locations, hotel preferences, room counts, and related logistics.
Communications you send us by email or through the site, and records of our responses.
If you ask us to place an automated hotel quote call, the hotel name, phone number, trip details, and related call results or summaries.

Information we collect automatically

Basic device and usage data, such as IP address, browser type, operating system, referring pages, pages viewed, timestamps, and error or performance data collected through our site, hosting, or infrastructure providers.
A locally stored browser session identifier used to keep chat conversations linked to your browser session.
Similar technical data collected through cookies, local storage, logs, or comparable technologies necessary to run the site.

Information generated while providing the service

Chat transcripts, conversation history, extracted schedule data, hotel search inputs and results, and drafted travel plans.
Service metadata such as message identifiers, timestamps, conversation titles, and status information.
If voice calling is used, call metadata, transcripts, and summaries generated by our telephony and AI providers.

How We Use Information

We use personal information to:

operate the website and provide travel-planning, hotel research, and related services;
respond to inquiries and communicate with you about your request;
store and retrieve conversations and planning history tied to your session;
search for hotels, request quote information when you direct us to do so, and prepare travel plans;
monitor, debug, secure, and improve the site and our services;
prevent misuse, enforce our terms, and protect our rights and the rights of others; and
comply with legal obligations and resolve disputes.

How We Disclose Information

We may disclose information:

to service providers that help us operate the site and service, such as hosting, database, email delivery, AI or model, search, and voice-call providers;
to hotels, venues, and travel-related vendors when needed to research rates, request quotes, coordinate logistics, or provide services you ask us to perform;
to professional advisers, insurers, auditors, or in connection with a corporate transaction;
to law enforcement, regulators, courts, or other third parties when required by law or when reasonably necessary to protect rights, safety, or the integrity of our services; and
with your direction or consent.

We do not sell personal information or share personal information for cross-context behavioral advertising.

Service Providers and Tools We Use

Our current website and service stack may include providers such as Convex (data storage), Resend (email delivery), OpenRouter and model providers (AI processing), Exa (web search), and ElevenLabs and telephony partners (voice quote calls). These providers may process information on our behalf subject to their own terms and privacy notices.

Sensitive Information

Please do not submit Social Security numbers, payment card data, medical information, student education records, or other highly sensitive information through our public website forms or chat unless we specifically ask you to use a secure process for that purpose.

Retention

We retain information for as long as reasonably necessary to provide the service, maintain records of our business dealings, improve the service, comply with legal obligations, and resolve disputes. Retention periods vary depending on the type of information, the nature of the relationship, and legal or operational needs.

Your Choices and Rights

Depending on where you live, you may have rights to request access to, correction of, deletion of, or portability of your personal information, or to object to or limit certain processing. California residents may also have rights to know, delete, correct, and opt out under the California Consumer Privacy Act, subject to applicable exceptions.

To make a privacy request, email will@epicteams.app. We may need to verify your identity before completing certain requests. We will not discriminate against you for exercising privacy rights available under applicable law.

Security

We use reasonable administrative, technical, and organizational measures designed to protect information we control. No method of transmission or storage is completely secure, and we cannot guarantee absolute security.

Third-Party Links and Services

Our site and chat may reference or link to hotel sites, maps, booking pages, or other third-party services. We are not responsible for the privacy practices or content of those third parties.

International Use

Epic Teams is based in the United States. If you access the site from outside the United States, your information may be transferred to and processed in the United States or other countries where our service providers operate.

Changes to This Policy

We may update this Privacy Policy from time to time. We will post the updated version on this page and revise the "Last updated" date above. Your continued use of the site after an update becomes effective means you accept the updated Policy.

Contact Us

If you have questions about this Privacy Policy or our data practices, contact:

Epic Logistics LLC d/b/a Epic Teams
will@epicteams.app