Privacy &
data handling.

Information we collect

The player waiver collects your full legal name, email address, electronic signature, confirmation that you are at least 18 years old, and confirmation that you accepted the waiver.

You may also choose to provide an emergency contact’s name, relationship to you, and phone number. Those fields are optional.

To preserve the integrity of the signed record and protect the form, we also save the submission date and time, a generated record number, the waiver version and document fingerprint, and limited browser or device information associated with the submission.

The waiver form does not request payment-card details, Social Security numbers, or medical records.

How we use information

We use waiver information to:

• document your agreement and eligibility to participate;
• manage and verify signed player records;
• respond to safety, legal, insurance, or dispute-related matters; and
• protect the form from abuse and troubleshoot failed submissions.

Optional emergency-contact information is used only when an injury or other urgent situation makes it reasonably necessary to contact someone on your behalf. It is not used for marketing, match announcements, or general roster communication.

Storage and access

Information is transmitted through an encrypted HTTPS connection. Each completed waiver is saved as a signed PDF, with a related index record, in a private Google Drive folder and Google Sheet controlled by HAFC.

Access is limited to the organizer responsible for managing waiver records. Website, security, and storage service providers may process information only as needed to deliver those services. No online storage method can be guaranteed to be completely secure, but we limit the data collected and the people who can access it.

When information may be shared

We do not sell or rent player information. Information may be disclosed only when reasonably necessary to contact your emergency contact, obtain emergency assistance, comply with law or legal process, address a claim or insurance matter, protect participants or facilities, or work with service providers that support the waiver system.

Retention

Signed waivers may be retained for as long as reasonably necessary to administer HAFC activities and address safety, legal, insurance, or recordkeeping needs. Optional emergency-contact information is kept only while it remains reasonably relevant to those purposes. Information is deleted or de-identified when it is no longer reasonably needed.

Your choices and requests

You may leave every emergency-contact field blank. If you provide another person’s information, you should have their permission to use it for this emergency-contact purpose.

You may ask to review or correct your information, withdraw emergency-contact information, or request deletion by contacting the organizers through Meetup. We may need to retain a signed waiver when reasonably necessary for legal, safety, insurance, or recordkeeping reasons.

Adults only

HAFC activities and the online waiver are intended for adults age 18 and older. We do not knowingly collect waiver information from children.

Third-party services

Our site links to Meetup for schedules and RSVPs. Information you submit directly to Meetup is governed by Meetup’s own terms and privacy practices, not this notice.

Contact and updates

For a privacy question or data request, contact the HAFC organizers through our Meetup group. We may update this notice when our practices change and will post the revised date on this page.