Privacy PolicyPrintable

Peninsula Soccer Referees Association Privacy Policy

The Peninsula Soccer Referees Association recognizes that privacy is important. This policy applies to the services and websites affiliated with the Peninsula Soccer Referees Association (Pensra). This policy applies to personal information that you provide which identifies you, such as your name, email address(es), phone number(s), physical address, Federal tax identifying numbers (SSN, EIN or TIN), banking information or other data which can be reasonably linked to you by Pensra.

This policy does not apply to data generated or collected in the course of business, including but not limited to assignments, evaluations, match reports, mentor reports, and communications.

All registrants with our website are required to periodically accept a site use agreement. The site use agreement outlines how some of your personal information is available to any Pensra user. Additional use agreements are required to use different segments of our website. These use agreements further detail our policies regarding acceptable use of data. 

Questions regarding this policy can be directed to us through www.pensra.org.

Information we collect.

Information you provide. When you register with Pensra you provide us with some personal information (typically your name, email address(es), physical address, phone number(s) and a password). This account information is used to authenticate you when you access the Pensra website and to protect your account from unauthorized access by others. We can use your personal information to customize content and enhance our services to you. No account information is shared with anyone other than Pensra and other Pensra registrants except as specified in this Privacy Policy or with your consent. We may combine the information you submit with information from third parties in order to provide you with a better experience and to improve the quality of our services. You can edit your profile account at any time via the website. 

You can provide information that is used by Pensra and/or Pensra clients to facilitate payments to you. This information can include your Social Security Number or Taxpayer Identification Number, an IRS form W9,  bank account information,  payment processor account information such as, but not limited to PayPal, Venmo, ArbiterPay, or similar organizations that may be added from time to time, or similar data that identifies a financial account. This information is shared with officers of Pensra or Pensra clients that are processing payments. You can edit your profile account at any time via the website.  Updated May 15, 2024

Cookies. When you visit our website, we send one or more cookies - a small file - to your computer that identifies you and your browser. We use cookies to improve the quality of our service by storing user preferences. We use cookies to improve the authentication of individuals. You can set your browser to refuse all cookies or to indicate when a cookie is being sent. Some Pensra features may not function properly if your cookies are disabled.

Data Files. When you use the Pensra website, we record assignments, evaluations, match reports, mentor reports, payments made and similar data associated with assigning referees. .

Audit Files. When you use the Pensra website, we record every change made to the data, by whom and when.

Log Files. When you use the Pensra website, we record information that your browser sends whenever you visit a page on our website. These server logs may include information such as your web request, Internet Protocol address, browser type, browser language, the date and time of your request and and messages sent by the website to your session.

Email. When you send email to the Pensra webmaster, assignors, officers or others, those communications may be retained. Retained email might be used to answer your questions, process your inquiries, or respond to your requests. 

SiteMail. Messages sent via the internal SiteMail system are retained and can be reviewed and shared. Message contents belong to the Peninsula Soccer Referees Association and not to the sender or recipient.

Links. We may present links in a format that enables us to ascertain whether these links have been followed. We use this information to improve the quality of customized content.

Other sites. This policy applies to the Pensra website. We do not control other sites that may be accessed via links on our website. Other sites may place their own cookies on your computer, or collect data, or solicit personal information from you.

How we use personal information.

Pensra uses and processes personal information for:

  • Providing our services to users, including display of customized content.
  • Auditing and analysis in order to maintian, protect and improve our services.
  • Ensure the technical functioning of our website.
  • Develop new services.

Sharing of personal information.

Pensra will not sell your personal data. Pensra may share personal data with affiliated and unaffiliated third parties, including: 

  • Pensra clients to assist in their preparation of tax forms, including 1099-MISC, 1099-NEC or 1099-K forms.
  • Pensra clients to assist in their preparation and disbursement of payments.
  • Pensra clients (leagues or clubs) to assist in their management of their league or club, including match followup.
  • Assignors that use the Pensra system.
  • Representatives of other associations with a recognized legitimate need to contact an individual Pensra user. On a case-by-case basis personal information (typically contact information such as phone number(s) or email address(es)) will be shared with others, for example league or club officers, assignors, representatives of other referee organizations.
  • Representatives of Pensra advisors such as law firms, accountants, insurance or auditors. On a case-by-case basis personal information (typically contact information such as phone number(s) or email address(es)) will be shared with Pensra advisors with a recognized legitimate need to have that information in their role advising Pensra.
  • Representatives of public entities (e.g. regulatory, quasi-regulatory, tax or other authorities, law enforcement agencies, courts, arbitrational bodies, school districts, city or county parks departments, and fraud protection agencies) with a recognized legitimate need to have that information in the performance of their duties.

Choices for personal information.

We will ask your permission and provide you a convenient means to opt-out before we share any of your personal information in a manner different than the purpose for which it was collected. You can decline to submit personal information to use our website services, in which case Pensra may not be able to provide you those services.

Information security

We take appropriate security measures to protect against unauthorized access to or unauthorized alteration, disclosure or destruction of data. These include internal reviews of our data collection, storage and processing practices and security measures, as well as physical security measures to guard against unauthorized access to systems where we store personal data. Pensra uses the RidgeStar Corporation software, servers and technicians to provide our website. RidgeStar servers are located in the United States. Pensra and RidgeStar have a contractual relationship which safeguards your data. We restrict access to personal information to Pensra employees and volunteers, and RidgeStar technicians who need to know that information in order to operate, develop and improve our services. These individuals are bound by confidentiality obligations.

Data Integrity

We take reasonable steps to ensure that the personal information we process is accurate, complete and current, but we depend on our users to update or correct their personal information whenever necessary. We can compare personal information obtained from third party sources against the personal data we possess and combine or update the data we retain. 

Accessing and updating personal information

We make good faith efforts to provide you with access to your personal information and either to correct this data if it is inaccurate or to delete such data at your request if it is not otherwise required to be retained by law or for legitimate business purposes. We ask individual users to identify themselves and the information requested to be accessed, corrected or removed before processing such requests, and we may decline to process requests that are unreasonably repetitive or systematic, require disproportionate technical effort, jeopardize the privacy of others, or would be extremely impractical (for instance, requests concerning information residing on backup tapes), or for which access is not otherwise required. In any case where we provide information access and correction, we perform this service free of charge, except if doing so would require a disproportionate effort.

Enforcement

Please feel free to direct any questions or concerns regarding this Policy or our treatment of personal information by contacting us through this website. It is our policy to contact the complaining user regarding his or her concerns. We will cooperate with the appropriate regulatory authorities, including local data protection authorities, to resolve any complaints regarding the transfer of personal data that cannot be resolved between us and an individual.

This Privacy Policy may change from time to time. We will not reduce your rights under this Policy without your explicit consent, and we expect most such changes will be minor. Regardless, we will post any Policy changes on this page and, if the changes are significant, we will provide a more prominent notice. Each version of this Policy will be identified at the bottom of the page by its effective date.

Proposed: April 20, 2016
Adopted: June 11, 2016
Edited: September 14, 2016
Edited: December 9, 2016
Edited October 10, 2018 Included preparation of tax forms. Expanded examples of supported clients. Differentiated data from personal information.
Edited December 14, 2018 Included support of clients in processing payments.
Edited February 26, 2019. Differentiated between Pensra clients and other organizations. Case-by-case basis refers to other organizations.
Edited September 9, 2020. Restructured "Sharing of personal information." section to include Pensra advisors and public entities.
Edited September 9, 2020 to include reference to sharing data outlined in site use agreement
Edited: September 23, 2020 to include paragraph referencing collection of financial account information such as PayPal or ArbiterPay .account information
Edited May 15, 2024 to include Venmo and other payment processors,    Also to include 1099-K