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Privacy Policy

Last updated: January 2025

Your privacy matters to us. This policy explains what information we collect when you register with NCHC, how we use it, and how we keep it safe. We only collect what's necessary to run the league—nothing more.

Who We Are

The National Capital Hoops Circuit (NCHC) is a basketball league based in Ottawa, Ontario. We use software licensed from SimpleHoops to manage team registrations, schedules, rosters, and communications.

Here's how it works: NCHC operates the league and controls your data. SimpleHoops provides the technology platform that stores and processes this information on our behalf. Both NCHC and SimpleHoops are committed to protecting your privacy.

What Information We Collect

When You Register a Team

  • Your name and email address (as team contact)
  • Team name and location (city)
  • Player names and jersey numbers for rosters
  • Division and session preferences
  • Phone number (optional, for urgent communications)

When You Make Payments

  • Payment information is processed by Stripe (a secure payment processor)
  • We never see or store your full credit card number
  • We only receive confirmation that payment was successful

Technical Information

To keep the website running smoothly, we collect:

  • Device type and browser information
  • Pages you visit on our website
  • How you interact with our forms and schedules

This helps us fix bugs and improve the user experience. We don't use this to track you around the internet.

How We Use Your Information

We only use your information to run the league:

  • Process your team registration and payments
  • Create schedules and publish game results
  • Display rosters and standings on the website
  • Send important league updates (schedule changes, registration deadlines)
  • Respond to your support questions
  • Improve our website and fix technical issues

What We DON'T Do

Let's be crystal clear about what we don't do:

  • We don't sell your data. Ever. To anyone.
  • We don't send spam. Only essential league communications.
  • We don't use advertising trackers. No third-party ad networks.
  • We don't share your information except as described below.

Who Can See Your Information

Public Information

Some information is visible on our public website:

  • Team names and locations
  • Player names and jersey numbers (on rosters)
  • Game schedules and results
  • Standings and statistics

This is standard for sports leagues—fans, families, and other teams need access to this information.

Private Information

Your contact information (email, phone) is kept private and only used by NCHC staff for league communications.

Third-Party Services We Use

To operate the league, we work with trusted service providers:

SimpleHoops (Technology Platform)

Provides the software we use to manage registrations, rosters, and schedules. Your data is stored securely using Supabase (encrypted cloud database).

Stripe (Payment Processing)

Processes all payments securely. Stripe is PCI-compliant and handles millions of transactions globally. We never see your full credit card information.

Vercel (Website Hosting)

Hosts our website and provides basic analytics about page performance. This helps us keep the site fast and reliable.

Email Services

We use Postmark to send league updates and registration confirmations. Your email address is only used for NCHC communications.

Information About Players

Many players in our leagues are minors. Here's what parents and guardians should know:

  • We only collect player names and jersey numbers—no direct contact information for minors
  • Player information is only used for rosters, schedules, and statistics
  • Parents/guardians provide consent through the team coach or manager
  • Player names appear on public rosters (standard for youth sports)
  • Parents can request their child's information be removed by contacting us or their team manager

Your Rights and Choices

You have the right to:

  • View your information: Log into your team account anytime
  • Update your information: Edit team or player details through your account
  • Delete your account: Contact us to remove your team and associated data
  • Opt out of emails: Unsubscribe from non-essential communications (schedule updates are required)
  • Export your data: Request a copy of your information

To exercise these rights, email us at privacy@natcaphoops.com

How We Keep Your Information Safe

  • All data is encrypted in transit (HTTPS/TLS)
  • Passwords are hashed and never stored in plain text
  • Data is stored in secure cloud databases with restricted access
  • Payment processing meets industry security standards (PCI compliance)
  • We regularly review and update our security practices

No system is 100% secure, but we use industry-standard protections and work with reputable providers to keep your information safe.

How Long We Keep Your Information

We keep your information for as long as your team is active in the league, plus one additional season for historical records (past schedules, standings). After that, we delete personal contact information but may retain anonymized statistics for league history.

Changes to This Policy

We may update this policy occasionally to reflect changes in our practices or legal requirements. If we make significant changes, we'll notify you by email. The "Last updated" date at the top shows when changes were made.

Contact Us

Questions about privacy or how we handle your information?

Plain English Summary

We collect team names, player names, and contact info to run the league. This information appears on schedules and rosters (normal for sports leagues). Your email and payment info stay private. We use SimpleHoops software and trusted partners like Stripe to keep everything secure. We don't sell your data or send spam. You can view, update, or delete your information anytime. Questions? Just ask.