Legal
Privacy Policy
Version v1, November 2026 · Effective October 6, 2026
Website & Parent Portal Privacy Policy Effective date: October 6, 2026 · Last updated: November 12, 2026 · Applies to www.wsautah.com and the WSA parent portal
1. Who we are
This Privacy Policy explains how Wasatch Sports Academy, LLC, a Utah limited liability company (“WSA,” “we,” “us,” or “our”) collects, uses, shares, and protects information through our public website at www.wsautah.com (the “Site”) and our parent portal for registration, forms, payments, and family communication (the “Portal”) (together, the “Services”). WSA is a youth multi-sport program in the Salt Lake valley. Soccer is our first sport (opening March 2027); basketball is planned for winter 2027–28. The Services are for parents and legal guardians. Adults create Portal accounts and give us information about their household and their children. Children do not create accounts and are not asked to give us information online.
2. Children’s privacy and COPPA
- The Children’s Online Privacy Protection Act (COPPA), 15 U.S.C. § 6501 et seq., and the FTC’s COPPA Rule, 16 C.F.R. Part 312 (as amended effective June 23, 2025, with a general compliance date of April 22, 2026), regulate personal information collected online from children under 13.
- WSA designs the Services so that information about children is collected from their parent or legal guardian, not from the child. The Site and Portal are directed to parents. We do not offer children accounts, chat, messaging, uploads, or profiles.
- If we learn that a child under 13 has sent us personal information directly through the Services, we will delete it promptly and, if appropriate, contact the parent.
- Athletes of any age (including teens 13–17) are not permitted to open their own Portal accounts.
- If WSA ever adds features used directly by children (for example an athlete app, team chat, or athlete log-ins), WSA will update this policy and obtain verifiable parental consent as COPPA requires before collecting any information from a child.
3. Information we collect
Information you give us (parent or guardian):
| Category | Examples | Why we collect it |
|---|---|---|
| Household and contact | Parent/guardian names, relationship, address, phone, email, preferred language, emergency contacts, authorized pickup adults | Account setup, registration, sibling-discount address check, safety and pickup, communication |
| Child (athlete) information | Name, preferred name, date of birth, school and grade, shirt/jersey size, sport and practice-block preference, experience | Age-group placement elementary through middle school, rosters, uniforms, school good-standing letter |
| Health and medical | Allergies and reactions, medical conditions, medications, physician, health insurance (optional), injury and concussion records, return-to-play clearances | Emergency care, first aid, safety, Utah concussion law compliance |
| Report cards | Copy of the child’s most recent report card, submitted by the parent | Only to review the optional good-grades discount; reviewed by a person |
| School good-standing letter | Short behavior note from a teacher or principal (with the parent’s permission) | Enrollment requirement |
| Scholarship information | Program-eligibility information or documents the parent chooses to provide (for example SNAP, Medicaid, CHIP) | Need-based scholarship review |
| Payment information | Billing name and address, amounts, payment status. Card or bank details are entered on our payment processor’s secure form. WSA currently accepts cash and checks only; card payments will be added when a payment processor is chosen. | Fees, receipts, refunds under the WSA Refund Policy |
| Signatures and consent records | Typed or drawn signatures, form version, choices made, date/time, IP address, device/browser information | Proof of consent (participation, medical, media, concussion) |
| Photos and video | Team and game images, only as allowed by each family’s Photo/Media Consent and Media Release choices | Team communication and, if allowed, promotion |
| Messages | Emails, texts, and Portal messages with WSA | Support and program updates |
Information collected automatically: IP address, browser and device type, pages viewed, and similar technical data, through cookies and similar tools needed to run the Site and keep you signed in. We do not currently use an analytics service for aggregate Site statistics. We do not use advertising cookies or cross-site behavioral advertising on the Services. Information from others: teachers or principals (good-standing letters), health care providers (concussion clearances you give them permission to send), and our payment processor (payment status).
4. How we use information
- Run registration, rosters, age groups, practice blocks, and the Portal.
- Keep athletes safe: emergency contacts, medical alerts, authorized pickup, incident reports, and concussion removal and clearance under Utah Code §§ 26B-4-401, -403, and -404.
- Process fees, discounts (sibling, good-grades review, and others in the current fee schedule), scholarships, and refunds.
- Communicate about schedules, weather, cancellations, and policy changes.
- Share team photos and video only as each family has chosen (see Section 7).
- Keep the Services secure, prevent fraud, keep records required by law or insurance, and enforce our policies.
- We do not use children’s information for advertising, profiling, or any automated decision with legal or similar effects. Discount and scholarship decisions are made by a person.
5. How we share information
We do not sell personal information, and we do not share it for targeted advertising. We share information only as follows:
- Coaches and staff, on a need-to-know basis. Coaches see a minimal roster with emergency contacts, medical alerts, and authorized pickup. Report cards, scholarship documents, and payment details are limited to the staff who review them.
- Service providers that host the Site and Portal, process payments, store files, or send email/text messages for us (currently Netlify for website hosting, Supabase for the website’s database, Parent Portal records and photo storage, Resend for sending website and Parent Portal email, Microsoft 365 for email, and Microsoft OneDrive or Google Drive for file storage), under contracts that limit their use of the information to serving WSA.
- Emergency responders and health care providers when needed for a child’s care.
- Sports governing bodies and insurers when required for registration, insurance, or claims (including WSA’s insurer, Hiscox).
- Legal and safety reasons: to comply with law, a court order, or required reporting (for example to Utah DCFS, law enforcement, or the U.S. Center for SafeSport), or to protect the safety of a child or others.
- Business transfer: if WSA’s program is transferred to a successor organization, subject to this policy or one at least as protective, with notice to families.
- With your consent for any other purpose.
6. Report cards and school information
Submitting a report card is optional and is used only to review the good-grades discount for that season. A WSA reviewer looks at it by hand; nothing is automated. Report cards are stored in restricted, access-controlled storage, are not shared with coaches, and are deleted at the end of the season. School good-standing letters are used only for enrollment and kept for 3 years.
7. Photos, video, and names
- WSA uses images of athletes only as each parent or guardian chooses on the Photo/Media Consent and Media Release Form. Families can opt out.
- WSA does not post a child’s full name with an image, does not tag children, and does not post a child’s school, home address, or real-time location.
- Consent can be revoked at any time. WSA will stop new uses and remove images from WSA-controlled websites and social media accounts within 5 business days of the request. See the WSA Media Policy.
8. How long we keep information
| Record | Retention |
|---|---|
| Household and athlete registration records | Active participation + 3 years |
| Medical and emergency information | Active participation + 3 years; updated each season |
| Injury, incident, and concussion records; signed releases and consents | 3 years |
| Report cards | Deleted at the end of the season |
| Scholarship documents | Deleted at the end of the season; decision record kept 3 years |
| Payment records | 3 years, for tax and accounting |
| Photos and video | Usually removed after the season; some may be kept longer, or until consent is revoked for WSA-controlled channels |
| Site logs | Kept by our hosting provider under its standard log retention |
We delete or de-identify information when it is no longer needed for the purpose it was collected for, and we do not keep children’s information indefinitely.
9. How we protect information
- Encryption in transit (HTTPS) and at rest for Portal data and uploaded documents.
- Role-based access, multi-factor authentication for staff accounts, and audit logs of staff access to child, medical, and document records.
- Private (non-public) storage for report cards, letters, scholarship documents, and clearances.
- Written information security program reviewed at least annually, and vendor contracts that require reasonable security.
- If a breach of security occurs, WSA will investigate and give notice as required by Utah’s Protection of Personal Information Act, Utah Code § 13-44-202, and other applicable law.
- No method of transmission or storage is perfectly secure; we cannot guarantee absolute security.
10. Your rights and choices
Parents and legal guardians may, for themselves and for their children:
- Access the information WSA holds about their household and children, and receive a copy in a portable format.
- Correct inaccurate information (most can be updated directly in the Portal).
- Delete information. We will delete it unless we must keep it (for example signed releases, incident and concussion records, payment records, or records we are legally required to keep), in which case we will tell you what we kept and why.
- Withdraw consent for photo/media use at any time, and opt out of non-essential messages. Safety and account messages cannot be turned off while a child is enrolled.
- Refuse further collection of a child’s information; this may mean the child cannot participate, because some information (emergency, medical, concussion acknowledgment) is required.
To make a request, contact us using Section 14. We will verify your identity and your authority for the child, and respond within 45 days. We will not discriminate against you for using these rights.
11. Utah Consumer Privacy Act
The Utah Consumer Privacy Act (UCPA), Utah Code Title 13, Chapter 61, applies only to businesses with annual revenue of $25,000,000 or more that also control or process personal data of 100,000 or more Utah consumers in a calendar year, or that derive over 50% of gross revenue from selling personal data and process data of 25,000 or more consumers (Utah Code § 13-61-102). The UCPA also does not apply to nonprofit corporations. Based on its size, WSA does not currently meet these thresholds. WSA nonetheless voluntarily offers the rights in Section 10, does not sell personal data, does not use it for targeted advertising, and treats children’s data and health data as sensitive.
12. Text messages, links, and third-party services
If you opt in to text messages, message and data rates may apply; reply STOP to opt out. The Services may link to other sites (for example field maps or a governing body). Their privacy practices are their own. Card payments, once offered, will be handled by a third-party payment processor under its own privacy policy.
13. Changes to this policy
We will post any update with a new “Last updated” date and, for material changes, notify Portal account holders by email before the change takes effect. Where the law requires, we will ask for new consent.
14. Contact us
- Email: team@wsautah.com
- Phone: (801) 657-6671
- Mail: Wasatch Sports Academy, LLC, Attn: Privacy, 2880 S Main Street Ste 105, Salt Lake City, UT 84115
- Website: www.wsautah.com