Privacy Policy

San Antonio Synergy Sports LLC ("SA Synergy Sports," "we," "us," or "our") is committed to protecting the privacy of our members and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website at sasynergysports.com or use our services.

1. Information We Collect

We collect the following types of information:

Parent/Guardian Information

• Full name and email address
• Phone number and mailing address
• Account login credentials (password is stored encrypted)
• Emergency contact information

Child Information

• Full name, date of birth, and gender
• School and grade level
• Medical conditions, allergies, and physical limitations (for safety purposes)
• Skill level, team assignment, and attendance records
• Player evaluations and performance data

Payment Information

• Billing name and address
• Payment card information (processed securely through Stripe — we do not store your full card number on our servers)
• Transaction history and invoice records

Automatically Collected Information

• IP address and browser type
• Pages visited and time spent on our website
• Login timestamps and session data

2. How We Use Your Information

We use your information for the following purposes:

• Program Administration: Managing registrations, team assignments, attendance, and player evaluations
• Billing & Payments: Processing membership fees, drop-in session payments, and generating invoices
• Communication: Sending schedule updates, program announcements, billing notices, and responding to inquiries
• Safety: Ensuring coaches have access to medical and emergency contact information during training sessions and events
• Improvement: Analyzing usage patterns to improve our website, programs, and services
• Legal Compliance: Fulfilling legal obligations and protecting our rights

3. Children's Privacy (COPPA Compliance)

We take the privacy of children very seriously. Our website and services are directed at parents and guardians, not children. In compliance with the Children's Online Privacy Protection Act (COPPA):

• We do not knowingly collect personal information directly from children under 13
• All child information is collected from and managed by a parent or legal guardian
• Parents/guardians have full access to view, update, or request deletion of their child's information
• Child data is used solely for program administration, safety, and player development purposes
• We do not share children's personal information with third parties for marketing purposes

If you believe we have inadvertently collected information directly from a child under 13 without parental consent, please contact us immediately so we can delete it.

4. Payment Security

All payment transactions are processed through Stripe, a PCI DSS Level 1 certified payment processor. This means:

• Your credit/debit card details are transmitted directly to Stripe using industry-standard encryption
• We never store your full card number, CVV, or other sensitive payment credentials on our servers
• We retain only a reference ID, the last four digits of your card, and transaction amounts for record-keeping
• Stripe's privacy policy governs their handling of payment data: stripe.com/privacy

5. Data Sharing & Disclosure

We do not sell, trade, or rent your personal information to third parties. We may share limited information only in the following circumstances:

• Service Providers: Stripe (payment processing) and our email service provider (communications) — only the data necessary to perform their services
• Coaches & Staff: Coaches have access to player names, ages, medical alerts, and emergency contacts for safety during sessions
• Legal Requirements: When required by law, subpoena, court order, or to protect the safety of our participants
• Business Transfers: In the event of a merger, acquisition, or sale of assets, your data may be transferred to the successor entity

6. Cookies & Tracking

Our website uses the following types of cookies:

• Essential Cookies: Session cookies required for authentication and security (CSRF protection). These are necessary for the website to function and cannot be disabled.
• Functional Cookies: Cookies that remember your preferences such as login status and display settings.

We do not use third-party advertising cookies or tracking pixels. We do not track you across other websites.

7. Data Security

We implement industry-standard security measures to protect your personal information, including:

• HTTPS/TLS encryption for all data transmitted between your browser and our servers
• HSTS headers to enforce secure connections
• Encrypted database backups with AES-256 encryption
• Prepared SQL statements to prevent injection attacks
• Password hashing using modern, secure algorithms
• Role-based access controls limiting data access to authorized personnel

While we strive to protect your information, no method of electronic transmission or storage is 100% secure. We cannot guarantee absolute security but are committed to promptly addressing any security incidents.

8. Data Retention

We retain your personal information for as long as your account is active or as needed to provide our services. Specifically:

• Active accounts: Data is retained for the duration of your membership
• Inactive accounts: Data is retained for up to 2 years after the last activity, then archived
• Financial records: Transaction and invoice data is retained for 7 years as required by tax and accounting regulations
• Archived accounts: May be permanently deleted upon written request

9. Your Rights

You have the following rights regarding your personal information:

• Access: Request a copy of the personal information we hold about you and your child
• Correction: Update or correct inaccurate information through your account dashboard or by contacting us
• Deletion: Request deletion of your personal data, subject to our legal retention obligations
• Opt-Out: Unsubscribe from non-essential email communications at any time
• Data Portability: Request your data in a commonly used, machine-readable format

To exercise any of these rights, please contact us at info@sasynergysports.com. We will respond to verified requests within 30 days.

10. Texas Privacy Rights

Under the Texas Data Privacy and Security Act (TDPSA), Texas residents have additional rights, including:

• The right to confirm whether we are processing your personal data
• The right to access, correct, or delete your personal data
• The right to obtain a portable copy of your data
• The right to opt out of the sale of personal data (we do not sell personal data)
• The right to opt out of targeted advertising (we do not engage in targeted advertising)

To submit a privacy request, email us at info@sasynergysports.com with the subject line "Texas Privacy Request."

11. Third-Party Links

Our website may contain links to third-party websites (such as Stripe, social media platforms, or partner organizations). We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.

12. Changes to This Policy

We may update this Privacy Policy from time to time. When we make material changes, we will:

• Update the "Last Updated" date at the top of this page
• Notify registered users via email for significant changes
• Post a notice on our website

Your continued use of our website and services after changes are posted constitutes acceptance of the updated Privacy Policy.

13. Contact Information

If you have any questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: