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Privacy Policy
What we collect about players and families, why we collect it, who sees it, and how to have it changed or removed.
For review before launch
This policy was drafted as a starting point for a youth sports organization and has not been reviewed by an attorney. Have counsel licensed in South Dakota check it against how the club actually operates before it goes live.
01Who we are
Canyon Lakers Baseball is a youth travel baseball organization based in Rapid City, South Dakota, fielding teams in the 9U through 13U age groups out of Canyon Lake Little League. This policy explains what personal information we collect through this website and through registration, why we collect it, who we share it with, and what choices you have.
Questions about anything here go to info@CanyonLakersBaseball.com.
02Information about children
Almost everyone who plays for us is under 13, so this section comes first.
We do not knowingly collect personal information directly from children. Registration, tryout sign-ups and every form on this site are intended to be completed by a parent or legal guardian, who provides the player's information on the child's behalf. If a child submits information to us without a parent's involvement, a parent or guardian can ask us to delete it and we will.
We collect only what the program actually needs to place a child on a team, enter that team in tournaments, and keep the child safe at practices and events. We do not build marketing profiles of players, we do not advertise to children, and we never sell or rent information about a player to anyone.
03What we collect
Player information
- Name, date of birth and current school
- Age group, positions, bats/throws, and jersey and pant sizes
- Tryout evaluations and development notes written by coaches
- Allergies or medical notes a parent chooses to share with coaches
- A copy of a birth certificate, used to verify age at sanctioned events
Parent, guardian and emergency contact information
- Name, email address and mobile phone number
- Emergency contact name, relationship to the player, phone and, if given, email
Payment information
Registration deposits, season balances, sponsorships, donations and team store orders are processed by Stripe. Card numbers are entered on Stripe's systems and never reach ours. We keep a record of what was paid, when, by whom and for which player, along with the receipt Stripe issues.
Sponsor information
Business name, contact name, email, phone, website and the artwork a sponsor sends us for banners and team gear.
Website information
Standard server logs and basic analytics: pages viewed, approximate region, browser and device type, and the site that referred you. This is used to understand which pages families actually use. It is not tied to a named player.
Photographs and video
Photos and video taken at practices, games and team events, usually by coaches and team parents. See Photographs and video below.
04How we use it
- Placing players on teams. Evaluations, age verification and position preferences decide roster assignments.
- Entering tournaments. Sanctioning bodies and tournament operators require rosters, and at some events proof of age.
- Safety. Emergency contacts and medical notes are carried by coaches at practices and events so they can act quickly and reach you.
- Communicating with families. Schedules, rain-outs, tournament times, gear orders and season logistics, sent by email, text or through a team messaging app.
- Billing. Taking the registration deposit, invoicing the season balance, and keeping records of what each family has paid.
- Running the club. Budgeting, scholarship decisions, sponsor recognition and required recordkeeping.
We do not use player or family information for advertising, and we do not sell it.
06Photographs and video
Team photos, action shots and highlight clips are part of how a club like ours celebrates a season. They also show children, so we handle them carefully.
- A photo release is collected at registration. A family can decline it and still play — participation is never conditioned on it.
- Players whose families decline are not published on this website or on our social media accounts.
- We publish first names, last names and jersey numbers with team photos, but never a player's address, school schedule, birth date or contact details.
- You can change your mind at any point. Email us and we will remove the images we control, usually within a few days. Note that images already shared or re-posted by others are outside our control.
07Medical information
Allergies and medical notes are optional, but they help us keep your child safe. When you provide them, they are shared only with the coaches and designated volunteers responsible for that player, carried at practices and events, and used only to respond to a medical situation or to avoid a known trigger. They are not published anywhere, and they are removed from active records when a player leaves the program.
08How we protect it
Registration data is held in access-controlled accounts limited to the board members and coaches who need it. Payment card data is handled entirely by Stripe and never stored by the club. Paper copies of birth certificates and releases are kept secured and destroyed once they are no longer needed.
All volunteers who work directly with players complete a background check before the first practice. No system is perfectly secure, and we do not claim otherwise, but we limit what we collect and who can see it, which is the most effective protection available to an organization our size.
09How long we keep it
- Registration and roster records — for the season, plus up to three years, so we can verify past participation and handle questions about a prior season.
- Payment records — as long as required for financial and tax recordkeeping.
- Medical notes and emergency contacts — for the season, then removed.
- Birth certificate copies — only as long as age verification may be requested, then destroyed.
- Photographs — kept in our archive unless you ask us to remove them.
10Your choices
A parent or legal guardian may, at any time:
- Ask what information we hold about their child or their family
- Correct anything that is wrong
- Ask us to delete information we no longer need
- Withdraw a photo release and have images removed
- Unsubscribe from general club announcements — note that safety and schedule messages will continue while a player is on a roster, because we need to be able to reach you
Email info@CanyonLakersBaseball.com and we will respond within a reasonable time, normally two weeks.
12Links to other sites
We link to tournament operators, sanctioning bodies, sponsors and mapping services. Those sites have their own privacy practices and we are not responsible for them. Read their policies before giving them information.
13Changes to this policy
We will update this page when our practices change. The effective date at the top always reflects the current version. If a change materially affects how we handle player information, we will email registered families rather than rely on you noticing the update here.
14Contact us
Questions, requests or complaints about privacy:
- Email: info@CanyonLakersBaseball.com
- Mail: Canyon Lakers Baseball, Rapid City, SD 57702
If you believe we have collected information from a child in a way that is inconsistent with this policy, contact us and we will investigate and delete it where appropriate.