Privacy policy.

Martinsburg Misfits

Effective Date: 1/1/2026

1. Introduction

Martinsburg Misfits Travel Baseball (“we,” “our,” or “us”) is committed to protecting the privacy and personal information of our youth athletes, parents, guardians, coaches, and staff. This Privacy Policy describes how we collect, use, store, and safeguard personal information in connection with participation, travel, competitions, and related team activities within West Virginia and beyond.

2. Information We Collect

a. Information About Youth Athletes (Under 18)

We collect only information necessary for safe participation and travel, including:

  • Full name and date of birth

  • Gender and jersey number (if applicable)

  • Parent or legal guardian contact information

  • Emergency contact details

  • Medical information relevant to participation (e.g., allergies, medications, injuries), provided voluntarily

  • Travel identification information (such as passport details for international travel only)

b. Information About Parents or Guardians

  • Name

  • Email address and phone number

  • Consent and authorization records

  • Payment or reimbursement records (if applicable)

3. Parental Consent and COPPA Compliance

In accordance with the Children’s Online Privacy Protection Act (COPPA), we collect and use personal information from minors only with verifiable parental or legal guardian consent. Parents or guardians may review, update, or request deletion of their child’s personal information at any time.

4. How We Use Personal Information

Personal information is used solely for legitimate youth sports purposes, including:

  • Registering athletes and maintaining eligibility records

  • Coordinating practices, games, tournaments, and team travel

  • Booking transportation and accommodations

  • Ensuring athlete safety, medical preparedness, and emergency response

  • Communicating schedules, updates, and team-related information

  • Complying with league, tournament, school, and legal requirements

We do not use personal information for advertising or commercial marketing.

5. Information Sharing

Personal information may be shared only as necessary with:

  • Coaches, team managers, chaperones, and authorized volunteers

  • Travel providers (airlines, hotels, buses, or charter services)

  • Medical professionals or emergency responders

  • Insurance providers

  • Leagues, tournaments, or governing bodies when required

We do not sell or rent personal information to third parties.

6. Protection of Children’s Information

We take special care to protect children’s personal information by:

  • Limiting data collection to what is reasonably necessary

  • Restricting access to authorized personnel only

  • Securing digital records and locking physical records

  • Treating medical and emergency information as confidential

7. West Virginia Child Protection Considerations

Consistent with West Virginia child protection laws, team personnel may be required to report suspected abuse or neglect to appropriate authorities. Personal information may be disclosed only when legally required to protect the health or safety of a child.

8. Data Security

We use reasonable administrative, technical, and physical safeguards to protect personal information from unauthorized access, loss, misuse, or disclosure.

9. Data Retention

Personal information is retained only for as long as necessary to support team operations, satisfy legal or governing-body requirements, or ensure athlete safety. Information is securely deleted or destroyed when no longer required.

10. Parent and Athlete Rights

Parents or legal guardians have the right to:

  • Review their child’s personal information

  • Request corrections or updates

  • Request deletion of data, subject to legal or league requirements

  • Withdraw consent where applicable

Requests may be submitted using the contact information below.

11. Travel Outside West Virginia

Team travel may involve sharing limited personal information across state or national borders. Reasonable safeguards are used to protect information during such transfers.

12. Policy Updates

This Privacy Policy may be updated periodically. Material changes will be communicated to parents or guardians, and the effective date will be updated.

13. Contact Information

For privacy-related questions or requests, please contact:

Martinsburg Misfits– Privacy Coordinator
Email: martinsburgmisfits@gmail.com