Updated on July 24, 2026
Town & Country Optimist Club d/b/a T&C Sports (“T&C Sports,” “we,” “our,” or “us”) respects your privacy and is committed to protecting the personal information entrusted to us.
This Privacy Policy explains how we collect, receive, use, disclose, and safeguard information when you visit our website, participate in our programs, register an athlete, volunteer, make a donation, subscribe to communications, or otherwise interact with T&C Sports.
This Privacy Policy applies only to information collected directly by T&C Sports or received and maintained by T&C Sports in connection with its operations. It does not govern the independent privacy practices of third-party websites, registration systems, payment processors, donation platforms, communications services, or other external providers.
Who We Are
T&C Sports is operated through the combined efforts of the Town & Country Optimist Club and the T&C Optimist Foundation, a Texas nonprofit organization recognized as tax-exempt under Section 501(c)(3) of the Internal Revenue Code.
T&C Sports is based in Austin, Texas and provides recreational athletic programs and related services for children, families, volunteers, and members of the community.
Information We Collect
The information we collect or receive depends on how you interact with T&C Sports.
Personal Information
We may collect or receive information such as:
- Name
- Parent or legal guardian information
- Mailing address
- Email address
- Telephone number
- Athlete name, age, birth date, gender, or other identifying information
- Program, team, league, and participation information
- Emergency contact information
- Medical, allergy, accommodation, or safety information voluntarily provided for program participation
- Coach and volunteer information
- Background screening status or related eligibility information
- Donation and transaction information
- Communications submitted to T&C Sports
- Information submitted through forms, surveys, applications, waivers, or other communications
- Other information voluntarily provided to us
Some information used to administer T&C Sports programs may be collected initially by a third-party registration or service provider and subsequently made available to T&C Sports.
Automatically Collected Information
When you visit our website, certain information may be collected automatically, including:
- Internet Protocol address
- Browser type
- Device type
- Operating system
- Pages viewed
- Referring website
- Date and time of visits
- Approximate geographic information
- Website interactions and usage statistics
- Cookie and advertising identifiers
This information may be collected through cookies, pixels, analytics services, server logs, and similar technologies.
How We Use Information
T&C Sports may use information to:
- Register athletes and participants for programs
- Verify eligibility and participation requirements
- Organize and administer teams, leagues, clinics, camps, tournaments, and other activities
- Communicate with parents, guardians, athletes, coaches, volunteers, donors, and community members
- Provide schedules, weather notices, field updates, cancellations, and other program information
- Respond to questions and requests
- Process and acknowledge donations
- Recruit and manage coaches and volunteers
- Conduct background screening or eligibility processes where applicable
- Maintain safety, emergency, insurance, and organizational records
- Provide customer service and technical support
- Send newsletters, registration announcements, fundraising communications, and organizational updates
- Operate, maintain, analyze, and improve our website and programs
- Protect the safety, rights, property, and security of T&C Sports and its community
- Detect or prevent misuse, fraud, security incidents, or unlawful activity
- Comply with applicable legal, regulatory, insurance, and recordkeeping obligations
- Carry out other purposes disclosed when information is collected
Third-Party Registration and Program Platforms
T&C Sports uses independently operated third-party platforms to assist with registration, scheduling, team management, communications, payments, waivers, background screening, and other program-related services.
These platforms may include:
- SportsEngine
- PlayMetrics
- Other registration, scheduling, team management, or sports administration platforms selected by T&C Sports
When you access or use a third-party platform, you are interacting with a service that is owned, operated, maintained, and secured by an organization separate from T&C Sports. Information submitted directly through that platform is collected and processed through the third party’s systems and is subject to that provider’s privacy policy, terms of service, security practices, data retention practices, and other applicable policies.
T&C Sports does not own, operate, or control these third-party platforms. We do not control their software, servers, payment systems, security procedures, privacy practices, account access procedures, data retention, service availability, or responses to security incidents.
T&C Sports may receive access to certain information maintained within these platforms when reasonably necessary to administer its programs. Once T&C Sports receives or downloads information from a third-party platform and maintains that information in its own records, T&C Sports will handle that copy in accordance with this Privacy Policy.
The third-party provider remains responsible for information maintained solely within its systems and for the operation, security, availability, and performance of its services.
To the fullest extent permitted by applicable law, T&C Sports is not responsible for:
- The privacy or data security practices of a third-party platform
- Unauthorized access to information stored solely within a third party’s systems
- A third party’s data breach, cybersecurity incident, system failure, service interruption, or loss of data
- Inaccuracies caused by a third party’s software or systems
- A third party’s collection, use, retention, disclosure, or deletion of information
- A third party’s processing of payments, refunds, chargebacks, or transaction disputes
- A third party’s failure to comply with its own privacy policy, terms, representations, or legal obligations
- The content, availability, functionality, or security of a third-party website or application
This limitation does not exclude any responsibility that T&C Sports cannot lawfully disclaim or any responsibility arising from T&C Sports’ own handling of information under its direct control.
Before submitting information through an external platform, users should review the platform’s privacy policy and terms. Questions concerning an account, information stored within a platform, payment processing, platform security, or the platform’s privacy practices should be directed to that provider.
The identification of a third-party provider in this Privacy Policy does not constitute a guarantee, warranty, or endorsement of that provider’s privacy or security practices.
Information Received From Third-Party Platforms
Third-party platforms may provide T&C Sports with information necessary to administer programs and services, including:
- Participant and parent or guardian contact information
- Athlete registration information
- Team and league assignments
- Waiver and acknowledgment records
- Payment or transaction status
- Volunteer and coach information
- Emergency and safety information
- Communication preferences
- Program participation history
- Reports and administrative records
T&C Sports may use information received from these platforms for the purposes described in this Privacy Policy.
T&C Sports generally does not receive or store complete payment card numbers. Payment credentials are ordinarily submitted directly to and processed by the applicable payment provider.
Donations and Payment Processing
Online donations, registration fees, purchases, and other transactions may be processed through third-party providers, including:
- SportsEngine
- PlayMetrics
- Givebutter
- DonorPerfect
- Square
- Other authorized donation or payment processing providers
Payment card information is generally submitted directly to the applicable provider and processed through that provider’s systems. T&C Sports does not ordinarily store or have access to complete payment card numbers, security codes, or other complete payment credentials.
T&C Sports may receive limited transaction information, such as the donor or payer’s name, contact information, transaction amount, date, program, payment status, and partial payment identifiers.
Each payment or donation provider operates under its own privacy policy, terms, security practices, refund procedures, and transaction rules. T&C Sports does not control the provider’s payment infrastructure or security systems and is not responsible for information maintained solely by the provider, except to the extent responsibility cannot be limited under applicable law.
Payment disputes, unauthorized transactions, technical errors, refunds, chargebacks, or questions concerning payment information stored by a provider may need to be addressed directly with that provider or the applicable financial institution.
Background Screening and Volunteer Services
T&C Sports may use third-party providers to conduct background checks, verify volunteer eligibility, manage certifications, or perform related screening services.
Information submitted directly to a screening provider is subject to that provider’s privacy policy, authorization process, security practices, and legal obligations. T&C Sports may receive screening results, eligibility determinations, or limited reports necessary to evaluate volunteer participation.
T&C Sports does not control the independent data sources, systems, or procedures used by a background screening provider.
Email and Other Communications
Individuals who subscribe to our newsletter, register for programs, make a donation, volunteer, or otherwise provide contact information may receive communications from T&C Sports, including:
- Registration announcements
- League and program information
- Schedule changes
- Weather notifications
- Field closures
- Volunteer opportunities
- Fundraising campaigns
- Organizational news
- Event information
- Safety and administrative notices
- Other information related to T&C Sports programs and operations
Email communications may be managed through Constant Contact or another authorized third-party communications platform.
These providers may receive names, email addresses, communication preferences, engagement information, and other information necessary to deliver and analyze communications on behalf of T&C Sports. Information maintained within a provider’s systems is also subject to that provider’s privacy policy and terms.
Recipients may unsubscribe from promotional or fundraising emails at any time by using the unsubscribe link included in those communications.
Certain transactional, safety, administrative, and program-related communications are necessary for participation and may continue even after a recipient opts out of promotional emails. These communications may include registration confirmations, receipts, schedule changes, field closures, weather notifications, safety notices, team communications, and other important operational messages.
Cookies and Tracking Technologies
Our website may use cookies, pixels, analytics tools, advertising technologies, and similar technologies to operate the website, remember preferences, understand website usage, and measure communications or advertising.
These technologies may be operated by T&C Sports or by third-party service providers.
Google Analytics
Google Analytics may collect information about how visitors access and use our website. This information helps us understand website traffic, improve content, and evaluate website performance.
Meta Pixel
Meta Pixel may collect information about visits and interactions with our website to help us measure advertising performance, understand audience activity, and communicate with our community through Meta platforms.
Google, Meta, and other technology providers may independently collect or process information through their technologies according to their own privacy policies and account settings. T&C Sports does not control the independent data practices of these providers.
Users may manage cookies through their browser settings and may use privacy, advertising, or account controls made available by the applicable provider. Disabling certain cookies may affect website functionality.
How We Share Information
T&C Sports may disclose information when reasonably necessary to operate its programs and organization, including to:
- Registration and sports administration providers
- Coaches, commissioners, team managers, and authorized volunteers
- Payment and donation processors
- Email and communications providers
- Website hosting and technology providers
- Analytics and advertising providers
- Background screening providers
- Insurance providers
- Professional advisers
- Government agencies, law enforcement, courts, or regulators when required
- Other service providers assisting with T&C Sports operations
Access to participant information is intended to be limited to individuals and providers with a legitimate operational need for that information.
Service providers may process information on behalf of T&C Sports or may independently collect information under their own terms and privacy policies, depending on the nature of the service.
T&C Sports may also disclose information:
- With the consent or direction of the individual or parent or legal guardian
- To protect the health or safety of participants or others
- To investigate suspected fraud, misconduct, policy violations, or unlawful activity
- To establish, exercise, or defend legal claims
- To comply with legal, regulatory, insurance, or contractual requirements
- In connection with an organizational restructuring, transfer, merger, or similar transaction involving T&C Sports or its programs
T&C Sports does not sell personal information for monetary compensation.
Coaches, Volunteers, and Team Communications
Certain participant and parent or guardian information may be shared with coaches, team managers, commissioners, authorized volunteers, or other program personnel when necessary to administer teams and activities.
Recipients of this information are expected to use it only for authorized T&C Sports purposes and not for personal solicitation, unrelated marketing, commercial use, public distribution, or other unauthorized purposes.
Team rosters, schedules, contact lists, and participant information should not be shared publicly unless authorized by T&C Sports and the affected parent or legal guardian.
Children’s Privacy
T&C Sports provides youth sports programs, but its general website and online registration processes are intended to be used by adults, including parents, legal guardians, coaches, volunteers, donors, and other adult members of the community.
Children under the age of 13 should not independently create accounts, register for programs, subscribe to communications, submit forms, or provide personal information through the T&C Sports website or an associated registration platform.
Parents and legal guardians may provide information about their children as necessary for registration, eligibility, team placement, safety, communications, and participation in T&C Sports programs. This information may include a child’s name, date of birth, program selection, emergency information, medical or accommodation information, and other details reasonably necessary to administer the program.
This information is intended to be submitted by the child’s parent or legal guardian and not directly by the child.
Third-party registration platforms may establish their own account requirements, parental consent procedures, age restrictions, and children’s privacy practices. Parents and legal guardians should review those requirements before submitting information.
If T&C Sports becomes aware that a child under 13 has submitted personal information directly without appropriate parental or legal guardian involvement, we will take reasonable steps to delete the information from systems under our control. Information maintained by a third-party platform may also need to be deleted directly by that provider.
Parents or legal guardians who have questions about information collected in connection with a child’s participation, or who wish to request access, correction, or deletion where applicable, may contact us at gm@tandcsports.org.
Data Retention
T&C Sports may retain information for as long as reasonably necessary to:
- Administer current and future programs
- Maintain registration, waiver, insurance, financial, tax, safety, and organizational records
- Resolve disputes
- Enforce agreements and policies
- Protect the rights and safety of T&C Sports and its community
- Comply with legal, contractual, audit, and recordkeeping obligations
Retention periods may vary depending on the type of information and the purpose for which it was collected.
Third-party providers establish and control their own retention practices for information maintained within their systems. Requests concerning information stored solely by a third-party provider may need to be submitted directly to that provider.
Data Security
T&C Sports uses commercially reasonable administrative, technical, and organizational safeguards designed to protect personal information maintained under its control.
Access to personal information is intended to be limited to authorized personnel, volunteers, and service providers who need the information for legitimate organizational purposes.
However, no website, platform, network, electronic transmission, or storage system can be guaranteed to be completely secure. T&C Sports cannot guarantee absolute security or prevent every unauthorized access, disclosure, alteration, loss, or misuse of information.
T&C Sports does not control and cannot guarantee the security of systems operated by independent third-party providers.
Data Breach and Security Notifications
If T&C Sports becomes aware of a security incident involving personal information maintained under its control, we will evaluate and respond to the incident in accordance with applicable law.
If an incident occurs within a third-party provider’s systems, that provider may be responsible for investigating the incident, securing its systems, and providing legally required notices. T&C Sports may cooperate with the provider and provide additional communications when appropriate or legally required.
Notification responsibilities will depend on the circumstances of the incident, the information involved, applicable law, and the respective roles of T&C Sports and the third-party provider.
Your Choices and Requests
Depending on the circumstances, you may:
- Update registration information through the applicable registration platform
- Update account information directly with a third-party provider
- Unsubscribe from promotional or fundraising emails
- Adjust browser cookie settings
- Contact us with questions about personal information maintained by T&C Sports
- Request correction of inaccurate information
- Request access to or deletion of certain information where appropriate and legally available
T&C Sports may need to verify the identity and authority of the person making a request. A parent or legal guardian may be required to verify their relationship to a minor participant.
Certain information may need to be retained for legal, safety, insurance, financial, dispute resolution, or operational purposes.
Requests concerning information maintained solely within a third-party platform should be directed to that provider. T&C Sports may not have the technical ability or legal authority to access, alter, or delete all information held independently by a third party.
Third-Party Websites and Services
Our website, emails, social media pages, and communications may contain links to websites, applications, registration systems, payment pages, social networks, or services operated by third parties.
A link does not mean that T&C Sports owns, controls, guarantees, or endorses the privacy, security, accuracy, availability, or content of the external service.
When you leave a T&C Sports-controlled website or use an external service, the third party’s privacy policy and terms apply. T&C Sports is not responsible for the privacy practices, content, security, availability, or conduct of external websites or services, except to the extent responsibility cannot be excluded under applicable law.
Users should review the privacy policies and terms of external services before providing personal information.
Social Media
T&C Sports may maintain pages or accounts on social media platforms. Information submitted to or collected by a social media platform is governed by that platform’s privacy policy and settings.
Comments, photographs, messages, reactions, and other content posted publicly may be visible to T&C Sports, the platform, and other users.
T&C Sports does not control how a social media platform independently collects, uses, stores, or shares information.
Photographs and Media
T&C Sports programs and events may be photographed, recorded, or otherwise documented for operational, historical, promotional, fundraising, or community communication purposes.
Any consent, release, or opt-out process relating to participant photography or media may be addressed separately through registration forms, participation agreements, waivers, or program policies.
This Privacy Policy does not replace the terms of any separately executed photography or media release.
Texas Privacy Information
T&C Sports is a Texas nonprofit organization. Certain consumer privacy statutes may apply differently to nonprofit organizations than to for-profit businesses.
Regardless of whether a particular consumer privacy law applies, T&C Sports seeks to handle personal information responsibly and to respond reasonably to questions and appropriate requests concerning information maintained under its control.
Nothing in this Privacy Policy is intended to provide rights that are not required by applicable law or to waive any lawful exemption, defense, limitation, or protection available to T&C Sports.
No Contractual Guarantee
This Privacy Policy describes T&C Sports’ general information practices. It does not create a contract, guarantee, warranty, or promise of error-free operation or absolute information security.
Nothing in this Privacy Policy limits any rights or responsibilities that cannot lawfully be limited under applicable law.
Changes to This Privacy Policy
T&C Sports may update this Privacy Policy periodically to reflect changes in its programs, service providers, technology, operational practices, or legal requirements.
The revised Privacy Policy will be posted on this page with an updated Effective Date. Changes become effective when posted unless a different date is stated.
Continued interaction with T&C Sports after an updated policy becomes effective is subject to the revised policy.
Contact Us
Questions, concerns, or requests regarding this Privacy Policy
