This policy explains what information Falcons City SC collects through our website, why we collect it, who can see it, and the choices you have. We have written it for families, so it uses plain language. If anything is unclear, please ask us (see Contact us).
1. Who we are
Falcons City SC (“Falcons City”, “we”, “us”) is a community sports club and a 501(c)(3) nonprofit organization. We offer soccer, chess, basketball, volleyball, swimming and fitness programs for children, youth, families and adults in the United States (Virginia).
This policy covers the US pages of our website, falconscitysc.com, in every language they are offered in.
2. The short version
- We collect only what you type into our forms, plus basic website statistics from Google Analytics.
- We use it to answer you, run our programs and events, review applications, and keep participants safe.
- For anyone under 18, a parent or guardian should fill in the form.
- We photograph and film our programs and events. When a registration form includes the photo and video agreement (for example, our chess tournaments), agreeing to it is required to take part.
- Health answers on the fitness form are seen only by our club coaches. We never share them outside the club and never use them for marketing.
- We send news and offers only if you tick the box asking for them, and you can stop them at any time.
- We do not sell your personal information, photos or videos.
- You can ask us to show you, correct or delete your information.
3. What we collect and why
We collect information when you fill in a form on our website. Each form asks only for what we need for that purpose.
| Form | What we ask for | Why we use it |
|---|---|---|
| General interest / contact (contact page and sport pages) | Parent or guardian name, email, phone, players’ names and ages, sports you are interested in, your message, and whether you want news from us | To answer your question, tell you about the right program for each player’s age, and (only if you ticked the box) send you news |
| Program inquiry (for example, adult soccer) | Name, email, phone, your message, and whether you want news from us | To answer your question about that program |
| Chess tournament registration | Player’s name, date of birth, age group, US Chess ID (if any), parent or guardian name, phone or WhatsApp number, email, the photo and video agreement, interest in chess classes, and whether you want news from us | To register the player, place them in the right age group, enter them in the competition and report results (see section 10), contact you about the tournament, and record the photo and video agreement |
| Weekly chess class registration | Participant’s name and age, parent or guardian name, phone or WhatsApp number, email, chess experience, whether the participant can attend on the class day, and your message | To enroll the participant, plan the class by level, and contact you about the class |
| Careers, board and volunteer applications | Name, email, phone, experience, availability, why you want to join, and areas of interest | To review your application and contact you about it |
| Fitness intake (adults 18 and over only) | Name, age, gender, height, weight, phone, ZIP code, email, fitness goals, activity level, diet, sleep, water intake, supplements, health conditions, injuries, medications and food allergies, and how you heard about us | To build a fitness plan that is safe and suits you. See section 6 |
Our website forms do not ask you to upload files, and we do not take card or bank payments on our website.
4. Information collected automatically
We use Google Analytics 4 on every page to understand how people use our website, so we can improve it. Google Analytics uses cookies (small files saved by your browser, with names starting with _ga) and collects information such as:
- the pages you visit and how long you stay;
- the type of device and browser you use;
- your approximate location (city or country, worked out from your internet connection);
- how you reached our site (for example, from a search or a social media post).
We use this information in summary form. We do not use Google Analytics to identify you by name. Google processes this data under its own terms and privacy policy (https://policies.google.com/privacy). See section 12 for how to turn it off.
5. Children’s information
Many of our players are children. We take extra care with their information.
- A parent or guardian should fill in the form for any participant under 18. Our registration forms ask for the parent or guardian’s name and contact details for players under 18.
- We use a child’s date of birth or age only to place them in the right age group and program.
- We do not knowingly collect information directly from children under 13. If we learn that a child under 13 sent us information without a parent or guardian, we will delete it. If you think this has happened, please contact us.
- A parent or guardian can ask to see, correct or delete their child’s information at any time (see section 15).
- We do not use children’s information for advertising, and we do not send marketing messages to children.
6. Health information from the fitness form
The fitness program is for adults 18 and over only. The fitness intake asks about health conditions, injuries, medications and food allergies, along with your height, weight and habits. We treat this as sensitive information.
- Why we ask: so your coach can plan exercises and nutrition guidance that are safe for you, and avoid anything that could make an injury or condition worse.
- Who can see it: only our club coaches.
- What we never do: we never share your health answers outside the club, never sell them, and never use them for marketing or advertising.
- Not medical advice: Falcons City is a sports club, not a medical provider. The fitness program is not medical advice, as the form explains. Please talk to your doctor before starting a new exercise or diet program, especially if you have a health condition.
- How long we keep it: as long as needed for the program and club records. You can ask us to delete it at any time.
If you have a question about a health answer, or would rather discuss something with your coach than write it in the form, please contact us.
7. Photos and videos
We photograph and film our programs, games, tournaments and events. We use these photos and videos on our website, on all our social media channels, and in flyers and other promotion for the club. We never sell them.
- Agreeing is required to register. When a registration form includes the photo and video agreement (for example, our chess tournaments), you must agree to it to take part. Please read it before you register. If you do not agree, we are not able to accept the registration.
- Removing a photo or video: if you are a parent or guardian and want a photo or video of your child removed, contact us (see section 18). We will remove it from our website and our social media accounts. We cannot recall printed materials already handed out, or copies other people have saved or shared.
- We do not put a child’s full name next to their photo without the parent or guardian’s permission.
8. News and marketing messages
We send news, program updates and offers only if you tick the box on the form asking for them. The box is not required to register.
We send these messages by email, WhatsApp and text message.
To stop them at any time:
- Email: use the unsubscribe link in any email.
- Text message: reply STOP.
- WhatsApp: reply STOP, or tell us in the chat.
- Or contact us (see section 18).
Stopping marketing messages does not affect your registration. We will still send messages you need about a program or event you signed up for, such as schedule changes.
9. How we use your information
We use the information described above to:
- answer your questions and requests;
- register and enroll participants, and place them in the right age group or level;
- run our programs, tournaments and events, and contact you about them;
- enter players in competitions and report results;
- keep participants safe, including using health information as described in section 6;
- arrange insurance coverage and handle insurance claims;
- review job, board and volunteer applications;
- send news and offers, only if you asked for them;
- understand and improve our website;
- protect our website from spam and misuse;
- meet our legal obligations.
10. Who we share information with
We do not sell your personal information. We share it only in these cases:
- Competitions: when a player takes part in a competition, we share the details needed to enter them and report results with the competition’s organizers and governing bodies (for example, US Chess) and the host venue.
- Our insurance provider: for insurance coverage and claims.
- Service providers who help us run the website and handle forms, such as our website host and the systems that store form submissions and send messages. They may use the information only to provide their service to us.
- Google, through Google Analytics, as described in section 4.
- When the law requires it, or when it is needed to protect someone’s safety.
We do not share it for any other purpose. Fitness health answers are never shared outside the club (see section 6).
Services we link to
Some actions on our website take you to other services. Their own privacy policies apply to what you give them there:
- WhatsApp (owned by Meta): if you message us on WhatsApp, we see your phone number, your WhatsApp name and your messages.
- Zelle: if you pay us with Zelle, the payment goes through your own bank. We receive the payment details your bank sends us, such as your name, the amount and any note you add. We do not see your bank login.
- Nelnet: registration and payment for programs at Al Fatih Academy are handled on Nelnet’s website, not ours.
- Google Forms: the community partner form on our Donate page is a Google Form. Your answers are stored by Google and seen by the club.
- Social media (Instagram, Facebook, YouTube, TikTok) and Google Maps: these links open the other service.
11. Links to other websites
Our website links to other websites we do not control. We are not responsible for their privacy practices. Please read their privacy policies before giving them information.
12. Cookies and your choices
Our website uses Google Analytics cookies, described in section 4. You can control them yourself:
- Block or delete cookies in your browser’s settings. Our website still works without them.
- Turn off Google Analytics in your browser with Google’s opt-out add-on: https://tools.google.com/dlpage/gaoptout
13. How long we keep information
We keep your information for as long as needed for club programs and records, and we delete it when you ask (see section 15). Google Analytics keeps its data according to the retention setting in our Google Analytics account, for no longer than 14 months.
14. How we protect your information
- Our website uses a secure, encrypted connection (HTTPS).
- Only people who need the information for their role can see form submissions.
- Our forms have protection against spam and automated misuse.
No website or system is completely secure, so we cannot promise that information will never be lost or misused. If a security problem affects your personal information, we will tell you and the authorities as the law requires.
15. Your choices and rights
You can ask us to:
- tell you what information we have about you or your child;
- correct information that is wrong;
- delete your information;
- remove a photo or video of your child from our website and social media;
- stop sending you marketing messages.
To make a request, contact us (see section 18). We may need to check that you are the person, or the parent or guardian, before we act. We will reply within 30 days. In some cases we may need to keep some information, for example to meet a legal obligation or for an open insurance claim, and we will tell you if so.
Depending on where you live, you may have other rights under the law.
16. Where your information is stored
Your information is stored by the service providers that host our website and handle our forms, and, for website statistics, by Google. These providers may store it in the United States or in other countries.
17. Changes to this policy
We may update this policy when our programs, website or the law change. We will post the new version on this page and change the “Last updated” date at the top. If we make an important change to how we use your information, we will also tell you by email if we have your email address.
18. Contact us
For questions or requests about your privacy:
- Organization: Falcons City SC, a 501(c)(3) nonprofit organization
- Email: support@falconscitysc.com
- Phone / WhatsApp: +1 571-253-1514