Privacy policy

Pole Vault Elite Privacy Policy

This policy explains what information Pole Vault Elite ("the club", "we") collects through its member site at https://hq.polevaultelite.com, why, who sees it, how long we keep it, and the choices you have. It applies to parents and guardians, athletes, and club staff.

Information we collect

Account and profile

• Account details: name, email address, mobile phone, date of birth, gender, password (stored only as a one-way hash) and the roles you hold (parent, athlete, coach, staff).
• Profile details the club asks for: home address, emergency contact (name, relationship, phone), school and graduation year, college, the year an athlete started vaulting, and training groups.
• Family links: which parents or guardians are linked to which athletes, and nicknames you choose (for example "Mom").
• Your settings: notification choices, colour theme and menu preferences.

Children and teens

Many of our athletes are under 18. See Children's information below.

Training and attendance

• Personal records (PRs) and pole vault experience that you, your parent or a coach enter.
• Bookings and attendance: which sessions an athlete booked, cancelled, attended or missed, late-cancel and no-show fees, and check-in and check-out times and method (desk, kiosk, scanning the club code).
• Location at check-in, only when used: if the club turns on location checking and you check in with your phone, your browser shares your location at that moment. We store it with the check-in to confirm you were at the club. We never track your location at any other time, and you can decline in your browser (staff can still check you in at the desk). We also store the internet (IP) address used to check in.

Photos

A profile photo is optional. It helps staff recognise athletes at check-in. Photos are stored privately and are visible only to club staff and the athlete's family. Parents add photos for athletes under 18.

Documents and signatures

When you sign a waiver or other club document we keep a copy of exactly what was signed: the document version, the names of the participant and signer, the signer's relationship to the participant, your answers (answers that may include medical information are stored encrypted), your drawn or typed signature, the date and time, and the IP address and browser used.

Payments

Payments are processed by Stripe. Card and bank details are entered on Stripe's secure forms and go directly to Stripe: the club never receives or stores full card numbers or bank account numbers. We keep what we need to run your account: the programs you bought, invoices, payments, refunds, account credit, and a reference to your saved payment method (for example its type, brand, last four digits and expiry month and year). Stripe's own privacy policy applies to the information it holds.

Messages and notifications

• Emails the club sends you (receipts, booking changes, announcements, reminders) and a record of whether each was sent.
• Push notifications: if you turn them on for a device, we store that device's push address and a short device name (for example "iPhone · Safari").
• Club news you receive, and whether you've read it.
• Engagement: when you tap a push notification or a link in a club email, we record the time (and, for push, the device type) so the club can see what reaches members. We do not use tracking pixels to see when you open an email.

Help and feedback

Searches in Help are logged without saying who searched. "Was this helpful?" votes are anonymous. Bug reports and feature requests you send include your name, the page, your browser and any screenshot you attach.

Cookies and technical information

The site uses only the cookies it needs to work: a session cookie that keeps you signed in and a security cookie that protects forms. We do not use advertising or third-party analytics cookies. If you install the site as an app, your browser keeps a local copy of some pages for speed. Our servers keep short-lived technical logs (for example IP addresses) for security.

How we use information

• To run your account and your family's memberships: bookings, check-in, billing, documents and messages.
• To keep athletes safe: emergency contacts, waivers, medical answers, photo check at check-in.
• To contact you about your account, and, if you allow it, about club news.
• To keep the site secure and fix problems.

We do not sell your information, and we do not use it for advertising.

Who can see it

• Club staff and coaches see what they need for their role (for example, coaches see their rosters and attendance; only the owner/admins see billing totals).
• Your family: parents and guardians see and manage their athletes' information. A teen with their own login sees their own information.
• Service providers that run parts of the site for us, only for that purpose: Stripe (payments), our email delivery provider, browser push services (such as Apple, Google and Mozilla, which deliver notifications to your device) and our web hosting provider.
• When the law requires it, or to protect someone's safety.

Children's information

• Under 13: children under 13 cannot create their own account. Only a parent or guardian can add them, from the parent's own account. By adding a child the parent gives consent for the club to collect and use the child's information as described here. A child under 13 can only get their own login if their parent turns it on.
• Teens 13 to 17 can start an account themselves, but it stays limited until a parent or guardian approves it from the parent's account. Documents for anyone under 18 are signed by a parent or guardian.
• What we collect about minors is only what the club needs to coach and look after them: profile and emergency details, school and graduation year, training groups, PRs, bookings and attendance, check-in (including location only when used), an optional photo, signed documents and messages.
• Minors' information is never used for advertising or sold. Photos are visible only to staff and the family.
• Parents are in control: a parent can review and correct their child's information on the Family page, download it (Profile → Download my data), stop further collection, or ask us to delete it (Profile → Delete my account). A download of a child's information always goes to the parent's account, not to the child.

How long we keep information

Your choices and rights

• See and download your information: Profile → Download my data emails you a link to a file with your family's information (profile, family, programs and invoices, attendance, signed documents and messages). The link works for 48 hours.
• Correct it: on your Profile and on the Family page. Ask the club to correct a date of birth.
• Delete your account: Profile → Delete my account. The club reviews the request (for example, any open balance). When it's approved we remove your name, email, phone, address, photos, PRs, notes and devices, and those of the athletes you manage, and keep only the year of birth for statistics. Invoices, payments and signed documents are kept, labelled "(deleted member)", because the law requires the club to keep them.
• Choose your messages: Profile → Notifications, or the unsubscribe link in club news emails. Emails about billing and your bookings can't be turned off while you have an account.
• Depending on the state you live in, you may have other rights. Contact us to use them.

Security

Passwords are stored as one-way hashes, sensitive document answers are encrypted, photos and signed documents are stored privately, and staff access is limited by role. No system is perfectly secure; tell us right away if you think your account has been misused.

Changes to this policy

When we change this policy we publish a new version on this page and ask you to agree to it the next time you use the site.

Contact

Questions or requests: support@polevaultelite.com.