Privacy Policy

Hill Country Cricket Association (\"HCCA\", \"we\", \"us\", or \"our\") is a 501(c)(3) non-profit organization committed to protecting the privacy and security of our members, participants, and website visitors. This Privacy Policy explains how we collect, use, store, and protect information when you interact with hccacricket.org, register for membership, or participate in our programs.

1. Information We Collect

We collect information that you voluntarily provide, and a small amount of technical information when you use our site:

• Membership and program registration (Google Forms): Name, contact details, membership type, consent acknowledgments, and (for youth) parent/guardian information and relevant medical/safety details.
• Contact form (Formspree): Name, email, subject, and your message so we can respond.
• Youth program data: With parent/guardian consent, we may record skill assessments, attendance, and tournament participation for coaching and safety purposes.
• Technical information: Basic information such as IP address and browser type may be logged by our hosting provider for security and reliability.

2. How We Use Your Information

We use your information to:

• Process memberships and manage program registration and rosters.
• Communicate program updates, schedules, and important notices.
• Support safety and emergency response (for example, using emergency contact and health information you provide).
• Administer payments, scholarships, and donation acknowledgements.
• Improve our programs and services based on participation and feedback.

3. How We Store and Protect Your Data

Membership, consent, and related information submitted through Google Forms is stored in our Google Workspace (hccacricket.org domain). Access is restricted to the HCCA Board of Directors (BOD) and a small number of authorized volunteers who need the information to run programs. We do not sell or share your personal information with third parties for marketing purposes.

We use secure connections (HTTPS), password-protected systems, and limited-access controls. While we strive to protect your information, no electronic transmission or storage can be guaranteed 100% secure.

4. Third-Party Services

CricClubs: We use CricClubs as a separate, subscribed service for league management, scores, statistics, and live broadcasting. CricClubs is operated by a third party with its own privacy practices. If you create a CricClubs account or appear in CricClubs scorecards, your information is handled under the CricClubs privacy policy.

Formspree: Our website contact form uses Formspree to deliver messages to our email. We use this information only to respond to your inquiries and do not add you to mailing lists without your consent.

5. Cookies and Tracking

Our main website is a static site and we do not run advertising or analytics trackers (such as Google Analytics) on our own pages. However, third-party services that you choose to use from our site (for example, Google Forms, CricClubs, YouTube, Facebook, or other social media links) may place their own cookies or tracking technologies. We encourage you to review their privacy policies for details.

6. Youth Privacy

We collect information about youth participants only with parent/guardian consent and only what is reasonably necessary for program participation and safety. Parents/guardians may request access to, correction of, or deletion of their child’s information, subject to legal and safety requirements.

7. Your Rights

You may request that we:

• Provide a copy of the personal information we hold about you (or your child, if you are a parent/guardian).
• Correct inaccurate or incomplete information.
• Delete information when it is no longer required for legal, safety, or operational reasons.
• Limit non-essential communications (such as general announcements or newsletters).

To exercise these rights, contact us at contact@hccacricket.org or hcca_bod@googlegroups.com.

8. Data Retention

We keep personal data only as long as needed for program, financial, and legal purposes (for example, to satisfy tax requirements or handle any disputes). See our Data Retention Policy for more detail on typical timeframes.

9. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal obligations. The “Last updated” date at the top of this page shows when it was last revised. Continued use of our services after updates constitutes acceptance of the revised policy.

10. Contact Us

If you have questions about this Privacy Policy or our data practices, please contact:

Email: contact@hccacricket.org
Board: hcca_bod@googlegroups.com