Privacy Policy

A legal disclaimer

Last Updated: May 12, 2025

The Arizona Track and Cross Country League ("we," "us," or "our") is committed to protecting the privacy of our members, participants, website visitors, and other individuals who interact with us. This Privacy Policy outlines how we collect, use, disclose, and safeguard your personal information.

1. Information We Collect

We may collect the following types of personal information:

Contact Information: Name, address, email address, phone number.
Athlete Information: Date of birth, gender, school affiliation, grade level, event preferences, performance records.
Parent/Guardian Information: Name, email address, phone number (for participants under 18 years of age).
Account Information: Username, password (for website accounts).
Payment Information: Credit card details or other payment information (for membership fees or event registrations). Please note that we may use third-party payment processors, and we do not directly store your full credit card information on our servers.
Website Usage Information: IP address, browser type, operating system, referring website, pages visited, and the dates and times of visits (collected through cookies and similar technologies).
Communications: Records of your correspondence with us (e.g., emails, phone calls).
Photographs and Videos: Images and recordings taken at league events, which may include participants and spectators.

2. How We Collect Your Information

We collect your personal information through various means, including:

Membership and Registration Forms: When you or your child registers for our league or events.
Our Website: When you visit our website, create an account, or submit forms.
Email and Other Communications: When you contact us via email, phone, or other communication channels.
In-Person Interactions: During league events, meetings, and other activities.
Third-Party Service Providers: Such as payment processors and website analytics providers.

3. How We Use Your Information

We may use your personal information for the following purposes:

To Administer the League: Managing memberships, organizing events, scheduling competitions, and communicating league information.
To Communicate with You: Sending important updates, newsletters, event details, and responding to your inquiries.
To Manage Events and Competitions: Tracking participation, recording results, and publishing rankings.
To Improve Our Services: Analyzing website usage, understanding member needs, and enhancing our programs and offerings.
For Marketing and Promotional Purposes: With your consent, we may send you information about upcoming events, fundraising initiatives, or other league-related news.
To Ensure Safety and Security: Protecting the integrity of our events and the safety of participants.
To Comply with Legal Obligations: As required by applicable laws, regulations, or legal processes.

4. Disclosure of Your Information

We may share your personal information with the following categories of recipients:

League Administrators and Volunteers: To facilitate league operations and event management.
Schools and Affiliated Organizations: To coordinate participation and communicate relevant information.
Third-Party Service Providers: Who assist us with website hosting, payment processing, data analysis, email communication, and other services. These providers are contractually obligated to protect your information.
Publicly: Certain information, such as athlete names, school affiliations, and event results, may be publicly displayed on our website or in event programs. Photographs and videos taken at events may also be shared publicly.
Legal Authorities: If required by law or legal process, we may disclose your information to law enforcement agencies or other governmental bodies.
With Your Consent: We may share your information with other parties if you have given us your explicit consent to do so.

5. Data Security

We take reasonable measures to protect your personal information from unauthorized access, use, disclosure, alteration, or destruction. These measures include:

Implementing physical, electronic, and administrative safeguards.
Using secure server technology and encryption where appropriate.
Limiting access to personal information to authorized personnel only.

However, please be aware that no method of transmission over the internet or method of electronic storage is completely secure. Therefore, while we strive to protect your personal information, we cannot guarantee its absolute security.

6. Data Retention

We will retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

7. Your Rights

Depending on your location and applicable law, you may have certain rights regarding your personal information, including the right to:

Access: Request access to the personal information we hold about you.
Correction: Request that we correct any inaccurate or incomplete personal information.
Deletion: Request the deletion of your personal information, subject to certain exceptions.
Objection: Object to the processing of your personal information for certain purposes, such as direct marketing.
Restriction of Processing: Request that we restrict the processing of your personal information in certain circumstances.
Data Portability: Request to receive a copy of your personal information in a structured, commonly used, and machine-readable format.
Withdraw Consent: If we are processing your personal information based on your consent, you have the right to withdraw your consent at any time.

To exercise any of these rights, please contact us using the contact information provided below. We may require you to verify your identity before responding to your request.

8. Children's Privacy

Our website and services are generally directed towards participants of school-aged children. For participants under the age of 18, we typically collect personal information from their parents or legal guardians. If you are a parent or guardian and believe that your child has provided us with personal information without your consent, please contact us, and we will take steps to delete the information.

9. Links to Other Websites

Our website may contain links to other websites that are not operated by us. We are not responsible for the privacy practices of these third-party websites. We encourage you to review the privacy policies of any website you visit.

10. Updates to this Privacy Policy

We may update this Privacy Policy from time to time. We will notify you of any material changes by posting the updated policy on our website or through other communication channels. The "Last Updated" date at the top of this policy indicates when the latest revisions were made. Your continued use of our services after the posting of an updated Privacy Policy constitutes your acceptance of the changes.

11. Contact Us

If you have any questions or concerns about this Privacy Policy or our privacy practices, please contact us at:

The Arizona Track and Cross Country League, Phoenix, AZ, 85308

jamesduran80@gmail.com

623-313-8760