1. Who this covers
Advance Sports Group LLC (“ASG”, “we”) runs registration and operations software for college athletic programs and their camps. When you register a camper on a program’s registration page, that program decides what is collected and why, and we handle it on the program’s behalf. The same is true when a program registered you somewhere else and then uploads its roster to our software to run the camp: the program decides, and we handle the records on its behalf. For our own site, our own marketing list, and our consulting work, we make those decisions ourselves.
2. What we collect from a parent or guardian
- Your name, email address, and phone number.
- An emergency contact name and phone number.
- Your camper’s name, date of birth, graduation year, club, and shirt size.
- Medical information you choose to provide, such as allergies, conditions, and medications.
- Your answer to the photo release and to the ASG marketing question.
- The name you sign the waiver with, and the date and time you submitted the form.
- Payment is handled by our payment processor. We receive a confirmation and an amount. We never see or store your card number.
3. Campers are operations only
Everything about a camper is collected from you, the adult, either on the program’s registration page or by the program through its own registration provider, so the camp can be run safely: check in, grouping, supervision, medical response, and a certificate or evaluation at the end. It is not used for marketing, it is not sold, and it is not sent to anyone outside the camp’s staff and ASG. We never send marketing to a camper, and we do not knowingly collect anything directly from a child.
Medical information is treated as the most sensitive field we hold. It is shown only to the staff who need it to keep your camper safe.
4. Hearing from ASG is a separate choice
Registering does not add you to ASG’s mailing list. There is an unticked box on the registration form naming Advance Sports Group, and only ticking it puts your email address on our list. You can leave at any time using the unsubscribe link in any message, and we keep a record that you left rather than deleting the fact of the request.
Separately, the program you registered with will contact you about its own camp. That is the program’s communication, and its own privacy practices apply.
5. Cookies and site measurement
We do not use advertising cookies, tracking pixels, or third party analytics on this site, which is why you are not being asked to consent to any. The only cookies we set are the ones that keep a signed in coach or administrator signed in. Those are strictly necessary for the service to function and cannot be turned off while you are logged in.
We do count page views. That count records the page address, the site it was reached from, and the time. It sets no cookie, stores no IP address, and carries no identifier, so it tells us that a page was viewed and never who viewed it.
6. Who sees your information
- Staff of the camp you registered for, limited to what their role requires.
- ASG personnel operating and supporting the platform.
- Our service providers: hosting, database, payment processing, and email delivery. They act on our instructions and for no purpose of their own.
- Anyone we are legally required to disclose to, or where disclosure is necessary to protect someone’s safety.
We do not sell personal information, and we do not share it for targeted advertising.
7. Aggregated statistics
We produce aggregate figures across camps, such as how far ahead families typically register. Nothing is reported from a group smaller than twenty records, and we do not attempt to identify anyone from those figures.
8. How long we keep it
Different records have different jobs, so they are kept for different lengths of time:
- Registration and camp records are kept while the camp’s program remains a client, and for up to three years afterward for the program’s own records and returning families.
- The waiver and the policy versions you agreed to are kept until the camper turns 18, plus two years. These outlive everything else because they are the record of what was agreed, and claims involving a minor can be brought after the minor comes of age.
- Medical information exists to run the camp safely, not to be a record. It is deleted or stripped of anything identifying within one year after the camp ends, unless it is part of an incident report.
- Records a program uploads from another registration provider are kept for as long as the program keeps its account with us, so its staff can look back at past camps, and are deleted when the program asks or ninety days after it closes the account. Medical information in them follows the one year rule above.
- The contact details a program keeps for its coaches and staff (name, school, role, phone number, and email address) are kept for as long as the program keeps its account with us, so a coach is not entered again for every camp, and are deleted when the program asks or ninety days after it closes the account. They are never shown to families.
- Payment records are kept for seven years, as tax and accounting law requires.
- Marketing consent records are kept for as long as we hold the address, plus a record of any withdrawal.
When a period ends, the record is deleted or de-identified. If you ask us to remove something sooner, section 9 applies.
9. Your choices
You can ask us to do any of the following, and we will not charge you for it:
- Tell you what we hold about you and your camper.
- Correct anything that is wrong.
- Delete it, except where we are required to keep a record.
- Send you a copy in a portable file.
- Stop sending you ASG marketing.
Write to us at the contact address published on our site. We may need to confirm you are the parent or guardian on the registration before we act. Virginia residents, and residents of other states with comparable laws, have these rights by statute and may appeal a refusal by replying to our decision.
10. Security
Data is encrypted in transit and at rest, access is restricted by role, administrative access requires a second factor at every sign in, and staff see only the camps they are assigned to. No system is perfect; if a breach affects your information we will notify you and the relevant authorities as the law requires. The one exception is a family the program registered somewhere else and uploaded to us: we notify the program, which holds your contact details and its own relationship with you, and help it notify you.
11. Changes and contact
Each version of this notice carries the version stamp shown at the top of this page, and we record which version was in force when someone registered. Material changes are posted here before they take effect. Questions go to Advance Sports Group at the contact address published on our site.