Westfield Youth Sports Incorporated Privacy Policy

Effective Date: February 4, 2026

Westfield Youth Sports Incorporated (“WYS, Inc., WYSI,” “we,” “our,” or “us”) is committed to protecting the privacy and security of your personal information. This Privacy Policy explains how we collect, use, store, protect, and disclose information obtained through our website, WestfieldYouthSports.org, and any related online services or applications operated by Westfield Youth Sports Incorporated.

By using our website or submitting information through our forms, you agree to the practices described in this Privacy Policy.

1. Information We Collect

a. Information You Provide to Us

We may collect personal information that you voluntarily provide when you:
Register a participant for sports programs
Complete online forms
Subscribe to communications
Contact us with questions or requests

This information may include:
Name (parent/guardian and participant)
Email address
Phone number
Mailing address
Emergency contact information
Participant age or date of birth
Other information relevant to youth sports registration and participation

b. Information Collected Automatically

When you visit WestfieldYouthSports.org, we may automatically collect limited non-personal information, including:
Date and time of your visit
Pages visited on our website
IP address
Browser type or device information

This information is used for statistical and analytical purposes only, to help us understand how our website is used and how we can improve it.

2. How We Use Information

We use the information we collect to:
Process registrations and manage participation in programs
Communicate with families about practices, games, events, and organizational updates
Respond to inquiries or requests
Improve website functionality and user experience
Maintain internal records related to our operations

3. Sharing and Disclosure of Information

Westfield Youth Sports Incorporated does not sell, rent, or trade personal information to unaffiliated third parties.

We may disclose personal information only:
When required by law, subpoena, court order, or legal process
To protect the rights, safety, or property of Westfield Youth Sports Incorporated or others

If third-party service providers are used to support our operations (such as registration or communication tools), they are permitted to access personal information only as necessary to perform services on our behalf and are expected to maintain appropriate confidentiality and security measures.

4. Data Security

We take reasonable administrative, technical, and physical measures to protect personal and sensitive information from unauthorized access, use, or disclosure. While no system can be guaranteed to be 100% secure, we strive to follow best practices to safeguard the information entrusted to us.

5. Data Retention and Deletion

We retain personal information only for as long as necessary to fulfill the purposes outlined in this Privacy Policy, including legal, administrative, and operational requirements.

When information is no longer required, we take reasonable steps to securely delete or anonymize it.

You may request access to, correction of, or deletion of your personal information by contacting us using the information below.

6. Children’s Privacy

Westfield Youth Sports Incorporated collects information related to minors only with the consent and involvement of a parent or legal guardian, for the purpose of youth sports participation. We do not knowingly collect personal information directly from children without parental consent.

7. Links to Other Websites

WestfieldYouthSports.org may contain links to third-party websites or content not operated by Westfield Youth Sports Incorporated. We are not responsible for the privacy practices or content of those external websites. We encourage you to review the privacy policies of any third-party sites you visit.

8. Your Privacy Choices

You may choose not to provide certain personal information; however, this may limit your ability to participate in programs or access certain services. You may also opt out of non-essential communications at any time.

9. Changes to This Privacy Policy

WYSI may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated effective date. Continued use of our website after changes are posted constitutes acceptance of the revised policy.

10. Contact Information

If you have any questions or concerns regarding this Privacy Policy, please email us: [email protected]