Scope
This Policy applies to personal information we collect online and in connection with the Services. It does not cover third-party websites or services that we do not control.
Information We Collect
- Account & Contact Data: name, email, phone, organization/club, role, and login credentials.
- Participant & Registration Data: player/coach/manager details submitted for events (e.g., roster info, age group, team, jersey number).
- Payment & Transaction Data: amounts, status, and non-card details related to payments. Card data is handled by our PCI-compliant payment processors; we do not store full card numbers.
- Communications: messages you send us, support requests, email preferences.
- Usage & Device Data: log data, IP address, device/browser type, pages viewed, referring/exit pages, timestamps.
- Cookie & Similar Technologies: see our Cookie Policy for details and controls.
- Optional Event Documents: e.g., team rosters, waivers, and medical release forms uploaded by team managers per event rules.
- Age Verification Documents: birth certificates, passports, or other government-issued identification uploaded by parents, guardians, or team officials to verify a participant’s age eligibility for a specific tournament division. These documents are reviewed solely to confirm eligibility, stored in restricted encrypted storage separate from general account data, and deleted on the schedule described in the Data Retention section.
Sources of Personal Information
- Directly from you or your organization (e.g., during registration or account setup).
- Automatically from your device/browser when you use the Services.
- From event organizers, team managers, or integrated partners at your direction, and from parents, guardians, or team officials who submit age verification documents (birth certificates, passports, government IDs) on behalf of a participant for tournament eligibility purposes.
- Payment processors for transaction confirmations and fraud prevention signals.
How We Use Personal Information
- Provide, operate, and improve the Services (including scheduling, scoring, and event management).
- Process registrations, payments, refunds, and related transactions.
- Authenticate users, maintain security, prevent fraud and misuse.
- Communicate with you about accounts, events, updates, and support.
- Comply with legal obligations and enforce our terms.
- Analyze aggregated usage to improve features and performance.
- Send targeted event invitations and marketing communications based on profile attributes such as location, sport, age group, and graduation year.
- Measure email engagement (e.g., open rates and link clicks) using tracking pixels and redirect links to improve our communications.
Legal Bases (EEA/UK only)
- Contract: to deliver the Services you request.
- Legitimate Interests: to secure and improve the Services, prevent fraud, and support customers, balanced against your rights.
- Consent: for optional features where required (e.g., certain cookies/marketing).
- Legal Obligation: to comply with applicable laws (e.g., tax, accounting, court orders).
How We Share Information
- Service Providers & Subprocessors: hosting, infrastructure, analytics, customer support, email delivery, and payment processors (PCI DSS compliant) who process data on our behalf under contractual safeguards.
- Event Organizers & Team Officials: information necessary to run events you register for or participate in, including Eligibility Verification Reports (outcome data only – no document images) provided to Tournament Directors at event close. When SincSports provides data to tournament directors, clubs, leagues, or other event organizers (“Clients”), that Client receives and controls the information under their own applicable policies. SincSports’ Privacy Policy does not govern how Clients use or retain information once provided to them.
- State Associations & Governing Bodies: state associations and national governing bodies (such as NCYSA or USYS) may receive re-issued Eligibility Verification Reports for a specific event within our retention window to support a post-event inquiry, eligibility dispute, injury investigation, or insurance claim. Such reports contain verification outcome data only – no document images.
- No Raw Document Images Shared Externally: under no circumstances does SincSports share raw age verification document images (birth certificates, passports, government IDs) with tournament directors, governing bodies, insurance carriers, or any other third party. Only the certified Eligibility Verification Report is shared externally.
- Advertising Partners: certain pages on our Services display third-party advertisements served by partners such as Google AdSense. These partners may use cookies and similar technologies to collect device identifiers and browsing data for ad delivery, measurement, and frequency capping. You can opt out of these cookies via our Cookie Policy consent controls or by enabling Global Privacy Control (GPC) in your browser.
- Legal & Safety: to comply with law, protect rights, safety, and integrity of the Services, or in connection with a merger or acquisition.
We do not sell personal information. Some pages display third-party ads that may use cookies for ad delivery and measurement. You can opt out of these cookies at any time via our consent tools or GPC.
Artificial Intelligence
We do not use, sell, or otherwise disclose your personal information – including personal information about minor athletes – to develop, train, or fine-tune large language models, generative artificial intelligence systems, or other machine-learning models for purposes unrelated to operating the Services.
Cookies & Similar Technologies
We use strictly necessary cookies to operate the Services. With your consent, we also use optional analytics cookies (Google Analytics) and advertising cookies (Google AdSense) to understand usage and support the Services.
A cookie consent banner is displayed on your first visit. You can change your preferences at any time via our Cookie Policy.
We also use Azure Application Insights for server-side performance monitoring, which processes IP addresses and request data to diagnose errors and maintain service reliability.
Certain pages use Google reCAPTCHA to prevent automated abuse, which may analyze browser behavior and device data. These technologies operate under our legitimate interest in maintaining a secure, functional service.
Data Retention
We retain personal information for as long as needed to provide the Services, comply with legal obligations, resolve disputes, and enforce agreements. Below are our general retention periods:
- Account data: retained while your account is active. After deletion request, removed within 30 days except as required by law.
- Event registration and application data: up to 38 months after the event for reporting and historical records.
- Event documents (waivers, medical releases): retained only for the duration reasonably necessary for event administration and compliance, then deleted per our retention schedule.
- Age Verification Documents – Source Documents (birth certificates, passports, government IDs): the uploaded document image is retained through the duration of the event plus a 60-day post-event eligibility dispute window, then automatically and permanently deleted. This window may be extended if an active injury, insurance claim, or legal hold requires continued retention.
- Age Verification Documents – Verification Records: a separate record of the eligibility outcome (result, division, date, verifying method – no document image) is retained for the current season plus one prior season. This window is extended until full resolution if an active injury investigation or insurance claim is ongoing.
- System messages and logs: approximately 9 months.
- Marketing email logs: 1 to 2 years.
- Graduated athlete communication data: cleaned up 2 years after graduation year.
- Payment and transaction records: up to 7 years for tax and accounting compliance.
- Analytics data: retained per Google Analytics defaults (up to 26 months).
Detailed operational procedures governing the age verification retention periods above – including exception criteria, injury/insurance hold mechanics, Eligibility Verification Report format, and governing body access workflow – are maintained in SincSports’ internal Age Verification Data Retention Policy. Any change to that internal policy affecting the retention periods, data types, or recipient categories disclosed above requires a corresponding update to this public policy before the operational change takes effect.
Security
We implement administrative, technical, and physical safeguards designed to protect personal information, including encryption in transit, restricted access, and monitoring. No method of transmission or storage is 100% secure.
Children’s Privacy
We support youth sports and may process limited information about players under 18 provided by parents/guardians or authorized team officials for event participation.
Children Under 13 (COPPA): We do not knowingly collect personal information directly from children under 13 without verifiable parental consent.
During athlete account registration, we verify the user’s age via date of birth. If the user is under 13, we require confirmation of a parent or guardian’s email address before the account can be created.
Parents or guardians may:
- Review the personal information we have collected from their child by contacting [email protected].
- Request deletion of their child’s personal information.
- Refuse to permit further collection or use of their child’s information.
- Request deletion of any age verification documents (birth certificates, passports, government IDs) uploaded for their child’s tournament eligibility verification, except where an active eligibility dispute, injury investigation, insurance claim, or legal obligation requires temporary continued retention.
Tournament Age Verification: Separately from account registration, and applicable to minor athletes of all ages (not only those under 13), we may require a parent, guardian, or team official to upload a birth certificate, passport, or other government-issued ID to verify a child’s age eligibility for a specific tournament age bracket.
These documents are reviewed solely to confirm division eligibility, stored in restricted encrypted storage separate from general account data, and deleted on the schedule described in the Data Retention section above. No document images are shared externally.
At event close we generate an Eligibility Verification Report – a certified attestation of outcomes containing no document images – which is provided to the Tournament Director and may be re-issued to state associations or governing bodies (e.g., NCYSA, USYS) within our retention window to support post-event inquiries, eligibility disputes, or insurance claims.
If you believe a child under 13 has provided personal information to us without appropriate parental consent, please contact us immediately and we will take steps to delete that information.
International Data Transfers
When transferring personal data internationally, we use appropriate safeguards (e.g., Standard Contractual Clauses where applicable).
Your Privacy Rights
Depending on your location, you may have rights to access, correct, delete, or receive a copy of your personal information, and to object to or restrict certain processing. You can:
We may need to verify your identity before fulfilling a request.
Marketing Choices
You can manage email preferences via unsubscribe links in emails, through your email preference center (accessible from unsubscribe links), or by contacting us.
Necessary service emails (e.g., transactional or account notices) may still be sent.
Email Tracking
Our emails may contain small transparent images (tracking pixels) and tracked links that help us measure whether emails are opened and which links are clicked.
This information is used to improve our communications and is not shared with third parties. You can prevent open tracking by disabling remote image loading in your email client.
California Privacy Rights (CCPA/CPRA)
If you are a California resident, this section applies in addition to the rest of this Policy.
Categories We Collect
Your CCPA/CPRA Rights
- Right to Know/Access the categories and specific pieces of personal information we collected about you.
- Right to Delete personal information, subject to legal exceptions.
- Right to Correct inaccurate personal information.
- Right to Opt Out of Sale/Sharing – We do not sell personal information. Some pages display third-party ads that may constitute “sharing” under the CPRA. You can opt out of ad-related cookies via our Cookie Policy consent tools or by enabling Global Privacy Control (GPC) in your browser. We do not knowingly sell or share personal information of minors under 16.
- Right to Limit Use of Sensitive Personal Information – we use SPI only for permitted, limited purposes (e.g., event safety, age verification) and do not use it to infer characteristics.
- Right to Non-Discrimination for exercising your rights.
Submitting Requests
California residents can exercise rights by emailing us at [email protected] or writing to the address below. We will verify your request
(e.g., by confirming control of your account/email). You may use an authorized agent; we may request proof of authorization and verification of your identity.
Data Retention (California)
We retain personal information only as long as reasonably necessary for the purposes disclosed, consistent with the factors in Cal. Civ. Code §1798.100(a)(3).
Do Not Track & Global Privacy Control
We honor the Global Privacy Control (GPC) signal. When your browser sends a GPC signal, we automatically opt you out of optional analytics and advertising cookies.
We do not currently respond to older “Do Not Track” (DNT) browser signals. You can control certain tracking via our Cookie Policy.
Colorado Privacy Act (CPA)
If you are a Colorado resident, the Colorado Privacy Act provides you with the following rights:
- Right to Access your personal data.
- Right to Correct inaccuracies in your personal data.
- Right to Delete your personal data.
- Right to Data Portability – obtain a copy of your data in a portable format.
- Right to Opt Out of targeted advertising, the sale of personal data, or profiling in furtherance of decisions that produce legal or similarly significant effects.
To exercise these rights, contact us at [email protected] or use our Account Deletion page. We honor the Global Privacy Control (GPC) signal as a universal opt-out mechanism as required by Colorado law.
Additional U.S. State Privacy Rights
Residents of states with comprehensive privacy laws (including Connecticut, Virginia, Oregon, Texas, Montana, and others) may have similar rights to access, correct, delete, and opt out.
To exercise your rights under any applicable state privacy law, contact us at [email protected]. We will respond within the timeframe required by your state’s law.
Connecticut Residents – Sensitive Data (CTDPA, effective July 1, 2026): Connecticut law treats certain personal information as sensitive data requiring your consent to process, including Social Security numbers, driver’s license numbers, state identification card numbers, and passport numbers.
To the extent SincSports collects any such information from Connecticut residents – including passport numbers or government-issued ID documents submitted for tournament age verification – we collect and process such data only with your consent, only as reasonably necessary for the specific disclosed purpose, and we do not sell such data.
You have the right to opt out of the processing of sensitive data and to appeal our decisions regarding privacy rights requests within 60 days of our response.
Automated Decision-Making & Profiling
We may use automated processes to rank teams and athletes based on game results, scores, and performance data (e.g., ELO ratings, power rankings).
These rankings are used for seeding, scheduling, and informational display purposes. We do not use fully automated decision-making that produces legal or similarly significant effects on individuals without human involvement.
Marketing communications may be targeted based on profile attributes (sport, location, age group, graduation year), which may constitute “profiling” under certain privacy laws. You can opt out of targeted marketing via the unsubscribe links in our emails or by contacting us.
User-Submitted Media
From time to time, tournament directors, team managers, coaches, parents, or other users may submit or upload photographs, videos, or other media (“User Media”) through the SincSports platform, including team photos, event photos, and player action photos.
Public Display: Certain User Media – such as team photos associated with event registrations or public-facing event pages – may be displayed on publicly accessible areas of the SincSports platform. By uploading or submitting User Media, the uploader represents and warrants that they have obtained all necessary consents from individuals depicted, including verifiable parental or guardian consent for any minors appearing in the media.
Removal Requests: Parents or guardians who wish to have a minor’s image removed from User Media displayed on the SincSports platform may contact us at [email protected]. We will process removal requests within a reasonable timeframe.
Marketing Use: SincSports will not use User Media in external marketing, promotional, or advertising materials without separate written consent from the submitter. Uploading media to the platform does not constitute consent to marketing use.
Changes to This Policy
We may update this Policy from time to time. We will post the updated version and revise the “Last updated” date above. Material changes may be communicated through the Services or via email.
Contact Us
Questions or requests regarding this Policy can be sent to: