Privacy

What we hold

• Your account. Name, email, phone, date of birth, and a password we store only as a one-way hash — we cannot read it, and neither can anyone who reaches the database.
• Players in your household. Parents register children from their own account, so a child has a name, a date of birth and a team, and is reachable through their parent rather than needing an account of their own.
• Registrations. Which division and team, what was charged, what has been paid, and any kit sizes.
• Emergency contact. A name, a phone number and a relationship, asked at sign-up and used only if somebody is hurt at a game.
• The waiver you signed. Your typed name, the time, and the IP address it came from — which is what makes an electronic signature stand up under the federal ESIGN Act. The wording you agreed to is kept with it, so the record always shows the version you actually saw.
• Attendance. Who checked in at which game, so a roster can be counted at the gate.

Proof of age

Youth divisions have age limits, so we sometimes have to see a birth certificate. It is handled to be seen once and then gone: a guardian uploads it, a member of staff opens it and confirms the date of birth, and the file is deleted on a fixed deadline set when it was uploaded. What remains afterwards is that somebody checked, when, and who — not the document.

Money

Fees are taken by Square, on Square’s own checkout. Card numbers are entered there and never reach this site — we hold what was charged, what was paid and when, and nothing that could be used to charge a card. Payments taken in person by cash, Zelle or card are recorded here as an amount and a method.

Who else sees it

• League staff and referees — only what the job needs. Gate staff see who is checked in and whether a balance is owed; referees see the fixture and the rosters.
• Your team captain sees the names on their own roster.
• Square, for payments, and Brevo, which delivers the emails the site sends. Both see only what they need to do that.
• Vercel and Neon, who host the site and its database.

Nobody else. There is no advertising here and no analytics, so nothing about your visit goes anywhere at all. See the cookie page for every cookie the site sets, what each does, and how to remove them.

Children

Children under 13 do not have accounts on this site. A parent or guardian registers them, signs their waiver, and is the person we contact. A child’s record exists so they can be put on a team and looked after at a game.

Emails

We send what a season needs — a registration receipt, a game moved, a balance outstanding, the league newsletter. Every newsletter has an unsubscribe link, and unsubscribing does not stop the emails about your own registration, which you need.

Seeing it, changing it, deleting it

Most of it is on your account page and yours to edit. For anything else — a copy of what we hold, a correction, or having a record removed — email cowtownsoccer@gmail.com or call 817-366-0793, and say which player it is about. Some things have to be kept even after a request: a signed waiver and the payment record behind a fee are how the league can show what was agreed and what was charged.

Changes

If this changes in a way that matters, we will say so on the site rather than quietly editing the page.