Privacy & Data Policy
Last updated: August 6, 2026
The Central Massachusetts Youth Football and Cheer Conference ("CMYFCC," "we," "us," or "our") respects the privacy of families, volunteers, coaches, officials, and member associations. This policy explains our data practices for cmyfcc.com, cmyfcc.app, and related CMYFCC-operated forms, portals, and online services (the "Services").
Who uses our Services
The public site serves families and the Central Massachusetts youth-football and cheer community. Protected tools are operated primarily by authorized adults, including association officers, coaches, registrars, conference leaders, and parents or guardians completing an allowed process. The Services are not designed for children to create accounts or submit information on their own.
Information we may collect
- Contact, account, and role information — names, email addresses, phone numbers, association, role, mailing information, sign-in details, and access permissions.
- Association, team, coach, and participant records — team and division details, roster and eligibility information, age or date-of-birth information when needed, certifications, waivers, approvals, and related season records submitted by an authorized adult.
- Documents and uploads — coach credentials, signed forms, roster pages, supporting documents, notes, and photos provided for a conference process.
- Safety and field-condition records — the time of a check, local weather or WBGT information, entered field readings, notes, and optional photos. When a user permits device location for a field check, we may record that location with the safety record. We do not continuously track devices.
- Payments and transactions — amounts, status, and billing records. Stripe processes card payments directly; CMYFCC does not store full card numbers.
- Communications and support — help requests, messages, email-delivery status, and related follow-up.
- Technical information — authentication, browser, device, security, and activity logs needed to operate and protect the Services.
How we use information
- To administer associations, teams, coaches, participants, schedules, events, eligibility, waivers, certifications, and safety processes.
- To review records, preserve an operational audit trail, and meet conference, insurance, governing-body, and legal responsibilities.
- To process payments, provide support, send service-related communications, and respond to safety or operational concerns.
- To authenticate users, assign role-based access, prevent misuse, maintain the Services, and improve reliability.
Youth information
CMYFCC's online accounts and administrative workflows are intended for adults. Information about a youth participant may be submitted and managed by a parent, guardian, or authorized association or conference representative for legitimate league purposes. We do not knowingly ask children under 13 to create accounts or submit personal information directly. If you believe a child submitted information without appropriate adult involvement, contact us so we can review and take appropriate action.
Location and safety readings
Location access is optional and controlled through the user's device or browser. If allowed, it is used to identify nearby conditions and document the place of a requested field-safety check. A user may decline location and use an available association or league-area location instead. Location, weather, and WBGT records are operational safety records; they are not used for advertising or continuous tracking.
How we disclose information
We do not sell personal information or use it for targeted advertising. We may disclose information:
- Within CMYFCC and the relevant member association according to role and operational need.
- To service providers that support hosting, authentication, storage, email, payments, document processing, security, and support, including Google/Firebase, Stripe, and Resend.
- To American Youth Football/Cheer, insurers, event operators, governing bodies, or other league partners when needed for registration, certification, eligibility, coverage, events, or safety.
- When required by law, or when reasonably necessary to protect participants, users, CMYFCC, or others.
Data retention
We keep information only as long as reasonably needed for the purposes described above and for applicable legal, accounting, insurance, safety, and audit obligations. Retention varies by record. Signed documents and approved, rejected, or reviewed records may need to remain preserved with their audit history. A deletion request may therefore result in removal, restriction, or de-identification where appropriate rather than immediate deletion of every record.
Security
We use measures appropriate to the nature of the information, including encrypted connections, managed service providers, authentication, and role-based access. Access should be limited to people with a conference or association need. No online system can be guaranteed completely secure, and users are responsible for protecting their own sign-in credentials.
Your choices and requests
You can deny device-location access in your browser, review information available through your account, and request access, correction, restriction, or deletion by contacting CMYFCC. We may need to verify your identity and authority over the relevant association or participant before acting, and some requests are limited by recordkeeping obligations.
Cookies and third-party links
The Services may use cookies or similar browser storage that are necessary for sign-in, security, preferences, and reliable operation. The public site may link to association, registration, training, payment, or governing-body sites with their own privacy practices; this policy does not control those third-party sites.
Changes to this policy
We may update this policy as our Services or responsibilities change. We will post the current version here and revise the "Last updated" date. A process-specific notice may provide additional detail for that process.
Contact us
Questions or requests about privacy, youth information, or a CMYFCC data record may be sent to info@cmyfcc.com. For a record held by a member association, CMYFCC may coordinate the response with that association.