Privacy Policy

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Effective Date: 1/1/2026

The Carroll Cardinals Youth Football Program (“CCYF,” “we,” “our,” or “us”) is a nonprofit youth football organization serving 3rd through 6th grade participants in flag and tackle football. We are committed to protecting the privacy and security of the families, players, volunteers, and visitors who interact with our website and organization.

This Privacy Policy explains how we collect, use, protect, and share information when you visit our website or interact with our program.

1. Information We Collect

We may collect the following types of information when you visit our website, register a player, volunteer, or communicate with our organization.

Personal Information

Personal information may include:

• Parent or guardian name
• Player name
• Player grade level and age
• Email address
• Phone number
• Mailing address
• Emergency contact information
• Medical or allergy information relevant to participation
• Volunteer or coaching information (if applicable)

This information is typically collected through:

• Player registration forms
• Volunteer or coach applications
• Contact forms on our website
• Email or direct communication with league representatives

Payment Information

If registration fees or donations are collected online, payments may be processed through a third-party payment provider. CCYF does not store or maintain credit card or financial information on its servers.

Website Usage Data

Our website may automatically collect limited non-personal information such as:

• IP address
• Browser type
• Pages visited
• Time spent on the website
• Device type

This information helps us improve website functionality and user experience.

2. How We Use Your Information

The information we collect may be used for the following purposes:

• Registering players for participation in the league
• Organizing teams, schedules, and league communications
• Contacting parents or guardians regarding practices, games, and program updates
• Ensuring player safety and emergency preparedness
• Managing volunteers and coaches
• Processing registrations or donations
• Improving our website and communication with families

We only collect information that is reasonably necessary to operate the youth football program.

3. Sharing of Information

CCYF does not sell, rent, or trade personal information to third parties.

We may share limited information only when necessary for the operation of the program, such as:

• With coaches or team staff for roster and communication purposes
• With league administrators or board members managing the program
• With third-party service providers that help operate registration systems, email communications, or payment processing
• When required by law or to protect the safety of participants

Any third-party service providers are expected to maintain appropriate privacy and security protections.

4. Children’s Privacy

Because CCYF serves youth participants, protecting children’s privacy is extremely important.

All personal information related to players is collected from parents or legal guardians, not directly from children. Parents or guardians must provide consent when registering their child for participation.

We do not knowingly collect personal information directly from children without parental involvement.

5. Photos, Videos, and Media

During practices, games, and events, CCYF may take photos or videos for purposes such as:

• League promotion
• Website or social media updates
• End-of-season materials
• Community engagement

These images typically include players participating in football activities.

If a parent or guardian does not want their child’s image used, they may contact the league to request removal or exclusion when possible.

6. Data Security

We take reasonable steps to protect personal information from unauthorized access, misuse, or disclosure. Measures may include:

• Secure registration platforms
• Limited administrative access to data
• Password-protected systems
• Responsible data handling by league volunteers

However, no internet transmission or electronic storage system can be guaranteed to be 100% secure.

7. Third-Party Links

Our website may contain links to external websites such as:

• Registration platforms
• Sponsors
• Community partners
• Social media platforms

CCYF is not responsible for the privacy practices or content of these third-party websites. Visitors should review their privacy policies separately.

8. Data Retention

We retain personal information only for as long as reasonably necessary to:

• Manage the current season
• Maintain historical program records
• Meet legal or organizational requirements

Older records may be securely deleted or archived periodically.

9. Your Rights and Choices

Parents and guardians may request to:

• Review the personal information we have on file
• Correct inaccurate information
• Request removal of certain information when appropriate

Requests may be submitted by contacting the league using the information below.

10. Changes to This Privacy Policy

CCYF may update this Privacy Policy from time to time to reflect changes in our practices, technology, or legal requirements.

When updates occur, the revised policy will be posted on our website with an updated effective date.

11. Contact Information

If you have questions about this Privacy Policy or how information is handled, please contact us.

By using the CCYF website or registering a participant, you acknowledge that you have read and understand this Privacy Policy.