304 Havoc Softball (“304 Havoc,” “we,” “us”) is a 509(a)(2) public charity operating a youth travel-softball program in West Virginia. This policy describes the personal information we collect, how we use it, and who we share it with.
Information we collect
We collect information directly from parents, players, coaches, and board members through registration forms, account signups, and ongoing communications. Specifically:
- Player information: name, birthdate, address, phone, email, school, grade, height, weight, jersey number, position, allergies, uniform sizes, photo (when provided).
- Parent / guardian information: name, phone, email, emergency-contact details.
- Account information: for users with portal accounts (admins, coaches, parents, players) — email, name, hashed password, role, login session metadata.
- Paperwork:documents such as birth certificates, signed contracts, medical authorizations, and similar forms uploaded to the player’s checklist.
- Donation records: when you donate, our payment processors (Venmo and Zeffy) collect transaction details. We receive only what those processors share with us (donor name, amount, date) — not your card or bank details.
How we use this information
- Operate the team — rosters, schedules, paperwork tracking, uniform ordering.
- Communicate with families — registration, tryout details, schedule changes, weather cancellations, team announcements.
- Verify tournament eligibility (USA Softball age cutoffs).
- Manage donations and issue tax receipts where applicable.
- Maintain the integrity and security of our portal accounts.
How we share information
We do not sell your information, share it with third parties for marketing purposes, or use it for advertising. We share data only with the service providers that operate the site, and only as needed for them to perform that service:
- Cloudflare— serves the site and routes traffic.
- Resend— sends transactional email (invitations, password resets, notifications).
- Twilio— sends transactional SMS (registration links, team notifications) when a phone number is provided.
- Zeffy— processes credit-card, Apple/Google Pay, and ACH donations.
- Venmo— processes Venmo donations.
- GameChanger— receives team-roster information you choose to publish there for game scheduling and live scoring.
- USA Softball of West Virginia— receives player rosters and birthdates for tournament eligibility, as required by our sanctioning body.
- Google Workspace / Sheets— when admins export a roster or uniform list, the data is written to a spreadsheet in our Google Drive.
We may also disclose information when required by law or to protect the safety of our players, families, or staff.
Children’s privacy
Players in our program may be under 13. We collect a child’s information only with the consent of their parent or legal guardian, who provides it on their child’s behalf via the registration form. Parents can review, update, or request deletion of their child’s information at any time by contacting us at the email below.
Data retention
We retain player and parent information for as long as the player is rostered with the organization plus a reasonable period afterward (generally up to 3 years) for record-keeping. Account login history is retained for 90 days. Donation records are retained for 7 years to comply with nonprofit accounting standards. You can request earlier deletion of your information at any time, subject to legitimate record-keeping obligations.
Security
The site runs on a private server behind Cloudflare. Passwords are stored as one-way hashes; we never see them in plain text. Paperwork uploads are stored on disk with restricted access and served only to authenticated, authorized users. We follow industry-standard practices but no system is perfectly secure.
Your rights
You can request to see, correct, or delete the information we have about you or your child by emailing [email protected]. You can also opt out of text messages at any time by replying STOP to any message we send.
Changes to this policy
We’ll update this page if our practices change. The “Last updated” date at the top reflects the most recent revision.
Contact
304 Havoc Softball
[email protected]
Related: Terms & Conditions