Privacy Policy

Information We Collect

We collect information you provide directly, including account details, authentication email addresses, names, usernames, display names, dates of birth, phone numbers, guardian information, optional participant health and safety notes, saved episodes, event registrations, team details, waitlist status, volunteer signups, waiver signatures, contact-form messages, and profile preferences.

During events, we may collect or create photos, videos, livestream footage, interviews, scores, brackets, check-in records, minor pickup records, volunteer records, volunteer compliance records, game staff records, and related event content.

We also collect limited technical information needed to run the site, secure accounts, remember cookie preferences, send authentication emails, process contact forms, and measure site usage when analytics are enabled.

Waiver Records

When you sign an event waiver, we store the waiver version, signer name, signer email and phone when provided, participant name, participant date of birth, parent or guardian relationship when applicable, consent confirmations, timestamp, account association, IP address, user agent, waiver hash, signed-record hash, and a signed snapshot of the waiver record. These records are retained so the signed waiver can be reproduced later.

Minors And Guardians

Some events are for youth participants. We may collect minor participant information and parent or legal guardian contact details to manage registration, eligibility, safety, waivers, communications, and event operations.

Children under 13 should not provide personal information without parent or legal guardian involvement. If you believe a child submitted information without proper parent or guardian involvement, contact us through the contact page.

Parents and legal guardians may contact us to ask to review, correct, delete, or stop further collection or use of a child's information, subject to records we need to keep for safety, event administration, waiver, legal, fraud-prevention, security, or dispute-resolution reasons.

Health And Safety Notes

If you choose to provide allergies, medical notes, activity restrictions, or other participant safety information, we use that information only to help plan reasonable event safety measures and respond to disclosed needs during event operations.

Event Check-In And Volunteer Compliance

Event staff and authorized check-in volunteers may use the site to view roster, guardian, contact, check-in, pickup, volunteer, and compliance information needed for event operations. Minor pickup records may keep a durable snapshot of the pickup guardian's name, phone number, relationship, pickup time, and staff account that recorded the pickup.

Volunteer compliance records may include assigned requirements, status, completion timestamps, and notes needed to confirm event readiness.

How We Use Information

• To create and manage accounts.
• To run event registration, teams, waitlists, scoring, check-in, pickup, safety planning, volunteer compliance, and volunteer operations.
• To collect and retain waiver and consent records.
• To communicate about accounts, events, episodes, updates, safety, contact requests, and administrative needs.
• To publish community media, event recaps, brackets, scores, photos, and videos.
• To secure the site, prevent abuse, and troubleshoot technical issues.

Sharing Information

We may share information with service providers that help us operate the site, host data, manage authentication, send communications, process contact forms, process payments if added later, provide analytics, or manage events. Current providers may include Supabase, Vercel, Google Analytics, Resend through Supabase Auth email, Web3Forms, and embedded or linked media and social platforms.

We may also share event information with venue partners, event partners, volunteers, staff, receptionists, emergency contacts, or safety personnel when needed for event operations or safety.

We may disclose information if required by law, to protect rights or safety, or to enforce site rules and event policies.

As currently implemented, we do not sell personal information, use targeted advertising, or send advertising-personalization signals through Google Analytics.

Analytics And Cookies

Necessary cookies and similar technologies support account sessions, authentication, security, and remembering privacy preferences. These features cannot be disabled through the cookie settings because the requested account and security services depend on them.

The site uses analytics services by default to measure visits and improve the website. These services may use first-party analytics cookies or cookieless measurement. We include all optional site measurement under one Analytics preference, which you can disable at any time.

Analytics providers may process information such as pages visited, referring pages, interactions, browser and device details, approximate location derived from network information, and timestamps. We do not intentionally send analytics providers account names, email addresses, phone numbers, dates of birth, guardian information, health and safety notes, or waiver content. Advertising storage and personalization features are disabled.

You can accept, reject, or change optional analytics at any time through Cookie Settings in the site footer. The site stores your cookie preference for up to 180 days.

Public And Event Visibility

Some information is visible to other users or the public as part of the site and events. Public examples may include usernames, team names, published event details, brackets, scores, standings, published volunteer counts, episode content, photos, videos, livestreams, interviews, and recaps.

Private account details such as legal names, email addresses, phone numbers, dates of birth, guardian contacts, health and safety notes, waiver signature details, and pickup records are not intended for public display, but may be visible to admins, authorized event staff, or authorized check-in volunteers when needed for event operations.

Third-Party Media And Links

The site links to external social platforms and may embed media from video or livestreaming platforms. If you open, play, or interact with those third-party services, they may process information under their own privacy policies and account settings.

Media

The Yapathon is a media organization. Events may be photographed, filmed, livestreamed, recorded, and published. Media may appear on this website, social media, video platforms, newsletters, sponsor materials, or community recaps, subject to the applicable event waiver or media release.

Retention

We keep information for as long as needed to operate the site, maintain event records, preserve waiver and consent records, comply with legal obligations, resolve disputes, and protect the community. Some records, including waiver signatures and event records, may be kept for an extended period.

Security

We use reasonable technical and organizational safeguards for the size and nature of the site. No online system is perfectly secure, so users should keep login credentials private and contact us if they suspect unauthorized account access.

Your Choices

You may update certain account information from your profile. You may contact us to ask about account deletion, correction, privacy questions, or guardian/minor information. Some records may need to be retained for legal, safety, event, or waiver purposes.

Depending on where you live and which privacy laws apply, you may also have rights to access, correct, delete, or receive a copy of certain personal information, and to appeal a privacy-request decision. We may need to verify your identity or authority before acting on a request.

Changes

We may update this Privacy Policy as the website, events, or legal requirements change. The effective date above shows when this version became active.

Contact

Privacy questions can be sent through the contact page.