Privacy Policy

Registration. When a parent or guardian registers a player, we collect:

• The player’s first and last name, date of birth, and any medical notes or allergies the guardian chooses to share so our coaches can keep the player safe.
• The parent/guardian’s name, email address, and phone number.
• An emergency contact’s name, phone number, and relationship to the player.
• The dates the player plans to attend, and the guardian’s answers to the participation waiver and photo/media release.

Contact and sponsorship forms. When you send us a message or a sponsorship application, we collect the name, email address, phone number (if given), organization, and message you enter.

Website usage. We use Vercel Web Analytics, which counts page visits without cookies and without identifying individual visitors. We do not use advertising trackers.

We do not knowingly collect information directly from children. All registration information is entered by a parent or legal guardian. Players do not have accounts on this site and never log in.

• To run our programs: rosters, clinic-day check-in, session placement by age, and reaching the guardian or emergency contact if something happens on the field.
• To communicate about the programs a family registered for: confirmations, reminders, rainouts, and schedule changes.
• To answer messages and sponsorship inquiries.
• To keep simple counts (how many players attended each date) for planning. These counts never identify individual players.

We do not sell, rent, or trade personal information. We do not send marketing on behalf of anyone else.

• Board members and clinic-day helpers who need it to run a program. Access is by individual invitation, limited by role (a check-in helper sees only the day’s roster), and every action in the admin system is logged with who did it and when.
• Service providers that host the site and store data on our behalf: Vercel (website hosting), Airtable (registration records), Resend (sending email), and Clerk (board sign-in). Each is bound by its own privacy and security terms and may only use the data to provide its service to us.
• When the law requires it, such as a valid legal request, or to protect the safety of a participant.

We only use photos or video that show a player if the guardian approved the photo/media release during registration. You can withdraw that approval at any time by contacting us, and we will stop using new images of the player and remove existing ones from our website and social media where we control them.

Registration records are stored in a private database that only invited board accounts can reach; nothing about participants is published on the public website. We keep registration records for the current and previous season so returning families do not have to start over, then delete or anonymize them. Contact-form messages are kept in the board’s email inbox.

No system is perfectly secure. If we ever learn of a breach that affects your information, we will notify affected families promptly.

Email us at ehsoftball.inc@gmail.com or use the contact form on the site to:

• See, correct, or delete the information we hold about you or your player.
• Withdraw the photo/media release.
• Stop receiving program emails (note that we may still need to contact you about a program your player is currently registered for, such as a rainout).

If we change this policy we will post the new version on the site with a new effective date. For significant changes we will also tell registered families by email.

East Hartford Softball, Inc. · ehsoftball.inc@gmail.com