Privacy Policy

BVSR Privacy Policy

Effective Date: November 4, 2026

Brandywine Valley Sports & Recreation (BVSR) respects your privacy and is committed to protecting the personal information of the families, participants, and visitors who interact with our organization.

This Privacy Policy explains what information we collect, how we use and protect it, and the circumstances under which it may be shared when you visit our website, register for a program, or communicate with BVSR.

1. Information We Collect

We may collect personal information when you visit our website, contact us, register for a program, or participate in BVSR activities.

Depending on how you interact with us, the information collected may include:

• Parent or guardian names, email addresses, phone numbers, and mailing addresses.
• Participant names, ages, dates of birth, and grade levels.
• Emergency contact information.
• Medical, allergy, or other relevant health information voluntarily provided for participant safety.
• Program registration, attendance, and participation information.
• Payment and transaction information.
• Other information voluntarily provided through forms, emails, or other communications.

We only seek to collect information reasonably necessary to administer our programs, communicate with families, and provide a safe and positive experience for participants.

2. Children's Privacy

BVSR offers youth sports and recreational programs and recognizes the importance of protecting children's personal information.

Registration and the submission of participant information should be completed by a parent or legal guardian. We do not knowingly encourage children under the age of 13 to independently create accounts or submit personal information through our website.

Information about minors may be collected from parents or legal guardians for purposes including:

• Program registration and participation.
• Emergency contacts and participant safety.
• Communication regarding schedules, activities, and program updates.
• Program administration and coordination.

BVSR does not sell children's personal information or use it for targeted advertising.

Parents and legal guardians may contact BVSR to request access to, correction of, or deletion of their child's personal information, subject to applicable legal, administrative, and recordkeeping requirements.

3. How We Use Information

Information collected by BVSR may be used to:

• Process and manage program registrations.
• Communicate with parents, guardians, and participants.
• Provide program updates, schedule changes, and important announcements.
• Coordinate coaches, instructors, staff, and volunteers.
• Maintain emergency contact and safety information.
• Process payments and manage financial transactions.
• Improve our programs, services, and website.
• Meet applicable legal, regulatory, and administrative obligations.

BVSR will not use personal information for purposes unrelated to our organizational activities without appropriate notice or permission where required.

4. Sharing of Information

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

We may share information when reasonably necessary to operate our programs and organization, including with:

• Registration and management platforms used to administer programs.
• Payment processing providers to complete transactions.
• Coaches, instructors, program directors, and authorized staff when information is needed to coordinate activities or ensure participant safety.
• Facilities, partner organizations, or service providers when necessary to administer a program.
• Government agencies or other parties when required by law.

Third-party service providers are responsible for their own privacy and security practices. We encourage families to review the privacy policies of any third-party platforms used for registration or other services.

5. Payments and Registration Platforms

BVSR may use third-party platforms, including TeamSnap, to manage program registrations, participant information, communications, and payments.

When you register for a BVSR program through an outside platform, the information you provide may be collected and processed according to that platform's own privacy policy and terms of service.

BVSR does not intentionally store complete credit or debit card numbers on its website. Payment information is handled through the applicable payment processing provider.

6. Cookies and Website Analytics

Our website or its hosting and service providers may use cookies and similar technologies to improve website functionality, understand website traffic, and enhance the visitor experience.

These technologies may collect information such as browser type, device information, pages visited, and general website usage patterns.

You may be able to manage or disable cookies through your browser settings. Disabling cookies may affect certain website features.

7. Photographs and Media

BVSR may photograph or record participants during programs and activities for organizational purposes, including program documentation, community outreach, and promotional materials.

Photographs or recordings may be used on the BVSR website, social media accounts, newsletters, or other organizational communications, subject to applicable consent and media release procedures.

Parents and legal guardians should contact BVSR with questions or concerns regarding the use of photographs or recordings of their children.

8. Data Security and Retention

BVSR takes reasonable steps to protect personal information from unauthorized access, disclosure, alteration, or misuse.

Access to participant and family information is limited to individuals who need the information to perform their organizational responsibilities.

Personal information is retained only as long as reasonably necessary for program administration, organizational operations, legal obligations, and legitimate recordkeeping purposes.

Although we take reasonable precautions to protect information, no method of electronic storage or transmission is completely secure. BVSR cannot guarantee absolute security.

9. Third-Party Websites and Links

Our website may contain links to third-party websites, organizations, registration platforms, or service providers.

BVSR is not responsible for the privacy practices, content, or security of external websites. Once you leave the BVSR website, your interaction is subject to the privacy policies and terms of those third parties.

10. Your Privacy Choices

Parents, legal guardians, and website visitors may contact BVSR to:

• Request information about personal information maintained by BVSR.
• Request corrections to inaccurate information.
• Request deletion of personal information, subject to applicable legal and recordkeeping requirements.
• Ask questions about how personal information is collected, used, or shared.
• Request to stop receiving nonessential organizational communications.

Please note that certain information may need to be retained for administrative, financial, safety, or legal purposes.

11. Changes to This Privacy Policy

BVSR may update this Privacy Policy periodically to reflect changes in our practices, website functionality, or applicable requirements.

Any updates will be posted on this page with a revised effective date. We encourage visitors and families to review this policy periodically.

12. Contact Us

If you have questions or concerns about this Privacy Policy or how BVSR handles personal information, please contact us:

Email: brandywinevalleyrecreation@gmail.com