Legal
Privacy Policy
UPA Hillsborough ("we," "us," "our") is an independently owned and operated League Operator licensed by the United States Professional Poolplayers Association ("UPA National"). This policy explains what personal information we collect through upahillsborough.com, how we use it, and your choices. Questions: upa_hills@yahoo.com.
1. Information we collect
Information you give us (through the membership application, and through the registration form on an event page):
- Identity & contact: name, email address, mobile phone number, home ZIP code, and (optionally) your city or area. We do not ask for a street or mailing address.
- Age: date of birth (players of all ages are welcome; some host venues have 18+ or 21+ limits).
- Parent or guardian details, when the applicant is under 18: the parent or legal guardian's name and email address, and their consent — see Youth players below.
- Play details: self-rated skill/Speed, preferred games, preferred competition types, preferred venues and days to play, team status.
- Preferences & consent: your email and text-message (SMS) opt-in choices, and how you heard about us.
- Anything else you send us (e.g., messages or support requests).
Payment information: membership dues are currently collected in person (cash, Venmo, or Zelle) at league venues. We record the amount, date, and method of your payment. We do not collect card numbers or bank details through this website. If you pay via Venmo or Zelle, those services handle that transaction under their own terms and privacy policies.
Consent records: when you submit the application, we record your consent choices along with the date, time, IP address, and the version of this policy and our Terms in effect at that moment (shown at the top of each page), so we can honor your preferences, show what you actually agreed to, and comply with email/SMS laws.
Information collected automatically: IP address, browser and device information (your browser's user-agent string), the page that referred you, and referral/campaign information — including UTM tags from links or QR-code flyers. See Cookies below.
Printed-flyer QR codes: our printed flyers carry a short link. Scanning one records that scan — the flyer's campaign tags, the referring page, and your browser's user-agent string — before sending you on to the page the flyer advertises, so we can tell which flyers are working. Those scan records carry no name, email, or other detail that identifies you.
Bot protection: the membership application, the registration form on an event page, and the admin password-reset form are protected by Cloudflare Turnstile. When you submit any of them, your IP address and a one-time challenge token are sent to Cloudflare so it can confirm the submission came from a person and not an automated script. See How we share your information below.
2. How we use your information
- Process and manage your membership and application.
- Operate the league — scheduling, events, divisions, standings, and communications.
- Send transactional messages (application confirmations, receipts, membership/renewal notices).
- Send league news or marketing only if you opted in.
- Record payments and prevent fraud.
- Confirm that a form submission came from a person rather than an automated script.
- Understand which flyers, links, and campaigns bring players to the site.
- Maintain, secure, and improve the website.
- Comply with legal obligations and enforce our terms.
3. How we share your information
We do not sell your personal information, and we do not share it for third-party advertising. We share it only as follows:
- Service providers who help us run the site and league: Supabase (secure database/hosting), Resend (email delivery, including the delivery reporting described below), Netlify (website hosting), and Cloudflare (Turnstile bot protection — your IP address and a challenge token are sent to Cloudflare when you submit the membership application, an event registration, or the admin password-reset form).
- UPA National: we share membership and play information for league sanctioning, national rankings/records, and the national player dashboard.
- Legal & safety: when required by law, or to protect the rights, property, or safety of the league, our members, or others.
- Business transfer: if the league is transferred to a new operator, member information may transfer with it, subject to this policy.
4. Marketing & communications
- Transactional messages (receipts, confirmations, important membership notices) are part of your membership and are always sent.
- Marketing emails are sent only with your consent; every one includes a one-click unsubscribe link, which we honor promptly.
- Text messages (SMS): sent only if you opt in; standard message/data rates may apply, and you can reply STOP at any time. Consent to texts is never required to join.
- Delivery reporting on marketing email: for each marketing message we record the delivery events our email provider (Resend) reports back to us — whether it was sent, delivered, opened, bounced, or reported as spam — against your address. Open reporting relies on a small image loaded when the message is displayed, so blocking remote images in your mail client prevents it. We use this to keep the list accurate and to stop mailing addresses that bounce or complain; a complaint is treated as an immediate opt-out. Transactional messages are not tracked this way.
5. Data retention
We keep your information for as long as you are a member and as needed for league records, legal, tax, and accounting purposes. You may request deletion (see below); some records may be retained where required by law or for legitimate record-keeping.
6. Your rights & choices
You may request a copy of the personal information we hold about you, ask us to correct or update it, ask us to delete it (subject to legal/record-keeping limits), and opt out of marketing email (unsubscribe link) or SMS (reply STOP) at any time. To make a request, email upa_hills@yahoo.com.
7. Security
We use reasonable safeguards to protect your information, including encryption in transit, access controls, and database-level security rules. No method of transmission or storage is 100% secure, so we cannot guarantee absolute security.
8. Youth players & children's privacy
UPA Hillsborough welcomes players of all ages and does not set a minimum age. Some host venues have their own age limits (e.g., 18+ or 21+ bars), and we'll match a player to a venue that fits.
When the date of birth on a membership application shows the applicant is under 18, the form will not accept that application without a parent or legal guardian's name and email address and a ticked box confirming that person consents to the minor's participation. We want to be plain about what that does and does not do: those details are typed in by whoever is filling out the form, and we do not separately verify them or write to the guardian's address to confirm before the application is processed. It is a recorded consent, not a verified one.
Apart from those guardian details, a minor's application is collected, used, shared, and kept exactly as described in the rest of this policy. If you are a parent or legal guardian and a child's information was submitted to us without your consent — or you simply want it removed — email upa_hills@yahoo.com and we will delete it.
9. Cookies & tracking
We use essential cookies needed for the site and admin login to function, including any cookie Cloudflare's Turnstile check sets while confirming a form submission came from a person. If your membership application or event registration is rejected for a validation error, we also set one short-lived cookie holding what you typed, so the form can refill itself instead of making you start over; it is deleted as soon as the page reads it, and expires on its own within two minutes either way. We do not run third-party analytics, advertising, or cross-site tracking cookies on this site. You can control cookies through your browser settings; disabling essential cookies may affect site functionality. Open and delivery reporting on marketing email is described in section 4 — that happens in the message, not through a cookie.
10. Third-party links
Our site links to third-party sites (e.g., the UPA national dashboard at upatour.me, and social media). Their privacy practices are governed by their own policies, not this one.
11. Changes to this policy
We may update this policy from time to time. We will post the new version here with a new effective date at the top — that date is the version identifier, and it is what we record against a consent — so you can always tell which text was in force when you applied. Material changes may be communicated by email.
12. Contact us
UPA Hillsborough · Hillsborough County, Florida · upa_hills@yahoo.com