How St. Antoninus Athletic Club uses your family’s information

We collect what we need to run the club’s programs and keep children safe, we show it only to the people who need it, and we never sell it or use it for advertising.

What we keep

Parents and guardians: name, email and phone, so you can sign in and we can reach you.
Children: name, grade (or birthday), school, boys or girls, uniform size, and any medical notes or allergies you give us.
Emergency contacts you add, and your address if you give it.
Registrations and forms: which programs and teams, and each required form you signed (the name you typed and when).
Money: what you were charged and what you paid. Card payments are handled by Stripe; the club never sees or stores your card number.
Volunteer shifts you sign up for (name, email, phone), your family’s hours, and any hours buyout.
Golf outing registrations: the names, emails and phone numbers of your group, and shirt sizes and dietary needs if you give them.
Sponsors: the sponsor’s name and a contact’s name, email and phone.
Tournament shirt orders: name, email and size.
Alerts you ask for (field status, club news, a team), by email, and by text only if you turn texts on and confirm your number with a code.
The registrar’s notes about a family, and whether you asked about financial assistance and what was taken off. Families don’t see these notes.
When you sign in (and, if you sign in with Google, the link to your Google account, never your Google password), and when anyone opens a child’s medical notes (so we can check who looked).
If you set a password: only a scrambled form of it that can’t be turned back into the password, a note in your browser that it signed in with it before, and for a day, a record of wrong tries with a scrambled form of the network address they came from (so guessing can be stopped). Nobody at the club can see your password.

Who can see it

You see your own family, and only yours. A second parent sees the family only after accepting an invitation.
The registrar and the board see every family, including medical notes, to run registration.
Your child’s head coach sees the team roster with parents, emergency contacts and medical notes, so they can act in an emergency. Other coaches and sport coordinators see rosters without medical notes.
The equipment coordinator sees players’ names, teams and uniform sizes, and who has which uniform.
The volunteer coordinator and event leads see the sign-ups for what they run (volunteers’ names, emails and phones), golf registrations, sponsor contacts.
Nothing about a child is public. Public pages (the calendar, field status, tournament schedules) show team names, never children’s names.
Other clubs that use this same app can’t see St. Antoninus Athletic Club’s families.

Services we use

Emails go out through Resend and texts through Twilio. Card payments go through Stripe. Signing in with Google is optional. Each gets only what it needs to deliver that one message or payment. Reply STOP to any text and the texts stop. There are no ads and no tracking scripts in the app.

How long we keep it

We keep your family’s information while you’re part of the club, so registration is quicker next season and records like signed forms are there if they’re needed. Money records are kept for the club’s books. The app makes a backup every night and keeps the last 14; a few extra backups made when the app is updated are kept 30 days. So anything removed is gone from every backup within 30 days.

Your choices

See and correct your family’s details any time on your family page.
Stop alerts with the link at the bottom of any alert, or on the alerts page.
Ask us to remove your information. The registrar or the board erases your family’s names, contact details, medical notes, accounts, and the emails and texts sent to you. We keep the money records the club’s books need, with your names taken out. Messages other people wrote that mention your family aren’t changed. Golf outing registrations and tournament shirt orders are kept with that event’s records; ask the board if you want those removed too.

Questions

Ask the registrar or any board member (see About the club).