1. Introduction
Canyon View Water Polo Association, Inc. values the trust that athletes, families, coaches, and visitors place in us every single day. This Privacy Policy explains how the organization collects, uses, stores, and protects personal information when you visit our website, enroll in a program, contact our office, register for an event, or interact with us in any other way. We have written this policy in plain language so that everyone can understand exactly what happens to personal data from the moment it reaches us.
Our website and the online services connected to it are developed and operated by the developer CanyonView. CanyonView builds and maintains the digital tools we use to serve our community, and works under our direction to keep those tools safe, reliable, and respectful of your privacy. Together, Canyon View Water Polo Association, Inc. and CanyonView are committed to handling personal information responsibly and in line with the promises described in this document.
By using our website or enrolling in any of our programs, you agree to the practices described in this Privacy Policy. If you do not agree with any part of this policy, you may choose not to use our website or to contact us with any questions before sharing personal information. We encourage every family to read this policy carefully and to reach out to us any time something is unclear.
2. Scope of This Policy
This Privacy Policy applies to all personal information we collect through our website at https://www.filialpeace.mom, through our email communications, through program registration forms, through tournament and event signups, and through any other service we operate. The policy also covers personal information we receive about individuals who contact our office by email at mail@filialpeace.mom or by phone at +13869773429.
This policy does not apply to information handled by third party platforms that we do not control, such as social media networks, payment processors, or venue partners, except where we specifically describe how information shared with those partners is used. When you visit an external website through a link on our pages, that website has its own privacy practices, and we encourage you to review its policies before providing personal information.
Our organization is based in the United States, and our physical office is located at 2312 W 4925 N, Cedar City - 84721-6200, United States (US). References in this policy to we, us, our, or the Association refer to Canyon View Water Polo Association, Inc. unless stated otherwise.
3. Information We Collect
The amount and type of information we collect depends on how you interact with us. A visitor who simply reads our website provides very little information, while a family that registers a child for a season provides a fuller set of details needed to run the program safely and well. In every case, we collect only the information that is reasonably necessary for the purpose at hand, and we never collect data just because we can.
We collect personal information in three broad categories: information you provide directly, information we collect automatically through your use of the website, and information we receive from third party sources such as schools, other clubs, or event organizers. Each category is described in more detail in the sections below.
We do not intentionally collect sensitive categories of personal information such as precise health records, race, or religious affiliation, except to the limited extent required for emergency care or regulatory compliance, and only when we ask for and receive your explicit consent.
4. Information You Provide Directly
When you contact us, enroll in a program, register for a tournament, or volunteer with the Association, you provide information that we use to serve you. This typically includes your full name, a contact email address, a phone number, a mailing or home address, the names and birth dates of participating athletes, emergency contact details, and any notes you choose to share about experience level or medical considerations relevant to safe participation.
If you submit a message through our contact form, we receive your name, email address, subject line, and the contents of your message. If you reach us by phone at +13869773429, we may keep a record of the call details and any notes taken by our staff. If you send email to mail@filialpeace.mom, we keep the correspondence and any attachments you include so that we can respond and maintain a record of our service to you.
For certain activities, such as team travel or tournament hosting, we may ask for additional details such as jersey sizes, dietary preferences, or parent and guardian authorizations. We clearly label which fields are required and which are optional, and we only request the information needed for the specific activity.
5. Information Collected Automatically
Like most modern websites, ours collects a small amount of technical information automatically when you visit. This includes your internet protocol address, the type of browser and operating system you use, the pages you view, the time and date of your visit, the website that referred you to us, and approximate geographic location derived from your internet protocol address. This information helps us understand how visitors use the site and where we can improve.
We also use cookies and similar technologies, described in more detail later in this policy, to remember your preferences and to measure how effective our content is. The automatic information we collect is aggregated and analyzed in a way that helps us serve our community better, and it is not used to build detailed profiles of individual visitors without their knowledge.
Our web server logs are retained for a limited period for security monitoring and troubleshooting. These logs are accessible only to authorized staff and to the developer CanyonView, who operates and maintains the technical infrastructure behind our website.
6. Information from Third Parties
In some situations, we receive information about individuals from third party sources. Schools and other clubs may refer a young athlete to our programs and share basic contact and age information with our consent. Tournament organizers may provide rosters and contact details for teams entering events that we host. Occasionally, community partners share names and contact information of families who have expressed interest in aquatics programs.
We treat information received from third parties with the same care as information we collect directly. We use it only for the purposes described in this policy, and we expect the organizations that share it with us to have the proper authority to do so. If you believe information about you or your family was shared with us without proper consent, please contact us and we will investigate promptly.
7. How We Use Your Information
We use personal information for the specific purposes for which it was collected, and for closely related purposes that any reasonable person would expect. The primary uses include processing program registrations, managing practice and game schedules, communicating season updates and important notices, processing payments for fees and merchandise, arranging team travel and tournament entries, and providing emergency care information to on deck staff when needed.
We also use contact information to respond to inquiries, to follow up on messages received through our contact form, and to keep families informed about upcoming events, clinics, and volunteer opportunities. We may use aggregated and anonymized information for planning, reporting, and improving our programs, such as measuring participation levels or evaluating the effectiveness of our website.
We do not sell personal information to any third party, and we do not use personal information for advertising that is unrelated to the mission of our Association. Any communication we send is intended to serve our community, and every email we send includes a simple way to adjust preferences or stop future messages.
8. Legal Bases for Processing
We process personal information on a careful legal foundation. For most program-related activity, we process information because it is necessary to perform a contract with you, such as registering an athlete for a season or confirming a tournament entry. When we process information to respond to an inquiry or to send requested information, we rely on the legitimate interests of our organization in serving its community and operating efficiently.
Where we rely on consent, such as for certain communications or for the processing of information you mark as sensitive, we obtain your consent before collecting the information and we respect your right to withdraw consent at any time. Withdrawal of consent does not affect the lawfulness of processing that happened before the withdrawal.
In limited circumstances, we may process information to comply with a legal obligation, such as tax reporting, insurance requirements, or a lawful request from an authority. We also reserve the right to process information where necessary to protect the vital interests of any individual, such as in an emergency situation at the pool.
11. Privacy for Children
Because our programs serve young athletes, we are especially careful about the personal information of children. We do not knowingly collect personal information from children without the involvement of a parent or legal guardian, and we do not condition a child participation on providing more information than is reasonably necessary to take part in an activity.
When a family registers a child for a program, we collect the child name, birth date, emergency contact details, and other information needed for safe participation, always with the understanding that a parent or guardian provides this information. We do not publish photographs or athlete names without the written permission of a parent or guardian, and we review such permissions regularly.
If you believe that we have collected personal information from a child without proper parental consent, please contact us immediately at mail@filialpeace.mom or by phone at +13869773429. We will investigate the matter and, if appropriate, delete the information promptly and take any other corrective action required by law.
12. Data Retention
We keep personal information only for as long as we have a legitimate need to keep it, after which we delete or anonymize it in a secure manner. Registration and attendance records for active participants are retained for the duration of their involvement plus a reasonable period to support insurance, tax, and historical reporting requirements. Correspondence is retained for the period needed to resolve any follow up questions or concerns.
Where a record is subject to a legal, accounting, or insurance requirement, we follow the applicable retention period set by law. Where no requirement exists, we apply a sensible default such as retaining program records for several seasons before review and deletion. Our retention schedule is reviewed periodically to make sure we are not holding information longer than necessary.
When we delete personal information, we do so using methods designed to prevent recovery, such as secure deletion of files and destruction of paper records. In some cases, we may retain anonymized aggregate data for planning purposes after the underlying personal information has been removed.
13. Data Security
Protecting personal information is a responsibility we take seriously. We use administrative, technical, and physical safeguards designed to keep data secure from unauthorized access, alteration, disclosure, or destruction. Access to personal information is limited to staff and volunteers who need it to perform their duties, and our technical infrastructure is maintained by the developer CanyonView under our direction.
We use secure connections for the parts of our website that involve sensitive information, and we apply appropriate access controls to the systems where personal information is stored. Our staff receive guidance on privacy and data handling practices, and we review our security measures on a regular basis to adapt to new risks.
No method of transmission over the internet or method of electronic storage is completely secure, and we cannot guarantee absolute security. If you have reason to believe that your interaction with us was not secure, please contact us right away so that we can investigate and respond appropriately.
14. Your Privacy Rights
Depending on where you live, you may have certain rights regarding your personal information. These may include the right to access the personal information we hold about you, the right to request correction of inaccurate information, the right to request deletion of information we no longer need, and the right to object to or restrict certain processing activities.
If you would like to exercise any of these rights, you may contact us by email at mail@filialpeace.mom or by phone at +13869773429. We will respond to your request within the time period required by law, and we will verify your identity before fulfilling the request to protect your information from unauthorized access.
We will not discriminate against you for exercising your privacy rights. If we cannot fulfill a request, we will explain why and provide you with information about how to escalate the matter if you are not satisfied with our response.
15. International Data Transfers
Our organization operates from the United States, and the personal information we collect is stored and processed in the United States. If you are located in another country, your information may be transferred to and processed in the United States, where data protection laws may differ from those in your country of residence.
When we transfer personal information across borders, we apply safeguards designed to keep the information protected, including appropriate agreements with service providers and the same administrative, technical, and physical measures described in this policy. By providing your information to us, you understand that it may be processed in the United States.
We work primarily with families and teams in the western United States, and we do not operate programs that require the routine international transfer of personal information. Should we ever process data in a way that involves another country, we will apply the principles of this policy and applicable law in every location.
16. Third Party Links and Services
Our website may contain links to external websites and services operated by other organizations, such as governing bodies, league partners, community sponsors, or payment platforms. We provide these links for your convenience, but we do not control these external services and we are not responsible for their privacy practices.
When you follow a link to an external website, the privacy policy of that website applies to your use of it. We encourage you to review the privacy policies of any external service before you provide personal information, particularly when that service collects payment details or login credentials.
This Privacy Policy governs only information collected through our own website and services. If you have questions about how an external service handles your data, we recommend contacting that service directly.
17. Changes to This Privacy Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, in the law, or in the way we operate our programs. When we make material changes, we will update the effective date at the top of this page and, where appropriate, notify our community through the contact information we have on file.
We encourage you to review this Privacy Policy periodically so that you remain informed about how we protect personal information. Continued use of our website or continued participation in our programs after a change takes effect constitutes acceptance of the updated policy.
If we make a significant change that affects your rights, we will make reasonable efforts to inform you in advance, such as through an email notice, a notice on our website, or another appropriate channel, so that you have the opportunity to review the changes before they take effect.
18. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Policy or the way we handle personal information, we would be glad to hear from you. You may reach our office by email at mail@filialpeace.mom or by phone at +13869773429, or by mail at the address below.
Canyon View Water Polo Association, Inc.
2312 W 4925 N, Cedar City - 84721-6200, United States (US)
We aim to respond to all privacy inquiries within a reasonable time and usually within the time period required by applicable law. Thank you for trusting Canyon View Water Polo Association, Inc. with your family information. We are honored to serve you, and we remain committed to protecting the privacy of everyone who joins us in the water.