Information we collect
- Account and contact information: name, email, phone number, address, role, login credentials, and notification preferences.
- Player and youth information: player name, optional date of birth, jersey number, profile photo, team and roster details, and information a parent or guardian chooses to provide for participation.
- Safety information: emergency contact and medical or safety notes submitted for authorized coaches and administrators.
- Program activity: messages, chat-room participation, documents, schedules, announcements, team assignments, and account actions.
- Billing information: invoices, payment status, transaction identifiers, amount, currency, and limited payment details returned by our processor. Stripe processes complete payment-card information; Diamond Kings does not store complete card numbers.
- Technical information: IP address, browser and device data, timestamps, session cookies, and security logs.
How we use information
We use information to create and secure accounts; manage players, rosters, teams, and seasons; publish schedules and announcements; enable authorized messages and document exchange; receive and investigate safety reports; review chats for safety, security, support, misuse prevention, and legal compliance; send service and selected email notifications; issue invoices and record payments; and meet accounting or legal obligations.
How information is shared
We limit access according to account role and team relationship. During ordinary use, conversations are available to their participants. An authorized administrator with multi-factor authentication may review any conversation in a restricted, read-only monitoring area for safety, security, support, reported concerns, or legal compliance. Administrator reviews are audited and do not add the administrator to the conversation, change participant read status, or send participants a review notification. Private documents remain limited to their intended recipients or other specifically authorized roles.
We may share information with vendors that provide hosting, managed databases, private file storage, email delivery, security, analytics needed to operate the service, and payment processing. These providers receive information only for the services they perform. We may also disclose information when required by law, to protect people or the service, or as part of an organizational transfer with appropriate protections.
We do not sell personal information or use player information for third-party behavioral advertising.
Children and player profiles
Online accounts are intended for parents, guardians, coaches, and administrators—not for children to register independently. A parent or legal guardian must create and manage a child's player profile and confirms they are authorized to provide the child's information. Please do not submit information that is unnecessary for program participation.
If you believe a child submitted information directly without appropriate parent or guardian involvement, contact us so we can investigate, restrict access, or delete it as appropriate.
Payments
Stripe processes online payments on our behalf. Stripe receives payment and device information under its own privacy policy. We receive transaction records and limited payment-method details needed to confirm payment, manage refunds, prevent fraud, and maintain financial records.
Cookies and security logs
We use essential cookies for sign-in, session security, preferences, and protection against fraudulent requests. We may retain security logs to investigate errors, abuse, or unauthorized access. Disabling essential cookies may prevent account features from working.
Retention and security
We keep information while an account or program relationship is active and as reasonably needed for team operations, dispute resolution, safety, accounting, legal compliance, and backup recovery. When an administrator permanently deletes a suspended or archived account, the account and its personal information are removed from the active application, including its login, profile, sessions, messages, uploads, private documents, invitations, and local invoices and payment history belonging to that account.
If the deleted account is the only guardian connected to a player profile, that player profile and its related active-application records are also deleted. If another authorized guardian is connected, the shared player profile remains for that guardian and the deleted account's relationship and uploaded content are removed. Invoices issued to other families remain, but their link to the deleted staff account is removed.
Stripe maintains separate payment and transaction records under Stripe's own privacy and retention practices; deleting a Diamond Kings account does not delete or refund a Stripe transaction. Encrypted disaster-recovery backups and limited security logs may retain data until their normal rotation or expiration and are not returned to ordinary use. If a backup is restored, completed account erasures must be reapplied. We use administrative, technical, and access controls designed to protect information, but no online system can guarantee absolute security.
Your choices
Account holders can update profile information and choose categories of email notifications in account settings. You may ask us to review, correct, export, suspend, archive, or permanently delete personal information. Permanent deletion requires an administrator to suspend or archive the account first and is irreversible. A parent or guardian may request changes to their child's player profile. Contact us for assistance or to make a privacy request.
Changes and contact
We may update this policy as our program, website, or legal obligations change. The effective date above identifies the current version. Material changes will be posted on this page.
To make a privacy request or ask a question, contact:
Diamond Kings Baseball GAMcDonough, Georgia
felix@diamondkingsbaseballga.com