Sapphires Booster Club

Privacy Policy

Effective Date: May 9, 2026 · Last Updated: May 9, 2026

1. Introduction

The Sapphires Booster Club ("we," "us," or "our") is a parent-run booster organization supporting the Sapphires Dance Team at Robert Vela High School in Edinburg, Texas. We operate this member portal ("Portal") to coordinate events, volunteer activities, communications, and member information for our community. This Privacy Policy explains what information we collect, why we collect it, how it is used and protected, and your rights regarding your data. By creating an account or using the Portal, you agree to the terms of this Privacy Policy.

2. Information We Collect

We collect the following categories of information when you register and use the Portal:

Account Information: Full name, email address, phone number, and password (encrypted).
Member Profile: Member type (Parent/Guardian, Dancer, Coach, Board Member, Alumni, or Volunteer), grade level (for dancers), child information (for parents), profile photo (optional), and bio (optional).
Emergency Contact Information: Full name, phone number, and relationship to member. Dancers are required to provide at least one (1) and up to four (4) emergency contacts. This information is used solely for emergency purposes during events and activities.
Event & Activity Data: RSVP records, shift signups, attendance check-ins, and volunteer participation history.
Form Submissions: Responses submitted through club forms including fundraiser participation, sponsorship requests, and general inquiries.
Payment Records: Payment amounts, descriptions, and methods for dues, fundraisers, and merchandise. We do not store full credit card numbers or banking information.
Communications: Preferences for email notifications and announcements.

3. How We Use Your Information

We use the information we collect for the following purposes:

To manage your membership and provide access to the Portal
To communicate important club announcements, event reminders, and updates
To coordinate volunteer shifts and event attendance
To process payments and issue receipts for dues and fundraiser participation
To contact emergency contacts in the event of an injury or emergency during a club activity
To maintain accurate club records across each school season
To comply with applicable laws and school district policies

We do not sell, rent, or trade your personal information to any third party for marketing or commercial purposes.

4. Who Has Access to Your Information

Your information is accessible only to:

You (your own profile and submission history)
Club administrators and board members, for operational and safety purposes
Coaches, limited to roster and attendance information relevant to team activities

Emergency contact information is accessible only to administrators and coaches and is used exclusively in emergency situations.

5. Data Storage and Security

Your data is stored securely through our platform provider (Base44) using industry-standard encryption and access controls. We take reasonable technical and organizational measures to protect your personal information against unauthorized access, loss, or misuse. However, no system is completely secure. If you believe your account has been compromised, contact us immediately at info@sapphires.org.

6. Children's Privacy (COPPA)

If any member of our Portal is under the age of 13, a parent or legal guardian must provide verifiable consent before that individual may create an account or submit personal information. If you believe a child under 13 has registered without parental consent, please contact us at info@sapphires.org and we will promptly remove that account. Members between the ages of 13 and 17 may use the Portal with implied parental consent, as enrollment in the Sapphires Dance Team program constitutes acknowledgment of this policy by the enrolling parent or guardian.

7. Data Retention

We retain your personal information for as long as your membership is active. Inactive accounts and associated data are reviewed at the end of each school season (typically May–June). Data for members who have not been active for two (2) or more seasons may be archived or permanently deleted upon request. You may request deletion of your account and associated data at any time by contacting info@sapphires.org. Certain records (such as payment history and volunteer participation) may be retained for bookkeeping and compliance purposes.

8. Your Rights

You have the right to:

Access the personal information we hold about you
Correct inaccurate or incomplete information through your profile page
Request deletion of your account and personal data
Withdraw consent for communications by unsubscribing from emails
Request a copy of your data in a portable format

To exercise any of these rights, contact us at info@sapphires.org.

9. Third-Party Services

The Portal is built on Base44 (app.base44.com), which provides hosting, data storage, and email delivery infrastructure. Base44's own privacy practices apply to data processed through their platform. We do not integrate with advertising networks or analytics providers that track members across the web.

10. Changes to This Policy

We may update this Privacy Policy from time to time. When we do, we will update the "Last Updated" date at the top of this page and, where appropriate, notify members by email or in-app announcement. Continued use of the Portal after changes constitutes acceptance of the updated policy.

11. Contact Us

If you have questions, concerns, or requests regarding this Privacy Policy or your personal data, please contact: Sapphires Booster Club Robert Vela High School — Edinburg, Texas Email: info@sapphires.org