Privacy Policy & Data Retention Policy

This Privacy Policy explains how information may be collected, used, displayed, stored, archived, deleted, and protected through this website.

This website is used for Organization operations, including registration, communication, team management, schedules, rosters, documents, announcements, payment coordination, and administrator management.

For purposes of this Privacy Policy, "Organization" means the league, association, club, school, team, event, program, nonprofit, or other group that owns, operates, or manages this website.

The Organization controls the information entered into the website by parents/guardians, administrators, coaches, and other users. The website provider supplies and maintains the website technology.

Depending on the features enabled by the Organization, the website may collect or store information such as:

• Parent/guardian name, email address, phone number, and city, state, ZIP code, or address information if specifically required by the Organization
• Player or participant name, division, team, program, or age group, and registration details
• Coach, official, volunteer, or administrator contact information
• Payment status, transaction reference, amount paid, or registration fee information
• Uploaded files, documents, or images
• Messages, notes, form responses, or other information submitted through the website
• Login information for authorized administrators
• Technical information such as timestamps and basic security logs

The website may collect city, state, and ZIP code to help the Organization review general registration location, eligibility, or service area concerns. Full street address should only be collected if the Organization specifically requires it for residency verification, mailing, official records, or another legitimate Organization purpose.

The Organization should avoid collecting unnecessary sensitive information. Unless specifically required by the Organization and legally appropriate, users should not submit Social Security numbers, full financial account numbers, medical records, school records, passwords, or other highly sensitive information through the website.

This website may collect information about youth participants for Organization registration and administration. Registration information should be submitted by a parent or legal guardian, not directly by a child without parent/guardian involvement.

By submitting a registration, the parent or guardian confirms that they are authorized to provide the child's information and consent to the Organization using that information for Organization purposes.

Information may be used to:

• Process registrations and place players or participants into divisions, teams, groups, or programs
• Communicate with parents, guardians, coaches, officials, volunteers, and administrators
• Manage schedules, rosters, games, standings, scores, documents, locations, and announcements
• Confirm payment or registration status
• Provide administrative access to authorized users
• Maintain records for current and past seasons or programs
• Improve, secure, troubleshoot, and operate the website
• Comply with legal, accounting, safety, or Organization obligations

Some Organization information may be publicly displayed on the website, including announcements, schedules, locations, tournament or event information, rules and documents, coach/official/administrator contact information, team names, division names, player or participant names on rosters, and team/division/group assignments.

The Organization and its authorized administrators are responsible for deciding what information is displayed publicly. Parents/guardians should contact the Organization if they believe information should be corrected, hidden, or removed.

If online payment is available, payment card information is handled by a third-party payment processor. The website does not intentionally store full credit card numbers, CVV codes, or sensitive payment card data.

The website may store limited payment-related records, such as payment status, amount paid, registration fee, transaction reference, or confirmation details, for Organization administration and recordkeeping.

Information may be shared with authorized Organization administrators, coaches, officials, or volunteers when needed for Organization operations, parents/guardians when appropriate, website hosting/database/email/payment/security/technology providers used to operate the site, and legal, government, or safety-related parties if required by law or necessary to protect rights, safety, or security.

Information is not intended to be sold.

Authorized administrators may be able to view, create, edit, export, archive, delete, or publicly display certain records depending on their permissions. Administrators are responsible for using data only for legitimate Organization purposes and for protecting any information they access.

Reasonable technical and organizational safeguards may be used to protect information, including permission controls, administrator restrictions, secure hosting tools, and limited access to sensitive data.

However, no website, database, hosting provider, payment processor, email system, or internet transmission can be guaranteed to be completely secure. By using the website, users understand that data security cannot be guaranteed.

Parents/guardians and administrators are responsible for providing accurate information. The Organization may correct, update, archive, or delete information when appropriate. If you believe information is incorrect, contact the Organization.

Active Season or Program: The active season or program is the primary season or program used for current dashboard views, registration pages, rosters, schedules, and current Organization operations.

Past Seasons or Programs With Full Data: After a season or program ends, the Organization may keep past records with full data for Organization administration, financial review, dispute resolution, historical reference, or operational needs.

Archived Seasons or Programs With Redacted Data: The Organization may archive a past season or program. Archiving is intended to reduce privacy risk by removing or redacting unnecessary personal information while keeping limited historical Organization information, such as season/program name or year, program or division, team or group name, player or participant name and division/team/group assignment, public schedule/game/event information, and non-private Organization records needed for historical reference.

Archived seasons or programs should remove or redact unnecessary personal information such as parent/guardian email addresses, phone numbers, addresses, private registration notes, nonessential form responses, unneeded payment details, and other personal information no longer needed for Organization operations.

Archiving is not the same as permanent deletion. Archived records may still contain limited historical information.

Permanent Deletion: The Organization may permanently delete records or seasons/programs when appropriate. Permanent deletion is intended to remove the selected records from the active website database and should be treated as irreversible. The website may still have limited backup, audit, hosting, payment processor, or legal records outside the active site database for a limited time, depending on the systems used and legal/technical requirements.

The Organization should keep personal information only as long as reasonably needed for Organization operations, legal obligations, accounting, dispute resolution, safety, or historical recordkeeping.

• Current season/program: keep active registration and Organization data as needed.
• Recently completed seasons/programs: keep full data only as long as reasonably needed for Organization administration, accounting, refund questions, disputes, or communication.
• Older seasons/programs: archive/redact unnecessary personal information.
• Records no longer needed: permanently delete when appropriate.

Parents/guardians may contact the Organization to request that information be corrected, hidden, archived, or deleted where appropriate. The Organization may need to keep certain records for legitimate business, legal, accounting, safety, or historical purposes.

If the Organization or website provider becomes aware of a security incident involving personal information, they may investigate, take reasonable steps to limit harm, and provide notice when legally required.

The website may rely on third-party services for hosting, databases, authentication, email, file storage, payment processing, analytics, or other technology functions. These services may process information according to their own terms and privacy practices.

This Privacy Policy may be updated from time to time. Continued use of the website after updates means you accept the updated policy.