NYSCOS Hub Privacy Notice

Scope

This notice explains how New York State Certified Officials of Soccer, Inc. ("NYSCOS") handles information through nyscos.org and the NYSCOS Hub. A separate service linked from the Hub may have its own privacy notice.

Information We Collect and Its Sources

The Hub may collect information you submit, including your name, email address, phone number, general location, preferred contact method, local board affiliation, role, message content, and referee-, certification-, membership-, or account-related details. NYSCOS may also use existing membership, certification, account, and local board records supplied by NYSCOS officers, authorized board representatives, or service providers.

Hosting and security systems may automatically process an IP address, date and time, requested page, referring page, browser, device, network, cookie or similar identifier, and request or error details. NYSCOS uses some of this information for security, rate limiting, troubleshooting, and basic site measurement.

How We Use Information

Information is used to respond to inquiries, route questions to the right NYSCOS or local board contact, support membership and certification administration, maintain official records, operate and improve the Hub, protect accounts and systems, prevent misuse, and communicate NYSCOS-related updates.

Sharing

NYSCOS does not operate a data-broker business or receive payment for personal information. Information may be shared with NYSCOS officers, authorized local board administrators, and service providers that help operate NYSCOS activities. NYSCOS may also disclose information when reasonably necessary for legal, safety, security, governance, dispute-resolution, or recordkeeping purposes, or as part of an authorized organizational transaction.

Service Providers

Current Hub providers include:

• Vercel for hosting, delivery, request handling, and logs;
• Airtable for NYSCOS records, submissions, and operations;
• Clerk for account authentication and required account cookies;
• Google Analytics for measurement on public Hub pages; and
• email and Google Workspace services for communications and records.

Providers and functions may change as the Hub changes. Each provider handles information under its applicable agreements, settings, and notices.

Analytics and Cookies

The Hub uses required cookies for account, security, access, and preference functions. NYSCOS also uses Google Analytics on public pages to understand how visitors find and use the Hub. Analytics may process page views, approximate location, device and browser information, and interactions with public content using cookies or similar identifiers. NYSCOS does not deliberately send names, email addresses, phone numbers, or payment information to Google Analytics. Analytics is not loaded on the prospective-referee inquiry, sign-in, account-help, member, regional-admin, or state-admin pages. Learn more about how Google uses information from sites that use its services.

Analytics Choices

Use the control below to stop this Hub from loading Google Analytics on this browser. The Hub stores a necessary preference cookie for one year to remember the choice. The choice does not delete information already collected, does not carry to another browser or device, and may need to be set again if cookies are cleared.

Checking this browser's Analytics preference...

You may also install the Google Analytics opt-out browser add-on for supported browsers.

External Services

The Hub may link to Capelli Sport, Google Forms, Google Drive, maps, and other separately operated services. Information you give directly to an external service is handled under that service's notice. NYSCOS or an authorized local board may receive resulting records, such as an exam result, form response, or order confirmation, when the service or user sends them.

Security and Retention

NYSCOS uses administrative, technical, and operational safeguards intended to protect information handled through the Hub. No online system can be guaranteed completely secure. Information is kept only as long as reasonably needed for the purpose collected and for official records, membership and certification administration, dispute resolution, security, legal compliance, and backup or continuity needs. Different record categories may require different retention periods.

Access, Correction, and Deletion Requests

You may ask NYSCOS to review, correct, or delete personal information associated with you. NYSCOS may need to verify your identity and may retain information when required for official records, security, legal, governance, or dispute-resolution purposes. A request may not remove information controlled by a local board or separate service; NYSCOS will explain the applicable route when reasonably possible.

Children and Youth Officials

The Hub may provide information relevant to youth officials, but it is not directed to children under 13. The prospective-referee inquiry must be submitted by someone who is at least 18. If the inquiry concerns someone under 18, the submitter must be that person's parent or legal guardian. Anyone under 18 should involve a parent or legal guardian and an authorized local board representative before creating a Hub account. A child under 13 should not submit personal information directly; a parent or legal guardian should contact NYSCOS instead. A parent or legal guardian who believes a child provided information may request a review or deletion through the contact information below.

Changes to This Notice

NYSCOS may update this notice as the Hub, providers, or practices change. The date above identifies the current version. Material changes may also be highlighted on the Hub or through another reasonable notice.

Questions

For a privacy question or request, email chris.crocker@nyscos.org with the subject "NYSCOS Hub Privacy Request," or use the NYSCOS contact page.