Privacy Policy

conestogayouthsports.org (“the site,” “we,” “us”) is a volunteer-run website that provides information and registration for the individual youth sports programs serving the Conestoga school district communities. Each sport is organized by its own volunteers; the site handles sign-ups on their behalf. This policy explains what information the site collects, why, and how it’s handled. Questions any time: support@conestogayouthsports.org.

What we collect

• Family account info — the parent or guardian email used to sign in, any additional sign-in emails you add, and the contact people you list (name, relationship, email, phone).
• Athlete info — name, date of birth, grade, and gender, provided by a parent or guardian during registration.
• Registration answers — responses to the questions a sport asks when you register. Some sports may ask for medical information (for example allergies or conditions coaches should know about); those answers are marked sensitive and handled with extra restrictions described below.
• Waiver signatures — the name typed as a signature, the date, the network address it was signed from, and the exact waiver text in effect at signing.
• Payment records — what was owed and paid, the payment method, and staff notes (like a check number). Card payments are processed by Stripe; card numbers never touch our systems.

How we use it

• Running the sports’ programs — rosters, grade eligibility, and season planning.
• Contacting you about your athletes — schedules, weather changes, and emergencies, using the contacts you list.
• Processing payments and keeping each sport’s payment records.
• Sending transactional email — sign-in codes, registration and payment confirmations. We don’t send marketing email without a separate opt-in.

Who can see it

Volunteers see only what their role requires. Coordinators and coaches for a sport see the registrations for that sport. Sensitive medical answers are further restricted: only the site’s administrators and that sport’s administrators can view them, and roster exports leave them out unless an administrator specifically requests the medical sheet. We never sell or rent your information.

Service providers

The site runs on trusted infrastructure providers that process data on our behalf: Vercel (hosting), Neon (database), Cloudflare (image storage), Resend (email delivery), and Stripe (card payments). Each receives only what it needs to do its job.

Retention

Sensitive medical answers are deleted about 12 months after the season ends. Payment and registration records are kept as part of each sport’s bookkeeping. You can update your athletes, contacts, and sign-in emails anytime from your account page; to correct or remove anything else, email us.

Cookies

We use a single cookie to keep you signed in. There are no advertising trackers and no third-party analytics on this site.

Children

Accounts belong to parents and guardians. Athlete information is provided by a parent or guardian — children don’t create accounts or submit information themselves.

Changes

If we change how we handle information, we’ll update this page and its effective date. Meaningful changes will be called out to account holders by email.

Contact: support@conestogayouthsports.org