Privacy Policy - Scout Softball

Scout Softball (“we,” “our,” or “us”) is firmly committed to safeguarding the privacy and personal data of our website users and customers. This Privacy Policy outlines how we collect, use, disclose, and protect your personal information in accordance with applicable data protection regulations, including the General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA).

1. Commitment to Data Privacy and Protection

We respect your right to privacy and are committed to maintaining the confidentiality, integrity, and security of your personal data. Whether you are browsing our website, engaging our services, or communicating with us, we handle your data responsibly and in accordance with all applicable privacy legislation.

2. Scope of Policy and Data Controller Role

This Privacy Policy applies to the data collected through our website, scout-softball.com, and related services. For the purposes of the GDPR and other relevant data protection laws, Scout Softball is the “data controller” responsible for determining the purposes and means of processing your personal information.

3. Categories of Personal Data We Process

We collect and process various categories of personal data as outlined below:

– Usage Data: Includes information about how you use scout-softball.com, such as your IP address, browser type and version, referral source, device ID, activity logs, time zone settings, access times, and pages viewed.

– Account Data: Includes your name, username, address, email address, phone number, and other identifiers provided when you register or create an account on scout-softball.com.

– Profile Data: Includes your preferences, interests, user behavior, feedback, and purchase history.

– Communication Data: Includes records of communications exchanged with us (e.g., emails, contact form submissions, support requests, chat conversations).

– Technical Data: Includes device type, operating system, connection data, language settings, screen resolution, and system configuration information.

– Transaction Data: Includes order details, billing address, shipping address, payment information (limited to what is necessary for processing payments), and delivery confirmations.

– Preference Data: Includes your choices about receiving marketing updates, newsletters, event notifications, and product-specific communications.

4. Legal Bases for Processing Personal Data

We rely on the following legal bases for processing personal data, in accordance with Article 6 of the GDPR and equivalent provisions under the CCPA:

– Consent: When you have affirmatively provided consent, such as subscribing to newsletters or accepting cookies.
– Contract Performance: When processing is necessary for fulfilling our contract with you (e.g. providing purchased services or account access).
– Legal Obligations: When compliance with legal or regulatory obligations requires data processing.
– Legitimate Interests: For purposes such as enhancing the security of scout-softball.com, improving functionality and services, and communicating with existing users, provided such interests do not override your fundamental rights.

5. Your Privacy Rights

Depending on your jurisdiction, you may exercise the following rights in relation to your personal data:

– Right of Access: Request information about the categories and scope of personal data we process.
– Right to Rectification: Update or correct inaccurate or incomplete personal data.
– Right to Erasure: Request deletion of your personal data under certain conditions (the “right to be forgotten”).
– Right to Restrict Processing: Object to or request restrictions on how we use your data.
– Right to Data Portability: Receive your data in a structured, commonly used, and machine-readable format.
– Right to Object: Object to processing based on legitimate interests or direct marketing.
– Right to Non-Discrimination (CCPA): You will not receive discriminatory treatment for exercising any of your legal data rights.

To exercise these rights, contact us via [email protected].

6. Data Security Measures

We implement robust security measures to ensure the confidentiality, availability, and integrity of your personal data, including:

– Encryption of data at rest and in transit.
– Access controls with role-based restriction.
– Secure server infrastructure with regular monitoring.
– Staff training on data protection and privacy obligations.
– Regular data backups and recovery procedures.

7. International Data Transfers

Where data is transferred outside the European Economic Area (EEA) or your local jurisdiction, we ensure appropriate safeguards are in place. These include the use of Standard Contractual Clauses approved by the European Commission and compliance with regional data localization and export laws, as applicable.

8. Data Retention Policy

We retain personal data only for as long as necessary to fulfill the purposes described in this Policy, subject to applicable legal, accounting, and regulatory requirements:

– Account and Profile Data: Retained until the account is deleted or after a period of user inactivity (typically 24 months).
– Communication Data: Retained for up to 3 years for audit and quality assurance purposes.
– Transaction Data: Retained for at least 6 years as required under financial and tax regulations.
– Usage and Technical Data: Retained for no longer than 12 months (unless aggregated for statistical purposes).
– Preference Data: Retained for the duration of your marketing subscription or consent.

9. Cookie Policy

Scout-softball.com uses cookies and similar technologies to optimize website performance and user experience. Cookies are categorized as follows:

– Essential Cookies: Required for core functionalities such as account login and transaction processing.
– Functional Cookies: Enable enhanced features like saved preferences and language localization.
– Analytics Cookies: Collect anonymized usage statistics to help us improve site operations and content.
– Performance Cookies: Measure server response and load performance, helping to improve responsiveness.

10. Cookie Management and Compliance

Upon visiting scout-softball.com, you are presented with a cookie consent tool compliant with GDPR and CCPA regulations. You may manage or withdraw your cookie preferences at any time using your browser settings or through our on-site cookie banner. Where required by law, we obtain your prior consent before setting non-essential cookies.

11. Children’s Privacy

Scout-softball.com is not directed to or intended for children under the age of 13. We do not knowingly collect personal data from individuals under 13. If we become aware that we have inadvertently collected such information, we will delete it promptly. Parents or guardians with concerns may contact us at [email protected].

12. Policy Updates and User Notifications

This Privacy Policy may be amended or revised periodically to reflect changes in regulatory requirements, business practices, or technology. Any material changes will be communicated via prominent notices on scout-softball.com or through direct user communication where appropriate. Continued use of our services constitutes acceptance of any updates.

13. Contact Us

If you have questions about this Privacy Policy, a data request, or concerns regarding your privacy rights, you may contact us at:

Email: [email protected]

We are committed to maintaining compliance with GDPR, CCPA, and other applicable privacy laws. We encourage you to reach out with any inquiries or privacy-related concerns so we can address them with care and transparency.