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Privacy

This notice explains what Chelan Youth Fastpitch collects, why CYF uses it, who may receive it, and how a parent or guardian can make a privacy request.

Information CYF Collects

  • Player details such as name, date of birth, school, grade, team, playing experience, and availability.
  • Parent or guardian contact details, emergency contact details, and optional medical notes or allergy information submitted for player safety.
  • Family portal account details, linked players, update requests, acknowledgments, and practice-plan sign-offs.
  • Volunteer, sponsor, coach, and general contact information.
  • Payment status, checkout references, and transaction records provided by CYF's payment provider.
  • Notification preferences for registration and program updates.
  • CYF-created website and social update records.

How CYF Uses Information

  • To confirm age eligibility and organize registrations, tryouts, teams, divisions, schedules, and program communication.
  • To contact families about registration, tryouts, safety needs, payments, schedules, and events.
  • To show families their linked players, payment status, practice plans, and required action items.
  • To coordinate volunteers, coaches, sponsors, and board follow-up.
  • To maintain program, payment, consent, incident, and safety records needed to operate CYF responsibly.
  • To publish approved public CYF updates on the website and social accounts.

Youth, Medical, and Emergency Information

A parent or guardian should submit information about a youth player. CYF uses birth dates to check eligibility and uses emergency contacts and medical or allergy notes to support player safety and respond during program activities. CYF does not use this information for advertising or publish it as a public player profile.

Access and Service Providers

CYF limits access to board members, coaches, volunteers, and service providers who need information for an assigned program or operational responsibility. Providers that may process information for CYF include website hosting, database and record storage, email delivery, payment processing, and approved social publishing services. They receive only the information needed for the service they provide and may have their own privacy terms.

CYF does not sell family, player, sponsor, volunteer, or coach information.

Retention

Retention varies by the type of record. CYF keeps information only as long as reasonably needed for the season or program, safety and incident follow-up, accounting, dispute resolution, legal obligations, and board continuity. When records are no longer needed, CYF may delete, de-identify, or securely archive them.

Family Requests

A parent or guardian may ask to access, correct, receive a copy of, or delete personal information they submitted about themselves or their player. CYF may need to verify the requester's identity and relationship to the player. Some records may need to be kept when reasonably necessary for safety, accounting, dispute resolution, or legal obligations.

Send privacy questions or requests to chelanyouthfastpitch@gmail.com. Please describe the request and the registration, team, or program it concerns.

Social Media

CYF may use Facebook and Instagram tools to publish approved CYF updates to official accounts and display public social updates on the CYF website. CYF does not use the website to collect Facebook or Instagram passwords. Families can contact CYF with questions about a public post involving their player.

Protecting Information

CYF uses administrative and technical measures intended to protect information and reviews who needs access for program work. No website, email system, or storage service can guarantee absolute security, so families should submit only information relevant to CYF's program and safety needs.