Privacy Policy

1. Who we are

This website was developed for the Woodford Youth Soccer Association (“WYSA”), a Kentucky-registered 501(c)(3) non-profit corporation based in Versailles, Kentucky. WYSA has run recreational youth soccer in Woodford County since 1984. The World Cup Pools competition is a community fundraiser for WYSA programs, including the Financial Assistance Program that helps under-served children play soccer.

For privacy purposes, the “data controller” for information collected on this site is WYSA. Contact information is at the bottom of this page.

2. What we collect, and why

2.1 Information you give us when you register

• First name and last name — so we can address you correctly and for our records.
• Email address — for sign-in, password reset, the welcome email, the donation link we'll send if you pledged, and (after the tournament) your donation acknowledgment if you donated.
• Bracket display name — shown on the public leaderboard so other participants can see who is in the lead. You choose this name; it does not have to be your real name.
• Password — stored only as a one-way hash. We never see, store, or have access to your plain-text password.
• Age confirmation — the date and time you confirmed you are 18 years of age or older.
• Optional WYSA player connection — if you indicate that a registered WYSA player is in your family, the player’s first name, last name, and date of birth, used only to thank you in the WYSA community.

2.2 Information you create as you use the site

• Your bracket picks — group-stage results, knockout-round winners, third-place selections, and tiebreaker prediction.
• Your leaderboard scores — calculated automatically from your picks and actual match results.

2.3 Information collected automatically

• IP address — logged at registration for fraud and abuse prevention.
• Authentication cookies — required to keep you signed in. See section 11.

2.4 Information if you pledge or donate

• Pledge amount, date, and optional note — recorded on your account when you submit the pledge form on /donate. The pledge is a record of intent only; no money moves at this stage.
• Donation amount and date — recorded against your account if and when WYSA confirms that you completed the donation through the link emailed to you. The donation itself runs on WYSA's donation store on GotSport; WYSA reconciles donations from GotSport's sales reports and never sees your card details.

We do not store, see, or have access to your credit card number, CVV, billing address, or any other payment-card data. Payment is processed entirely on GotSport’s servers (see section 4).

3. How we use your information

We use the information above to:

• Run your bracket and the public leaderboard.
• Send you a welcome email after registration, a direct WYSA donation link if you pledged, and (if you donated) a donation acknowledgment after the tournament.
• Detect and prevent fraud, abuse, and duplicate accounts.
• Generate aggregated statistics about participation for WYSA leadership (totals only, never with personally identifying information attached).
• Communicate with you about this competition or significant changes to the site (we will not add you to any general WYSA marketing list without your separate consent).

We do not use your information to:

• Sell, rent, or trade it to anyone.
• Show you advertising.
• Build profiles for advertising networks or third parties.

4. Pledges, donations, and GotSport

Pledges are collected through the /donate page on this site. A pledge records your name, email, intended donation amount, and an optional note. Pledges are not payments — no money moves when you pledge.

Donations themselves are processed by GotSport, the youth-soccer registration and commerce platform, through WYSA's own donation store on GotSport. After you pledge, WYSA will email you a secure link to that store. Clicking that link takes you to WYSA's GotSport donation store; you enter your card details directly into GotSport. Neither this site nor WYSA ever sees them. GotSport transfers the funds to WYSA, and WYSA records your donation as a tax-deductible charitable contribution to a 501(c)(3) non-profit. WYSA will send you an acknowledgment suitable for tax-filing purposes after the tournament concludes.

Processing fee. GotSport adds a software processing fee on top of the donation amount, shown to you at checkout. The total charged to your card is therefore slightly more than the donation amount you selected (for example, a small fee on $20, and a larger fee on $100). The full donation amount is paid to WYSA; the fee is paid to GotSport for the use of their platform.

GotSport's collection and use of your information is governed by GotSport's own privacy policy, available at home.gotsoccer.com/p.aspx?p=Privacy.

5. Emails we send you

Emails are delivered via SendGrid, Inc., a third-party email provider. The only emails we send are:

• A welcome email immediately after you register.
• A password-reset email when you request one.
• If you pledged: a link to WYSA's donation store on GotSport (typically within 2 weeks of your pledge) so you can complete the actual donation directly to WYSA.
• If you donated: a tax-deductible donation acknowledgment from WYSA (typically before December 31, 2026) confirming the amount and date.
• Rarely, an essential service notice (for example, a security issue or a change to this Privacy Policy).

We do not send marketing or promotional emails through this system.

6. Who else sees your information

• WYSA leadership and the volunteer running this site can see all registered participants, donations, and picks — required for the pool to function.
• Other participants can see your bracket display name and score on the public leaderboard (visible only to signed-in participants). They cannot see your real name, your email, or your picks before the tournament concludes.
• GotSport processes donation payments via WYSA's GotSport donation store (see section 4).
• SendGrid delivers transactional emails (see section 5).
• DigitalOcean hosts the server.

We do not share your information with any other third party except where required by law (for example, a valid court order).

7. How long we keep it

• Account data and picks: kept until the end of the 2026 tournament plus seven years, then deleted, unless you ask us to delete sooner (see section 9).
• Pledge records: kept for seven years for our own bookkeeping and to confirm we sent the donation link.
• Donation records: kept for seven years to meet IRS recordkeeping requirements for 501(c)(3) charitable contributions.
• Server logs and IP addresses: kept for up to 90 days for fraud and abuse investigation, then automatically purged.
• Database backups: kept indefinitely on the WYSA server and emailed nightly to a WYSA-controlled inbox. Backups are not deleted.

8. How we protect it

• The website is served only over HTTPS (encrypted in transit).
• Passwords are stored as one-way hashes (PBKDF2, the ASP.NET Identity default). We cannot recover your password, only reset it.
• The database is firewalled to the application server only — it is not exposed to the public internet.
• GotSport handles all payment card data on its own PCI-compliant infrastructure; WYSA’s servers never touch card numbers.
• No system is perfectly secure. If you believe your account has been compromised, contact us immediately at the address in section 13.

9. Your rights

You can, at any time:

• See what we hold about you — email us at the address in section 13 and we will send you a copy of your account data.
• Correct it — you can edit your bracket display name and email yourself in your account, or email us for anything else.
• Delete it — email us and we will delete your account and picks, except for donation records that WYSA must retain for IRS recordkeeping (these will be anonymized to the extent permitted by law).
• Export it — we will provide a copy of your data in JSON or CSV format on request.
• Withdraw consent — you can close your account at any time.

Depending on where you live, you may have additional rights under California (CCPA), Virginia, Colorado, or other state privacy laws. We honor all such rights to the extent they apply.

10. Age requirement (18+)

This pool is for adults only. You must be 18 years of age or older to register. We confirm this at registration with a required checkbox and record the date and time of your confirmation. If we learn that someone under 18 has registered, we will delete the account.

The pool is not directed at children, and we do not knowingly collect information from anyone under 18.

11. Cookies and tracking

We use only the cookies that are strictly necessary to make the site function:

• Authentication cookie — keeps you signed in.
• Anti-forgery cookie — protects forms (sign-in, registration) against cross-site request forgery.
• GotSport’s cookies — set on GotSport’s donation-store and checkout pages, governed by GotSport’s privacy policy.

We do not use Google Analytics, Facebook Pixel, advertising cookies, or any third-party tracking. There is no cookie banner because none of our cookies require one under US law — they are all strictly necessary.

12. Changes to this policy

If we change this policy in any substantive way, we will update the “Effective” date at the top and email signed-in users a summary of the change. Continuing to use the site after that date constitutes acceptance of the updated policy.

13. How to contact us

Privacy questions, data-access requests, deletion requests, or any concern about how WYSA handles your information:

• Email: wysa.sponsors@gmail.com
• Mailing address: Woodford Youth Soccer Association, Versailles, Kentucky 40383

We will respond within 30 days.