Rock Hill Volleyball Club ("we", "us") operates rockhillvolleyballclub.com and collects information through our tournament registration form. This policy explains what we collect, how we use it, and your choices.
What we collect
Through our registration form, we collect:
- Team captain's first name, last name, phone number, and email address
- Team name
- Names of additional players you choose to list
- Welcome party attendance and meal preferences (when provided)
- Payment information you share with us via Zelle, Venmo, or other methods (we do not store payment account numbers)
How we use it
We use your information solely to organize and run the tournament. Specifically:
- To contact your team about registration, schedules, brackets, results, and event logistics
- To track tournament fee payments
- To plan event logistics like catering counts and welcome party headcount
- To coordinate with our vendors who support the event
- To support our tournament sponsors, whose financial backing makes the event possible
Who we share it with
We share your information with two types of partners, both of whom support the tournament:
- Vendor partners — service providers we work with to run the event, such as the venue, catering provider, and other event support services. They receive only what they need to do their job (for example, headcounts for catering, rosters for venue check-in).
- Sponsors — businesses and organizations whose financial support makes the tournament possible. Without our sponsors, we would not be able to hold the event. We may share your contact information (name, team, email) with sponsors so they can reach out with relevant offers, follow up after the event, or recognize participating teams. Sponsor outreach is typically limited and related to the volleyball / sports community.
We do not sell your information. We do not share it with third parties unrelated to running or sponsoring the tournament.
If you'd prefer not to have your information shared with sponsors, email us at rockhill.rhva@gmail.com and we'll honor that request.
How we store it
Your information is stored in Airtable (our database provider) and transmitted via Cloudflare (our hosting and security provider). Both are reputable services with their own security practices.
How long we keep it
We retain registration information through the end of the tournament season for which you registered, plus a reasonable period afterward for record-keeping (typically up to 12 months). After that, we delete or anonymize the data unless we need it for legal or accounting purposes.
Your choices
You can:
- Ask us to delete your information at any time before, during, or after the tournament
- Ask us what information we have about you
- Ask us to correct inaccurate information
- Ask us not to share your information with sponsors
To make any of these requests, email us at rockhill.rhva@gmail.com.
Cookies and tracking
Our website uses essential cookies to keep our admin area secure and to protect the site against bots and abuse (these are set by our hosting provider, Cloudflare). We do not use cookies for advertising, marketing, or cross-site tracking. We do not currently use analytics tools.
Children's privacy
If players on your roster are under 18, the team captain is responsible for confirming they have permission from a parent or guardian to register. We do not knowingly collect information directly from anyone under 13.
Changes to this policy
If we update this policy, we'll post the new version here with a revised "Last updated" date.
Contact
Questions about this policy? Email rockhill.rhva@gmail.com.
← Back to registration