Privacy Policy

Effective date: July 7, 2026 Last updated: July 7, 2026 Version: 2026-07-07

The short version

• We collect only what we need to run the league, and we don't sell it or share it for anyone's advertising.
• No ad trackers, no analytics cookies on our website - only the essential cookies that keep you signed in securely.
• We accept cash, check, or money order. We do not take card numbers.
• Your home address can be turned into map coordinates (using a Google service) so teams stay geographically close.
• Email info@ylafl.com any time to see, fix, or delete your family's information.

This Privacy Policy describes how Advantage Flag Football League, a California nonprofit public benefit corporation ("AFL," "the League," "we," "us") collects, uses, and shares personal information when you use our website and registration platform (the "Service"). The Service is operated by the League; the software behind it is built, hosted, and maintained for us by ShirePath Solutions LLC, our software development and hosting provider.

The League is a 501(c)(3) nonprofit youth sports organization. Accounts on the Service may be created only by adults - parents and guardians (18+), coaches, and league volunteers. We do not offer accounts for children, and information about players is provided to us by adults.

Questions: info@ylafl.com or 18032 Lemon Drive, Suite C-360, Yorba Linda, CA 92886.

1. Information we collect

Information you provide about yourself (parent/guardian or volunteer):

• Name, email address, and phone number
• Home address - used for league communications and, as described in Section 4, converted to map coordinates for team placement
• Account sign-in credentials. If you choose Sign in with Google, we receive your Google account email, name, and profile photo, and Google processes that sign-in under its own privacy policy
• Payment records for registration fees (see Section 3 - we accept cash, check, or money order only, and we do not collect or store credit or debit card numbers)
• Messages you send us, and free-text requests you submit during registration. You may name another player in a teammate request - please give only their name, nothing else about them
• If you sign up for notifications on our public clinics page, the email address you enter and a one-way hash of your IP address, kept to spot repeat abuse of the form (see Section 9 for how long)

Information provided about your child (by you, and in limited cases by others):

• Name, date of birth, gender, entering grade, and school

• Uniform sizes, jersey-number preferences, and team-formation details such as position interest

• Health-insurance company and policy number, if you provide it. We store it as part of your child's participation records and protect it with the safeguards in Section 10.

• Medical, liability, and conduct acknowledgments you accept on your child's behalf

• Placement requests submitted by coaches or by other families that name your child (for example, a teammate request or a coach's returning-player list)

Our Children's Privacy Notice describes our practices for children's information in detail.

Information collected automatically: server logs (IP address, browser type, pages requested) kept briefly by our hosting provider for security and reliability. We use only the essential cookies that keep you signed in securely. We do not use advertising cookies, analytics trackers, or social-media pixels on our website. Other than the optional Sign in with Google flow described above, we do not allow other parties to collect information about your online activity over time or across other websites through our Service.

2. How we use information

• Operate league registration, team formation, scheduling, and uniform ordering
• Verify player age/grade eligibility and divisions
• Form balanced, geographically sensible teams (see Section 4)
• Record and reconcile registration payments (see Section 3)
• Send you transactional and league-operations email and SMS (Section 6)
• Maintain participation records for your child (medical-release acknowledgments and insurance information)
• Comply with law and protect the League, its families, and its volunteers

We do not sell personal information, and we do not share it with anyone for their own advertising or marketing. With two exceptions we explain plainly - Google's geocoding service (Section 4) and the optional Sign in with Google flow (Section 1), both of which Google operates under its own terms - our service providers act only on our behalf and are bound by terms that prohibit using league data for their own purposes, like advertising, marketing, or training AI models (with the limited exceptions noted on our service-provider list). (Some providers may use limited data to keep their own networks safe and abuse-free, as their standard terms allow.)

3. Payments - and what happens if you pay by check

We accept cash, check, or money order only. The Service has no card processing, and we do not ask for or store card numbers.

If you pay by check, here is what happens: we scan the check to record your payment. The scanned image naturally shows what appears on a check - your name, bank account and routing numbers, signature, and anything written on the memo line (often your player's name). The image is transcribed with the help of an AI service (Anthropic - see Section 5), an administrator reviews the results and approves posting before any payment is recorded, and the image is stored in private, encrypted storage with time-limited access links and kept no longer than we need to reconcile your payment (see Section 9). If your child is waitlisted, or a check appears to be a duplicate of one we already have, we may automatically email you that we're holding the check while an administrator reviews it.

4. Home addresses and map coordinates (geolocation)

To keep young teammates close together, we convert the home address on your account into map coordinates (latitude/longitude) using Google's geocoding service, and we use those coordinates when forming teams. What this means:

• Your street address is sent to Google to be converted into coordinates. We send only what you entered in the address fields - we never attach your name, your child's name, or anything else from your account. Google provides this service as an independent company and may use and retain geocoding request data to provide and improve its own products and services, as described in the Google Privacy Policy.
• The resulting coordinates identify your home's location. They are stored with your account. Within the Service, only league administrators use them - and what administrators see is team-level distance summaries (including which players live closest to and farthest from their teammates), not a map of homes. The providers that run the platform for us (Section 5) store them on our behalf. We do not show coordinates to other families or coaches.
• The coordinates are stored with your account and are used only for team placement. You can ask us to delete them, or ask that your address not be used for team-placement geography at all, by contacting info@ylafl.com; neither request affects your registration.

5. Service providers

We use a small number of service providers to run the Service. We limit each provider to the data it needs to do its job for us. Except for Google's geocoding service (Section 4) and the optional Sign in with Google flow (Section 1), each is bound by terms that prohibit using league data for its own purposes, like advertising, marketing, or AI training (with the limited exceptions noted on the list). The current list with details is published and kept up to date at our service-provider list; the key providers are:

About the AI assistance: league administrators use AI tools to help transcribe scanned checks, to help interpret placement requests during team formation, and to standardize school and team names. An administrator reviews check results and approves posting before any payment is recorded; team-formation suggestions are validated automatically and reviewed by administrators before rosters are finalized; some routine record-matching steps run automatically and are logged for administrator audit. These tools are used only by league administrators - children have no access to them. Anthropic's commercial terms (linked from our service-provider list) bar it from training models on our data and provide for deletion of API inputs and outputs within 30 days (Anthropic can keep them longer only where the law or its safety processes require it).

6. Communications

• Email: we send registration and payment confirmations, schedules, roster announcements, and league updates to your account email. We do not send marketing for anyone else, and we never share your email address or phone number with third parties for marketing. To stop receiving league announcements (as opposed to account and registration notices), email info@ylafl.com. Our account and registration emails contain no open- or click-tracking; league-announcement emails may include standard open/click measurement from our email provider so we can gauge interest, and that measurement is never shared or used for advertising.

• SMS: sent only if you opt in. Message frequency varies; message and data rates may apply; reply STOP to unsubscribe or HELP for help. Your mobile number and opt-in status are never shared with third parties for marketing.

7. When else information is visible or shared

• Your child's team: when rosters are released, families on the team can see the roster (player names, entering grade, and team assignment), the guardian names and contact details (email and phone) for players on the team - including any co-guardian linked to a player's account - and the head coach's name, email, and phone. Coaches see guardian contact information for their team. This is how teams coordinate practices and games. (The League has confirmed this full-team contact directory as its intended model - decision 2026-06-13.)
• Coaches and volunteers may use family contact and player information solely for team and league operations (see Terms of Service).
• Uniform printing: to print uniforms each season, we send our uniform vendor (Elite Sports Apparel USA) order forms with each player's last name, jersey number, and sizes - nothing else.
• Legal requirements: if required by law (for example, a subpoena) or to protect the safety of a child or others.
• League succession: if the League merges with or transfers operations to another organization, family records may transfer with it; we will take reasonable steps to notify you in advance, and the successor must honor this policy or obtain your consent to a new one.

8. Your choices and rights

You can review and update most account and player information by signing in. For anything you cannot change yourself, or to request a copy, correction, or deletion of your family's information, email info@ylafl.com. We will verify your identity and respond promptly, within a reasonable time.

We honor deletion requests except for records we must keep - payment and financial records, safety and incident records, and the participation acknowledgments and eligibility records reflected in the Section 9 schedule. Some information is required for a player to participate - eligibility, safety, and acknowledgment records - so deleting it means we can no longer roster your child; we will tell you exactly what would be affected before acting. Asking will never be held against you: exercising these rights will not affect your child's roster spot, placement priority, or how we treat your family. (The only exceptions are built into the choice itself - deleting records required for participation means we can no longer roster your child, and asking us not to use your address for placement means distance cannot be considered in placement.)

These commitments are made as a matter of League policy for all families.

9. How long we keep information (retention)

We keep personal information only as long as we need it for the specific purposes described above, plus any record-keeping the law requires of us - and we do not keep children's personal information indefinitely.

When records are no longer needed, we dispose of them securely, as California law requires. When we delete records, copies may persist briefly in our providers' routine backups and logs; those age out on the providers' own schedules and are not used for anything else.

10. Security

We use reasonable safeguards appropriate to the sensitivity of the information we hold: encryption in transit, encrypted storage with our hosting providers, private file storage with time-limited access links, and role-based administrator access.

No system is perfectly secure. If a breach puts your personal information at risk, we will notify you within the time required by California law - generally no later than 30 calendar days after discovery, unless law enforcement asks us to delay. The notice will say what happened, what information was involved, and what we are doing about it.

11. Do Not Track

We do not track your browsing over time or across other websites (the optional Sign in with Google flow is described in Section 1), so the Service does not respond to "Do Not Track" or similar browser signals. Separately, our league-announcement emails include open and click measurement (described in Section 6); it stops if you ask us to stop sending you announcements.

12. Children

The Service is a registration and league-management tool for adults - parents, guardians, coaches, and volunteers. It is not designed for, marketed to, or intended to be used by children, accounts may be created only by adults, and we do not knowingly collect personal information online from children. Information about players is provided by adults - parents and guardians, league coaches, and occasionally another family whose teammate request names your child. League event photography may appear on the league website, social media, and printed programs; you can ask us to stop using your child's image at any time by emailing info@ylafl.com - we stop new uses and remove the material from the league website and social accounts we control, though we cannot recall printed materials already distributed.

If we learn a child has used the Service or submitted information directly, we will delete that information and contact the parent. See our Children's Privacy Notice for our full children's-data practices.

13. Changes to this policy

If we make material changes, we will email account holders and update the effective date above before the changes take effect, and we will ask you to re-accept at your next sign-in.

14. Notice and contact

Advantage Flag Football League, a California nonprofit public benefit corporation 18032 Lemon Drive, Suite C-360, Yorba Linda, CA 92886 info@ylafl.com (714) 401-8741

Our Terms of Service and our service-provider list are linked above.