Privacy Policy
1. Introduction
Hooks Fastpitch is a youth fastpitch softball organization based in China Spring, Texas. We are committed to protecting the privacy of our players, their families, and all visitors to our website. This Privacy Policy explains how we collect, use, store, and protect personal information when you access or use hooksfastpitch.com (the "Site") or participate in our programs.
By using our Site or registering for our programs, you agree to the practices described in this policy. If you do not agree, please do not use our Site or submit personal information to us.
2. Information We Collect
We collect the following categories of information:
2.1 Registration and Contact Information
- Parent and guardian names, email addresses, and phone numbers
- Player names, dates of birth, ages, and grade levels
- Player division, position preferences, and softball experience
- Emergency contact information
- Physical mailing address (for communications or paperwork)
2.2 Payment Information
Registration and tournament fees are processed through third-party payment processors. We do not store, transmit, or have access to full credit card numbers, bank account numbers, or other raw payment credentials. Payment processors we use maintain their own security and privacy standards.
2.3 Usage and Technical Data
When you visit hooksfastpitch.com, we may collect certain technical information automatically, including:
- Pages visited and time spent on pages
- Referring website or source
- General device type (desktop, mobile, tablet)
- Browser type and operating system (aggregated, non-identifying)
This data is collected in aggregate only through our analytics platform (see Section 4) and is not linked to individual identities.
2.4 Communications
When you contact us through our website contact form or by email, we retain the content of your message and your contact information in order to respond to your inquiry.
3. How We Use Your Information
We use the information we collect for the following purposes:
- Program Administration: To register players, assign teams and divisions, and manage rosters.
- Communication: To send schedules, practice updates, tournament information, tryout announcements, and other operational communications related to your player's participation.
- Payment Processing: To initiate and confirm registration fee and tournament fee transactions through our payment processors.
- Safety: To use emergency contact information in the event of an injury or medical situation during activities.
- Website Improvement: To analyze aggregate traffic patterns and improve our website's content and usability.
- Legal Compliance: To fulfill any applicable legal obligations, including maintaining records as required.
We do not use your information for unsolicited commercial marketing unrelated to Hooks Fastpitch programs and activities.
4. Analytics
We use Umami Analytics to understand how visitors use hooksfastpitch.com. Umami is a privacy-first, open-source web analytics platform with the following key characteristics:
- Umami does not use cookies of any kind.
- Umami does not collect personally identifiable information (PII).
- Umami does not track individual users across sessions or websites.
- We receive only aggregated, anonymized traffic data — such as page view counts, referrer domains, and general device categories.
Because Umami is cookieless and does not collect PII, its operation does not require cookie consent under most privacy frameworks. No analytics data is shared with advertising networks or data brokers.
5. Cookies
hooksfastpitch.com uses a minimal number of functional and security cookies. We do not use advertising cookies, tracking pixels, or cross-site behavioral tracking technologies. For a complete breakdown of the cookies we set, please see our Cookie Policy.
6. Data Sharing
We do not sell, rent, or trade your personal information to third parties. We share data only in the following limited circumstances:
6.1 Sub-Processors
We engage third-party service providers ("sub-processors") to operate various functions of our website and organization. We work with sub-processors in the following categories:
- (a) Payment Processing — to securely handle registration and tournament fee transactions.
- (b) Email Delivery — to send transactional and operational emails to registered families.
- (c) Web Hosting and Infrastructure — to host and serve hooksfastpitch.com.
- (d) Analytics — to provide privacy-preserving, aggregate website traffic analysis.
We do not disclose specific vendor names in this policy. Sub-processor categories are listed for transparency. Each sub-processor we engage is required to handle data in a manner consistent with applicable law and with this Privacy Policy.
6.2 Legal Requirements
We may disclose personal information if required to do so by law, court order, or governmental authority, or if we believe in good faith that such disclosure is necessary to protect the rights, property, or safety of Hooks Fastpitch, our players, or the public.
6.3 Business Transfers
In the unlikely event that Hooks Fastpitch merges with, is acquired by, or transfers operations to another organization, personal data may be transferred as part of that transaction. We will notify affected individuals in such an event.
7. Data Retention
We retain personal information for as long as necessary to fulfill the purposes for which it was collected, subject to the following guidelines:
- Registration and participant data: Retained for the duration of a player's active participation in Hooks Fastpitch programs, plus an additional three (3) years after the final season of participation, for administrative and legal record-keeping purposes.
- Analytics data: Aggregate, anonymized analytics data is retained for thirteen (13) months on a rolling basis.
- Contact/inquiry data: Retained for up to two (2) years from the date of last contact, unless an ongoing relationship requires longer retention.
When personal data is no longer required, we take reasonable steps to delete or anonymize it.
8. Children's Privacy
Hooks Fastpitch serves youth athletes, including children under the age of 13. We take the privacy of minors seriously and operate in accordance with the following practices:
- All accounts and registrations are created and managed by a parent or legal guardian. Players do not create their own accounts.
- We collect player information — including name, age, and division — from parents and guardians, not directly from minor players.
- We do not knowingly solicit or collect personal information directly from children under the age of 13.
- If you believe that a child under 13 has provided us with personal information without appropriate parental consent, please contact us immediately using the information in Section 12 so we can take appropriate action.
Parents and guardians may contact us at any time to review, correct, or request deletion of their child's information.
9. Your Rights
Regardless of your location, we respect your right to control your personal information. You may:
- Access: Request a copy of the personal information we hold about you or your registered player.
- Correction: Request that inaccurate or incomplete information be corrected.
- Deletion: Request deletion of your personal data, subject to legal or operational retention requirements.
- Opt-Out of Communications: Unsubscribe from non-essential communications at any time by contacting us or using unsubscribe links in emails.
To exercise any of these rights, please contact us using the information provided in Section 12. We will respond to verifiable requests within a reasonable time frame, typically within 30 days.
10. Security
We implement industry-standard technical and organizational security measures to protect your personal information against unauthorized access, loss, alteration, or disclosure. These measures include:
- HTTPS encryption for all data in transit on hooksfastpitch.com
- Access controls limiting who within our organization can access personal data
- Use of reputable, security-conscious sub-processors for payment and data handling
However, no online service or data transmission can be guaranteed to be 100% secure. You provide information to us at your own risk. We encourage you to use strong, unique passwords and to contact us promptly if you suspect unauthorized activity related to your account.
11. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, technology, or applicable law. When we make material changes, we will update the "Last Updated" date at the top of this page and post a notice on hooksfastpitch.com. We encourage you to review this policy periodically. Your continued use of the Site after changes are posted constitutes acceptance of the updated policy.
12. Contact
If you have questions, concerns, or requests related to this Privacy Policy or your personal information, please contact us:
Hooks Fastpitch1847 Jackson Lane
China Spring, Texas 76633
You may also reach us through our website contact form at hooksfastpitch.com/contact-us.html.
13. Sub-Processor Categories
The following table lists the categories of third-party sub-processors we currently engage. We list categories rather than specific vendor names. This list is updated as our technology stack evolves.
| Category | Purpose |
|---|---|
| Payment Processing | Secure collection and processing of registration and tournament fees |
| Email Delivery | Sending transactional and operational emails to registered families and staff |
| Web Hosting | Hosting and delivery of hooksfastpitch.com infrastructure and static assets |
| Analytics | Privacy-preserving, cookieless aggregate website traffic analysis (Umami) |
| Cloud Storage | Secure storage of organizational files, records, and media assets |
Note: We list categories rather than vendor names. This category list is updated as our technology stack evolves.