PRIVACY POLICY

Who we are

This site is run by the North Texas Venom Foundation, a Texas 501(c)(3) nonprofit (EIN 42-2513509) at 914 Wellington Dr., Duncanville, TX 75137. We also go by Texas Venom. Questions about this policy, or a request to see or update information we hold, go to privacy@texasvenom.org.

The short version

We collect what we need to run a youth baseball program and this website — accounts for adults, player profiles, and the documents families already expect a team to keep. We do not sell personal information. Player photos and full names stay private unless a parent grants media consent. We keep records while a player is with us and for a reasonable time after, then we prune what we no longer need.

Accounts are for adults

Website accounts are for parents, guardians, coaches, volunteers, and other adults. Players themselves should not create an account. We do not knowingly let anyone under 13 sign up. If you think a child created an account, email us and we will close it.

We do keep information about players — they are kids, and baseball requires it. That information comes from parents, guardians, and coaches, not from kids making their own logins. See Terms of Service for the account rules.

Information we collect

Your account. Name, email, and a password stored by Amazon Cognito (we don’t keep a copy of the password we can read). If you sign in with Google, we access only the name and email address Google shares (OpenID, profile, and email). We use that solely to create or sign you into your Venom account and store it with the account. We do not access Gmail, Drive, contacts, or other Google services, and we do not sell or share Google user data for advertising. Staff who use Google Workspace go through a separate work login.

Player profiles. Name, nickname, birthday, jersey number, positions, bio, walk-up song, parent emails, and a photo if one is uploaded. Coaches and linked parents can see more than the public can.

Board profiles. Board members who publish a Board Profile choose a display name, title, bio, and photo for the public About Us page. Their account email is shown there as a contact link and is not private.

Private family paperwork. Things like a birth certificate, media-consent choice, code of conduct / waiver acknowledgements, phone numbers, and health notes (allergies, conditions, extra support). Those files are stored privately and are not published on public rosters.

How you use the site. Session cookies so you stay signed in, a couple of preference cookies (theme, sidebar), optional iOS device tokens if you turn on push notifications in our app, and whatever you send through Feedback.

If you donate online. Stripe processes the payment. We keep what we need for receipts and nonprofit bookkeeping. Card numbers go to Stripe, not into our database.

How we use it

We use this information to:

• Run accounts, rosters, eligibility, and team pages
• Let coaches and linked parents do their jobs
• Keep insurance, safety, and paperwork records the program needs
• Email you about your account, your player, or Foundation business
• Send optional push notifications if you opted in on the iOS app
• Improve the site and keep it secure

We do not use this information to sell ads.

Photos, names, and social media

New player profiles default to private: public visitors see a last initial and no photo. A parent’s media-consent choice (or a coach / admin privacy setting) controls whether a full name and photo can appear on the site.

If media consent is granted, that consent also covers our official channels — currently the Texas Venom Facebook members group, the public Facebook page, and YouTube. Opting out means we will not post that player on the website or those official channels. Other families at a public game may still take photos; we can only speak for what we publish.

Who else sees it

We share information with the services that actually run the site: Amazon Web Services (hosting, database, file storage, email), Amazon Cognito (accounts), Google (sign-in, and Workspace for staff), and Stripe (online donations). We do not sell personal information, and we do not share it for advertising.

Coaches, board members, and web admins see what they need for their roles. We may also share information if the law requires it, or to protect a player’s safety.

Cookies

We use cookies to keep you signed in (HttpOnly session tokens), remember a couple of display preferences, and complete Google / Workspace sign-in. We do not run advertising or analytics trackers. If you block all cookies, sign-in will not work.

How long we keep it

Player records stay while that player is on a roster, and for a reasonable time after they leave — long enough for eligibility, insurance, and program history. After that we prune what we no longer need. Some records (for example tax and donation bookkeeping, or a safety incident) may be kept longer because the law or common sense says we should.

Closed accounts and leftover login mappings are removed when they are no longer useful. Backups expire on their own schedule.

Your choices

Email privacy@texasvenom.org to ask what we have, to correct it, or to ask us to delete a player record. We will do what we reasonably can. We may keep a narrow copy when we have to (tax, insurance, a safety issue) or when deleting it would break a roster another family still relies on — and we will say so if that’s the case.

Parents can change media consent from the player profile. You can also sign out, close an account by asking us, and turn off push notifications in the iOS app.

Security

We use signed-in access, private file storage for documents like birth certificates, and industry-standard hosting. No website is perfectly safe. Please use a password you don’t recycle, and tell us if something looks wrong.

Changes

If this policy changes in a way that matters, we will update this page and the date at the top. The Terms of Service are a separate, shorter document about using the site.