Privacy Policy

Account information. Your name, email address, phone number, and password. Email and password are used to authenticate you; passwords are stored only as one-way hashes and are never readable by staff.

Parent / guardian information. For parents and guardians, we store your relationship to registered athletes, emergency contact details, and any profile details you choose to add. This links you to your child(ren)'s records so you can manage registrations, RSVPs, and communications.

Youth-athlete information. For each registered athlete we collect first and last name, date of birth, sport and team assignment, jersey number, emergency contact name and phone, medical notes you provide, and uploaded documents such as birth certificates, physical forms, and report cards. These documents are required for league eligibility and are stored securely; access is limited to the parent/guardian and authorized DCX administrators and coaches.

Messages. Chat messages you send in sport-specific or role-based groups, including any attachments you upload, are stored and associated with your account. Messages are visible to the other members of the group they were posted in, per the group's role rules.

Schedules and RSVPs. Practice, game, and event details you view or respond to, along with your RSVP responses and attendance records marked by coaches.

Photos and gallery content. Photos and videos you upload to the gallery, along with titles, categories, and descriptions. Uploaded media is held for admin approval before it is shown to other members; unapproved media is visible only to you and to administrators.

Forms and documents. Registration forms, waiver acknowledgements, voucher requests, and Every Kid Sports grant applications you submit, including supporting documents and payment records.

Emergency alerts. Alerts you receive (practice cancellations, weather delays, venue changes, transportation alerts, and general emergencies), and the name of the staff member who sent each alert.

Payment information. When you pay registration fees, the Hub processes the transaction through our payment provider. We store the transaction status, amount, and order reference, but we never store full card numbers — card data is handled solely by the payment processor.

We use the information collected through the Hub to operate the program for your family:

• To create and manage your account and to verify your identity at sign-in.
• To register athletes, confirm league eligibility, and track registration and payment status.
• To schedule practices, games, and events and to collect RSVP and attendance responses.
• To deliver sport-specific and role-based chat, announcements, and emergency alerts to the right members.
• To review, approve, and display gallery submissions.
• To process voucher requests and Every Kid Sports grant applications and financial-aid verification.
• To allow coaches and administrators to coordinate teams, attendance, and safety information.
• To maintain records required to operate a youth-athletics program and to respond to support requests.

We do not sell your personal information. We do not use your personal information for advertising.

Access is controlled by role. Parents and guardians can view and manage their own athletes' records. Athletes can view schedule, communication, and gallery content shared with them. Coaches can view the athletes on their teams and mark attendance. Administrators can manage records within their assigned scope. Each member only sees the records their role authorizes — for example, one family cannot view another family's athletes, payment history, or private documents.

The Hub enforces row-level access controls on every data record, requires authenticated sign-in, and transmits data over encrypted connections. Sensitive documents are stored as private files accessible only to authorized roles. Payment card data is handled exclusively by our PCI-compliant payment processor and never touches our servers.

The Hub serves youth athletes ages 4–14. A parent or guardian must create the account and complete registration on behalf of a minor. We collect only the youth-athlete information needed for league eligibility, safety, and team operations, and we do not use it for unrelated marketing. Parents may review or request removal of their child's information at any time by contacting DCX.

We retain account and athlete records for as long as the account is active and as needed to maintain program records. Registration documents and payment records are retained per league and financial record-keeping requirements. You may request deletion of your account and associated records, subject to records we are legally required to keep.

You can update your profile details at any time in the Hub. You control what media you upload to the gallery. You may request access to, correction of, or deletion of your personal information by contacting DCX. You may stop using the Hub at any time, though some information may be retained to meet operational or legal obligations.

If we materially change this Privacy Policy, we will update the "Last updated" date above and notify members through the Hub. Continued use after changes takes effect as acceptance of the updated policy.

For privacy questions or requests regarding your information in the Xtreme Family Hub, contact Dougherty County Xtreme Youth Athletics through the in-app Contact page or your program administrator.