Privacy Policy

This policy explains what Panhandle Powerhouse Volleyball Club (“the club”, “we”) collects, why we collect it, who can see it and the choices you have. Much of what we hold is about young athletes, so we treat it with care.

What we collect

When you register an athlete:

• The athlete’s name, date of birth, gender if given, school, grade, jersey size and positions.
• Each parent or guardian’s name, email, phone number, relationship to the athlete and address if given.
• Medical information you choose to give us: allergies, conditions, medications, and insurance carrier and policy number.
• An emergency contact’s name and phone number.
• Your answers to any other questions on the registration form.
• Waivers you sign: the name you typed, the date, your IP address and your browser type, so that we can show the waiver was signed.

When you pay: we keep the amount, the date, the status and a reference from our payment processor. Card details are entered with Stripe, not on this site, and we do not see or store your full card number. If you choose a payment plan, Stripe holds the card so that the agreed payments can be charged.

When you contact us: what you send through a form or by email, including your name and email address.

When you create an account: your email address and a securely scrambled version of your password. We cannot read your password.

When you visit the site: the pages viewed, the site that sent you, your general device and browser type, and your country. We do not store your IP address for this, and we do not link a visit to your name or account.

How we use it

• To register athletes, run tryouts and place athletes on teams.
• To keep athletes safe at practices, games and tournaments.
• To send schedules, announcements, invoices and receipts.
• To take payments and keep financial records.
• To answer your questions and to improve the site.

We do not sell personal information.

Who can see it

• Club administrators can see registration records.
• Coaches can see the athletes on their own teams and their family contact details. A coach opens medical information one athlete at a time, and each view is logged.
• Families on a team may see that team’s roster, shown as first name and last initial, if the club has turned this on for the team.
• Emergency and medical staff, if an athlete needs care.
• Service providers that run parts of this site for us: Stripe (payments), Resend (email), Twilio (text messages, if you opt in) and Amazon Web Services (hosting and storage). They may use the information only to provide their service.
• Authorities, if the law requires it or to protect someone’s safety.

The map on our contact page is provided by Google, which may collect information from your browser when that page loads.

Text messages

We send text messages only to numbers whose owner has opted in. Opting in is optional and is not a condition of registering.

We do not sell or share mobile phone numbers, or the fact that you opted in to texts, with third parties or affiliates for their marketing or promotional purposes. The numbers are used only by the service provider that delivers our messages.

To stop receiving texts, reply STOP to any message. Reply HELP for help. See our Terms of Service for more about the text message program.

Children’s information

Information about an athlete under 18 is given to us by a parent or guardian, who agrees to this policy on the athlete’s behalf. This site is not meant for children to use on their own, and we do not knowingly collect information directly from children under 13. If you believe a child has given us information directly, contact us and we will delete it.

How we protect it

Information travels over encrypted connections. Medical information is encrypted when stored, and we keep a log of each time it is viewed. Access is limited by role, so that people see only what they need. No system is perfectly secure, so please keep your password safe and tell us if you think your account has been misused.

Cookies and browser storage

• A cookie keeps you signed in to your account.
• A cookie tells us whether a browser has visited before. It is not linked to your name, and we do not use it for advertising.
• The registration form saves your progress in your own browser, so that you do not lose your place. It is cleared when you finish. If you are using a shared computer, finish or clear the form before you leave.

How long we keep it

We keep information for as long as the club needs it to run its programs and to meet its legal, insurance and accounting needs. Records of signed waivers and of consent to text messages may be kept after an athlete leaves the club, as proof of what was agreed.

Your choices

• Parents and guardians can see and update most of their athlete’s details in the parent portal.
• You can ask us for a copy of the information we hold about you or your athlete, or ask us to correct or delete it. We may need to keep some records, as explained above.
• You can opt out of text messages at any time by replying STOP.

Changes to this policy

If we change this policy, we will update it here and change the date at the top of this page.