Privacy Policy

Last updated August 12, 2026

Meet Registration helps event organizers manage pole vault meets, camps, registration, scoring, communications, and live results. This policy explains the information handled by the website and companion mobile app.

Information We Collect

• Organization and organizer account information, including Landon Athletics membership, display name, username, email address, password hash, administrator role, forced password reset state, and login security records.
• Participant account information, including Landon Athletics membership, individual or family account type, username, recovery email address, password hash, lock, password reset, or deletion status, saved athlete profiles, profile update timestamps, and administrator account-action audit records.
• Meet and camp information, including event organization, event names, dates, locations, schedules, divisions, registrations, scoring data, Moon Vault T-shirt cutoff and count records, and payment status.
• Camp combine testing information, including test definitions, athlete groups, attempt values or fouls, completion or did-not-test status, best results, offline synchronization records, station-link status, individualized report snapshots, and delivery status.
• Participant registration and saved profile information, including name, date of birth, gender, team or school, personal best, event-specific T-shirt size when collected, email address, phone numbers, emergency contact, doctor, insurance, medical notes, waiver acknowledgements, parent or guardian consent details, email update preference, and related timestamps.
• Communication records, including registration confirmations, password reset and MFA messages, Moon Vault T-shirt recap emails, bulk email campaign drafts, delivery status, opt-outs, and suppression records.
• Stripe event-payment records, including disclosed amounts and fees, consent and charge schedule, payment and refund status, Stripe object identifiers, connected-account identifier, failure code, secure manage-link hash and rotation history, and transactional payment-notification delivery status. Meet Registration does not receive or store full card numbers or CVC values.
• Technical information, including IP-based rate-limit records, server logs, cookies, session identifiers, and mobile app authentication tokens or cached event data stored on the device for offline use.

How We Use Information

• To create, manage, and score meets and camps.
• To process participant registrations and show rosters, results, and organizer dashboards.
• To let participants and families save athlete profiles, prefill future registration forms, recover usernames, and reset passwords.
• To send transactional messages, password reset messages, MFA codes, registration confirmations, individualized camp combine result reports, Moon Vault T-shirt recap emails to event staff, and organizer-approved marketing event communications when allowed by the participant's email update preference and unsubscribe status. Marketing opt-outs do not block requested transactional result reports.
• To protect accounts, prevent abuse, troubleshoot service problems, and maintain audit records.
• To schedule event-day card charges, reconcile Stripe payment and refund results, and send an automatic secure-link email when a charge fails or requires athlete action.
• To support offline mobile workflows and synchronize updates when connectivity returns.

Sharing

Information is available to authorized event organizers and administrators in the event organization who need it to run their events. Regular organizer accounts receive limited meet-operation access, while administrator accounts are required for camps, exports, participant-account management, and sensitive contact, waiver, emergency, and parent/guardian details. Live results and public registration pages may display limited event or participant information such as athlete names, divisions, teams, gender, personal best, start lists, and results. Service providers may process data for hosting, database, email delivery, security, monitoring, and infrastructure operations. We do not sell personal information or use it for third-party tracking.

Stripe processes card details and financial transactions. Card charges are created directly on the Landon Athletics connected Stripe account, which acts as the event merchant. A separately disclosed 1% platform service fee is transferred to Meet Registration PV. Stripe receives the personal and transaction information needed to provide card setup, payment, receipt, dispute, refund, fraud-prevention, and compliance services.

Combine station workers receive only the selected test, athlete name, fixed group, attempt, best, and completion information. Station views do not receive contact, date-of-birth, payment, waiver, parent or guardian, medical, or email-delivery information. Each emailed combine report contains only that athlete's results and does not include rankings, group names, composite scores, or other athletes.

Children And Youth Athletes

Events may include youth athletes. The service is intended for organizers, parents, guardians, and athletes participating in those events, not for unrelated child-directed browsing. Where required, parent or guardian consent information is collected with registration records.

Data Security And Retention

The service uses HTTPS, account authentication, role- and organization-based access controls, rate limiting, separate organizer and participant account sessions, and encrypted storage for sensitive registration and saved participant profile fields when the production encryption key is configured. Registration, scoring, account, and communication records are retained for event operations, auditability, legal compliance, and organizer history unless removed by an authorized administrator. Payment, refund, webhook, notification, consent, and audit records may be retained after a registration is withdrawn when needed for financial reconciliation, legal compliance, dispute handling, and fraud prevention. Raw card numbers, CVC values, raw webhook bodies, and raw secure manage tokens are not stored by Meet Registration. Deleted participant accounts cannot be used to log in or reuse saved profiles, but the same username and recovery email can be used for a new account. Historical registration and waiver records are retained.

Your Choices

Contact your event organizer to correct or remove registration information. Public meet, camp, and combo registration forms include an updates checkbox that can be unchecked to opt out of future bulk meet and camp update emails. Bulk campaign emails also include an unsubscribe link where applicable. Registration confirmation emails may still be sent even when the updates checkbox is unchecked. People with participant accounts can update saved athlete profiles from the participant account page; camp-only saved profile details are optional and grouped separately from meet profile basics. Participants may also ask an administrator to delete the participant account. For privacy or data deletion requests that cannot be handled by your organizer, contact Meet Registration support at [email protected].

Card-payment cancellation and refund choices are described in the payment, cancellation, and refund policy.

Contact

Questions about this policy can be sent to [email protected].