Privacy and Confidentiality of Personal Information Policy
Purpose
KLM Soccer Club is committed to protecting the privacy, confidentiality and security of the personal information entrusted to the Club by players, parents, guardians, volunteers, coaches, staff and other program participants.
Personal information collected by KLM will only be used for legitimate Club purposes and will be handled in a responsible and confidential manner.
Personal Information
Personal information may include, but is not limited to:
- Name;
- Residential or mailing address;
- Email address;
- Telephone number;
- Date of birth or age;
- Parent or guardian contact information;
- Emergency contact information;
- Registration and program information; and
- Other information reasonably required to administer KLM programs and activities.
Confidentiality
All personal information provided to KLM is considered confidential.
KLM will not make personal information available to other players, parents, guardians, members or program participants unless the individual has provided consent or disclosure is otherwise required by law.
Coaches, volunteers, staff and activity leads must respect the confidentiality of information they receive through their involvement with KLM and must not use or disclose that information for personal or unauthorized purposes.
No Sharing of Personal Information with Third Parties
KLM Soccer Club does not sell, rent, trade or share personal information with third parties for marketing, advertising, solicitation or other unrelated purposes.
Personal information collected through KLM registration, programs or Club activities will not be provided to outside organizations, businesses or individuals for their independent use.
Where information must be provided to a governing body, facility provider, insurer, league, tournament organizer, government authority or other organization as a legitimate requirement of participation or operation, KLM will limit the information disclosed to what is reasonably necessary and will do so only where authorized, consented to, or required by law.
Internal Access to Information
Access to personal information within KLM is limited to authorized individuals who reasonably require the information to perform their Club responsibilities.
This may include authorized staff, volunteers, coaches or activity leads who require specific information for purposes such as:
- Program registration and administration;
- Communicating schedules, cancellations or other program information;
- Team or group administration;
- Participant safety and emergency response;
- Payment and financial administration; and
- Other legitimate operational requirements of the Club.
Access to personal information does not authorize an individual to use that information for any other purpose.
Communication Information
Email addresses and telephone numbers provided to KLM are intended primarily for Club and program-related communications.
Contact information obtained through KLM must not be used by coaches, volunteers, staff or other individuals for commercial solicitation, unrelated marketing, personal business activities or other purposes unrelated to their KLM responsibilities.
Protection of Children’s Information
KLM recognizes that many of its participants are children and youth and therefore takes the confidentiality of information relating to minors particularly seriously.
Information concerning a youth participant should only be accessed or used when reasonably necessary for registration, program administration, safety, communication or another legitimate Club purpose.
Safeguarding Personal Information
KLM will take reasonable administrative and organizational measures to protect personal information against unauthorized access, use, disclosure, loss or misuse.
Individuals who have access to confidential information through their role with KLM are expected to take reasonable precautions to protect that information and must not retain, copy, distribute or disclose personal information unnecessarily.
Appropriate Use and Retention
KLM will only collect and retain personal information that is reasonably necessary for Club operations, program administration, participant safety, financial or regulatory requirements, or other legitimate purposes.
Personal information should not be retained longer than reasonably necessary, subject to any legal, insurance, financial, governing-body or operational recordkeeping requirements applicable to the Club.
Questions or Concerns
Any player, parent, guardian, volunteer or staff member who has questions or concerns regarding the collection, use or protection of their personal information may contact KLM Soccer Club.
Any suspected unauthorized access, disclosure or misuse of personal information should be reported to the Club promptly so that the matter can be reviewed and appropriate action taken.
KLM’s Commitment to Privacy
KLM Soccer Club considers the protection of personal information an important responsibility.
Information entrusted to the Club will be treated confidentially, used only for legitimate purposes and accessed only by individuals who reasonably require it to carry out their KLM responsibilities.
