Privacy Policy

Privacy Policy for Traverse City Youth Lacrosse Club

Effective Date: February 23, 2026

Last Updated: February 23, 2026

Introduction

Traverse City Youth Lacrosse Club ("TCYLC," "we," "us," or "our") operates the website https://tcylc.org/ (the "Site"). This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our Site and register for our programs. Please read this Privacy Policy carefully. If you do not agree with the terms of this Privacy Policy, please do not access the Site.

We reserve the right to make changes to this Privacy Policy at any time and for any reason. We will alert you about any changes by updating the "Last Updated" date of this Privacy Policy. You are encouraged to periodically review this Privacy Policy to stay informed of updates.

Information We Collect

Personal Information You Provide

We collect personal information that you voluntarily provide to us when you register for lacrosse programs, apply for board positions or committee membership, make donations, or otherwise contact us. The personal information we collect may include:

• Parent/guardian name, email address, phone number, and mailing address

• Participant (child) name, date of birth, grade level, and gender

• Emergency contact information

• USA Lacrosse membership number

• Payment information (processed through third-party payment processors)

• Medical information relevant to participation (allergies, conditions, medications)

• Volunteer and board application information

• Photographs and videos taken during TCYLC events and activities

• Any other information you choose to provide in forms or communications

Automatically Collected Information

When you visit our Site, certain information about your device and usage is automatically collected, including:

• IP address and browser type

• Operating system and device information

• Pages visited, time spent on pages, and links clicked

• Referring website addresses

• Cookie data and similar tracking technologies

This information is collected through cookies and similar technologies to analyze website traffic and optimize user experience, as noted in our cookie notice.

How We Use Your Information

We use the information we collect for the following purposes:

• Program Administration: To process registrations, manage rosters, communicate practice and tournament schedules, and administer our lacrosse programs

• Payment Processing: To process registration fees, tournament payments, uniform purchases, and donations

• Safety and Emergency Response: To contact emergency contacts and address medical needs during program activities

• Communication: To send program updates, schedule changes, organizational announcements, and respond to inquiries

• Financial Assistance: To confidentially process and evaluate requests for financial assistance

• Volunteer Management: To process applications for board positions and committee membership

• Marketing and Promotion: To promote TCYLC programs through photographs, videos, and success stories on our website, social media, and promotional materials

• Compliance: To maintain records required by USA Lacrosse, insurance providers, and applicable laws

• Website Improvement: To analyze site usage and improve user experience

• Tax Documentation: To provide donation acknowledgments for tax-deductible contributions

Legal Basis for Processing (If Applicable)

If you are located in the European Economic Area (EEA) or United Kingdom, our legal basis for collecting and using personal information depends on the specific information and context:

• Contract Performance: Processing necessary to fulfill registration and participation in our programs

• Legitimate Interests: Promoting our organization, improving our services, and ensuring participant safety

• Consent: Where you have provided explicit consent (e.g., photo/video releases, marketing communications)

• Legal Obligations: Compliance with tax laws, insurance requirements, and youth protection regulations

Information Sharing and Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share your information in the following circumstances:

With Service Providers

We share information with third-party service providers who perform services on our behalf, including:

• Payment processors (for registration fees and donations)

• Website hosting and maintenance providers

• Email communication platforms

• USA Lacrosse (for membership verification and insurance purposes)

• Background check providers (for coaches and volunteers, as required)

These service providers are contractually obligated to use your information only as necessary to provide services to us and to protect your information.

For Legal Purposes

We may disclose your information if required to do so by law or in response to valid requests by public authorities, including to:

• Comply with legal obligations, court orders, or subpoenas

• Protect and defend our rights or property

• Prevent or investigate possible wrongdoing

• Protect the safety of participants, staff, or the public

• Protect against legal liability

With Tournament and Event Partners

We may share participant information (names, age groups, team rosters) with tournament organizers, host facilities, and opposing teams as necessary for participation in lacrosse events.

With Parent/Guardian Consent

We may share information with your explicit consent for specific purposes, such as including participant achievements in promotional materials or sharing contact information for carpool coordination.

Photo and Video Usage

TCYLC regularly takes photographs and videos during practices, games, tournaments, and events for promotional and educational purposes. These materials may be used:

• On our website and social media platforms

• In fundraising and marketing materials

• In news releases and media coverage

• For coaching and player development purposes

If you do not wish for your child to be photographed or filmed, or for such materials to be used publicly, please notify us in writing at the time of registration. We will make reasonable efforts to honor such requests, though we cannot guarantee that your child will not appear in group photos or background shots.

Data Security

We implement appropriate technical and organizational security measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure Socket Layer (SSL) encryption for data transmission

• Restricted access to personal information to authorized personnel only

• Regular security assessments and updates

• Secure storage of physical records containing personal information

However, no method of transmission over the Internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

Data Retention

We 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. Specifically:

• Active participant records are maintained throughout enrollment and for three years following program completion

• Financial records (including donation acknowledgments) are retained for seven years for tax and accounting purposes

• Medical and emergency contact information is retained during active participation only

• Marketing materials (photos/videos) may be retained indefinitely unless removal is requested

Your Privacy Rights

Depending on your location, you may have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you

• Correction: Request correction of inaccurate or incomplete information

• Deletion: Request deletion of your personal information (subject to legal retention requirements)

• Objection: Object to processing of your information for certain purposes

• Restriction: Request restriction of processing under certain circumstances

• Data Portability: Request transfer of your information to another organization

• Withdraw Consent: Withdraw consent for processing where consent was the legal basis

To exercise these rights, please contact us using the information provided in the "Contact Us" section below. We will respond to your request within 30 days.

Children's Privacy

TCYLC programs serve children in grades K-8. We collect personal information about children only with verifiable parental consent through the registration process. Parents and guardians have the right to:

• Review their child's personal information

• Request correction or deletion of their child's information

• Refuse further collection or use of their child's information

We comply with the Children's Online Privacy Protection Act (COPPA) and do not knowingly collect personal information directly from children under 13 through our website without parental consent.

Cookies and Tracking Technologies

Our Site uses cookies and similar tracking technologies to analyze website traffic and optimize user experience. By accepting our use of cookies, your data will be aggregated with all other user data for analytical purposes only.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of the Site may become inaccessible or not function properly.

Third-Party Links

Our Site may contain links to third-party websites, including USA Lacrosse, payment processors, and tournament organizers. We are not responsible for the privacy practices or content of these external sites. We encourage you to read the privacy policies of any third-party sites you visit.

Email Communications

If you provide your email address, you will receive communications regarding:

• Registration confirmations and payment receipts

• Practice and tournament schedules

• Important program updates and announcements

• Fundraising and volunteer opportunities

You may opt out of non-essential communications by contacting us directly. However, you cannot opt out of essential administrative communications related to your registration and participation.

California Privacy Rights

If you are a California resident, you have additional rights under the California Consumer Privacy Act (CCPA):

• Right to know what personal information is collected, used, shared, or sold

• Right to delete personal information (subject to exceptions)

• Right to opt-out of the sale of personal information (Note: TCYLC does not sell personal information)

• Right to non-discrimination for exercising CCPA rights

To exercise these rights, please contact us using the information below.

International Data Transfers

TCYLC is based in Michigan, United States. If you are accessing our Site from outside the United States, please be aware that your information will be transferred to, stored, and processed in the United States. By using our Site and providing your information, you consent to such transfer.

Changes to This Privacy Policy

We reserve the right to update this Privacy Policy at any time. When we make changes, we will update the "Last Updated" date at the top of this policy. Material changes will be communicated through prominent notice on our Site or via email to registered participants. Your continued use of the Site after changes are posted constitutes acceptance of the updated Privacy Policy.

Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or our privacy practices, please contact us:

Traverse City Youth Lacrosse Club

Email: info@tcylc.org

Mailing Address: 10850 E. Traverse Hwy, Suite 4400, Traverse City MI 49684

Phone: 231.427.4600

For privacy-related requests (access, correction, deletion), please provide:

• Your full name and relationship to participant (if applicable)

• Participant name and registration details

• Specific nature of your request

• Preferred contact method for response

We will respond to all legitimate requests within 30 days.

Acknowledgment

By using the TCYLC website and registering for our programs, you acknowledge that you have read, understood, and agree to be bound by this Privacy Policy.