Effective Date: March 14, 2026
Last Updated: March 14, 2026
The Generals Youth Football and Cheerleading Association ("TGYFCA," "we," "us," or "our") is committed to protecting the privacy of our members, including parents, guardians, athletes, coaches, and volunteers. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you use our mobile application and website (collectively, the "Services").
1. Information We Collect
1.1 Personal Information
We collect information you provide directly to us, including:
Account Information: Name, email address, phone number, and password
Family Information: Family member names, relationships, and contact details
Athlete Information: Child's name, date of birth, gender, and team assignments
Medical Information: Emergency contacts, allergies, medical conditions, and physician information (collected for safety purposes)
Payment Information: Billing address and payment card details (processed securely through our payment processor)
Communication Preferences: Email and push notification settings
1.2 Information Collected Automatically
When you use our Services, we automatically collect:
Device Information: Device type, operating system, and unique device identifiers
Usage Data: App features used, pages viewed, and interaction patterns
Location Data: General location based on IP address (we do not collect precise GPS location)
1.3 Information from Third Parties
We may receive information from:
Authentication Providers: When you sign in with Google or Apple, we receive your name and email address
Payment Processors: Transaction confirmation
Background Check Services: Verification status for coaches and volunteers (we do not store detailed background check reports)
2. How We Use Your Information
We use the information we collect to:
Provide Services: Register athletes, manage teams, process payments, and communicate with families
Safety and Emergency Response: Contact guardians and emergency contacts when needed; ensure athlete safety during practices and games
Team Communications: Enable coaches to communicate with parents and guardians about schedules, updates, and team activities
Improve Our Services: Analyze usage patterns to enhance the user experience
Communications: Send registration confirmations, schedule updates, and important announcements
Compliance: Meet legal obligations and enforce our terms
3. Children's Privacy (COPPA Compliance)
TGYFCA takes children's privacy extremely seriously. Our Services involve youth athletes, and we are committed to complying with the Children's Online Privacy Protection Act (COPPA) and protecting minors' information.
3.1 No Direct Collection from Children
We do NOT collect personal information directly from children under 13
We do NOT allow children under 13 to create accounts
All accounts must be created by parents or legal guardians who are 18 years or older
All athlete information is collected from and managed exclusively by parents and guardians
3.2 Parental Rights and Controls
Parents and guardians have the right to:
Review all information we have collected about their child
Update or correct their child's information at any time through the app or by contacting us
Request deletion of their child's information (subject to record-keeping requirements)
To exercise these rights, contact us at info@thegeneralsyfca.org.
3.3 Use of Children's Information
We use athlete (child) information only for:
Team registration and roster management
Emergency contact purposes during practices and games
Communication with parents and guardians about team activities
Age-appropriate team placement
We do NOT:
Use children's information for marketing or advertising
Sell or rent children's information to third parties
Create public profiles for children
Allow children to publicly post personal information
3.4 Verifiable Parental Consent
By registering an athlete, parents and guardians provide verifiable consent for us to collect and use their child's information as described in this policy. Parents must agree to our Terms of Service and this Privacy Policy during registration.
4. Photo and Video Policy
4.1 Team Photos and Videos
During TGYFCA activities, coaches, staff, and official photographers may take photos and videos of athletes for:
Team rosters and identification
Social media and website promotion
Newsletters and announcements
End-of-season slideshows and memories
4.2 Parental Consent for Photos and Videos
By registering an athlete, parents and guardians consent to their child being photographed or recorded during official TGYFCA activities. These images may be used for TGYFCA promotional materials, website, social media, and newsletters.
4.3 Photo Sharing Guidelines
Photos shared on TGYFCA platforms will not include children's full names or other identifying information
We do not permit direct messaging of photos between coaches and individual children
Parents are encouraged to set their own social media privacy settings for photos they share
5. Communication Guidelines
5.1 Coach and Staff Communications
To protect our young athletes, all communications between coaches and staff and families must follow these guidelines:
No Direct Communication with Minors: Coaches and staff communicate with parents and guardians, not directly with children under 18
Use Official Channels: All communications should occur through the TGYFCA app, official email, or team messaging features
Transparency: Parents and guardians have access to all communications regarding their children
Group Communications: When possible, communications should be sent to all team parents rather than individuals
5.2 Emergency Communications
In emergencies during practices or games, coaches may communicate directly with athletes present, but will notify parents and guardians as soon as practicable.
5.3 Communication Records
Communications sent through our platform are logged for safety, accountability, legal purposes, and government compliance requirements.
6. Information Sharing
We do NOT sell your personal information or your children's information. We may share information in the following circumstances:
6.1 Within the Organization
Coaches and Team Staff: Access to athlete names, jersey numbers, emergency contacts, and relevant medical information (allergies, conditions that may affect participation) for their assigned teams only
Team Parents and Coordinators: Access to team roster contact information for coordination purposes
League Administrators: Access to registration and team management data
Background-Checked Personnel Only: Only individuals who have passed required background checks may access athlete information
6.2 Service Providers
We work with trusted third-party service providers who assist us in operating our Services, including providers for authentication, payment processing, data storage, app distribution, push notifications, and background check verification. All service providers are contractually bound to protect your information and use it only for specified purposes.
6.3 Legal Requirements
We may disclose information if required by law, court order, or to:
Protect the safety of our athletes, members, or others
Respond to government or law enforcement requests
Investigate potential violations of our policies
Protect our legal rights
7. Data Security
We implement robust technical and organizational measures to protect your information and your children's information:
Encryption of data in transit (HTTPS and TLS) and at rest
Secure authentication
Role-based access controls (coaches only see their team's information)
Regular security assessments and monitoring
Background checks for coaches and volunteers with data access
Limited access controls for staff and volunteers
8. Data Retention
8.1 General Retention Policy
We retain information for as long as your account is active or as needed to provide services. Account and registration information is retained for 18 months after the end of the calendar year in which the account was last active.
8.2 Athlete Information
Active athletes: Information retained while registered with TGYFCA
Inactive athletes: Basic registration records retained for 3 years for record-keeping and returning player verification
Medical information: Deleted within 90 days of athlete becoming inactive, unless required for legal purposes
8.3 After Account Deletion
Account data is deleted within 30 days of request
Anonymized statistical data may be retained for analytics
Records required for legal compliance, tax purposes, or dispute resolution are retained as required by law
8.4 Safety and Conduct Records
To ensure the safety of our athletes and community, we retain records of individuals who have been banned or removed from TGYFCA programs due to code of conduct violations, safeguarding concerns, or other safety-related issues. This information is retained indefinitely to prevent re-enrollment and protect our athletes.
8.5 Communication Records
Team communications are retained for 2 years for safety, accountability, legal purposes, and government compliance requirements.
9. Your Rights and Choices
You have the right to:
Access: View your personal information and your children's information through your profile
Update: Correct or update information at any time
Delete: Request deletion of your account and associated data (subject to retention requirements in Section 8)
Opt-Out: Manage communication preferences in app settings
Data Portability: Request a copy of your data in a portable format
To exercise these rights, contact us at info@thegeneralsyfca.org.
10. Georgia and Federal Compliance
TGYFCA operates in the State of Georgia and complies with:
COPPA (Children's Online Privacy Protection Act)
Georgia Personal Identity Protection Act
Applicable state youth sports safety regulations
11. Third-Party Links
Our Services may contain links to third-party websites. We are not responsible for the privacy practices of these external sites. We encourage you to review their privacy policies, especially before allowing your children to access them.
12. Changes to This Policy
We may update this Privacy Policy periodically. We will notify you of significant changes through:
In-app notifications
Email to registered users
Notice on our website
Your continued use of the Services after changes constitutes acceptance of the updated policy. For material changes affecting children's information, we will seek renewed parental consent where required.
13. Contact Us
If you have questions, concerns, or requests regarding this Privacy Policy or your children's privacy, please contact us:
The Generals Youth Football and Cheerleading Association
Email: info@thegeneralsyfca.org
Website: https://thegeneralsyfca.org
For urgent child safety concerns, contact us immediately at the email above with "URGENT" in the subject line.
This Privacy Policy applies to The Generals YFC mobile application and website. Last reviewed: March 14, 2026.