Privacy Policy 

  1. Introduction and Scope

Play Rugby USA ("Play Rugby USA," "we," "us," or "our") is committed to protecting the privacy and personal information of every individual who interacts with our organization (“you” or “your”) — from the youth athletes on our fields to the parents, guardians, coaches, volunteers, donors, and community supporters who make our mission possible. This Privacy Policy ("Policy") describes how we collect, use, share, and protect your personal information. 

Play Rugby USA (located at 500 7th Ave, 8th Floor, New York, NY 10018) serves as the data controller for all personal information collected under this Policy. We determine the purposes and means of processing your personal information in connection with our programs, communications, and organizational operations. 

This Policy applies to all individuals whose Personal Data we collect or process, regardless of how you interact with Play Rugby USA. Common examples include, but are not limited to: program participants, parents and guardians of participants, donors, event attendees, website visitors, newsletter subscribers, and individuals who communicate with Play Rugby USA staff. 

Play Rugby USA may update or expand the communication platforms and technologies it uses over time. Any such updates will remain subject to the privacy and security practices described in this Policy and any additional notices provided at the point of collection. 

By engaging with Play Rugby USA’s services, programs, website, or communication channels (including telephone, Microsoft Teams Calling, and SMS messaging), you acknowledge and accept the practices described in this Policy. If you do not agree with the terms of this Policy, please discontinue use of our services and contact us to discuss your concerns. 

  1. Information We Collect

Play Rugby collects several categories of personal information depending on how you interact with us. This section describes each category in detail. 

  1. Information You Provide Directly 

Whenever you interact with Play Rugby USA in any way, you may provide certain types of personal information. This may occur, for example, when you register for programs, make a donation, apply to volunteer or coach, sign up for events, respond to surveys, or correspond with us. Depending on how you interact with Play Rugby USA, you may provide different types of information. These may include, for example, the following: 

  • Name, email address, phone number, and mailing address; 
  • Date of birth and age; 
  • Family and emergency contact information (name, relationship, phone number); 
  • Medical and health information for youth participants (allergies, conditions, medications, dietary restrictions, insurance information), provided solely for participant safety purposes; 
  • Payment and financial information (credit/debit card numbers, bank account information) processed through our secure payment providers; 
  • Background check consent data and results for coaches and volunteers who work with minors; 
  • Coaching credentials, certifications, and professional qualifications; 
  • Photographs, biographical information, and testimonials voluntarily submitted; 
  • Any other information you choose to provide in correspondence, feedback forms, or communications with our staff. 

 

  1. Information from Youth Participants and Their Parents/Guardians 

Because Play Rugby USA serves youth athletes, we collect certain information about minor participants and their parents/guardians, including: 

  • Minor participant information: name, age, date of birth, school name, grade level, academic information (with parental/guardian consent), medical and health information (provided by the parent/guardian for safety purposes), and athletic history.  
  • Parent/guardian contact information: parent/guardian names, email addresses, phone numbers, mailing addresses, and emergency contact details. 
  • Parent/guardian consent data – signed consent forms and electronic consent records 
  • Photo/video release — signed media release forms authorizing the use of a minor's image or likeness for approved organizational purposes. 

For additional requirements and safeguards specific to youth information, see Section 7 (Children’s Privacy). 

  1. Information Collected Automatically 

When you visit our website or use our digital platforms, we may automatically collect certain technical and usage information, including: 

  • Internet Protocol (IP) address; 
  • Browser type, version, and language preferences; 
  • Device identifiers and operating system information; 
  • Cookies and similar tracking technologies (see Section 8); 
  • Usage analytics, including pages visited, time spent on pages, and session duration; 
  • Referring URLs and search terms used to reach our website; 
  • Click-stream data and navigation patterns. 

 

  1. Donation Information 

When you make a donation to Play Rugby USA — whether online, by check, through a donor-advised fund, or through a corporate sponsorship — we may collect the following information: 

  • Donor Information — name, mailing address, email address, and phone number; 
  • Donation Details — donation amount, date, designation, and frequency (one-time or recurring); 
  • Tribute or Memorial Information — if your donation is made in honor or memory of another person, we may collect the honoree's name and contact information for any notification recipient; 
  • Employer Matching Information — employer name and relevant contact details, if you request an employer match; 
  • Payment Information — for online donations, payment card information is collected directly by our PCI-compliant payment processor and is not stored by Play Rugby USA. For check donations, we may collect the name, address, and bank name printed on the check, as well as any information included in the memo line or accompanying correspondence. We do not store full bank account numbers beyond what is required for reconciliation and compliance; 
  • Donor-Advised Fund (DAF) Information — when a donation is made through a donor-advised fund, we may receive donor name, contact information, and gift details from the sponsoring organization; 
  • Corporate Sponsorship Information — business contact information for the sponsoring organization's representatives. 
  1.  Event Registration Information 

When you register for or attend a Play Rugby USA fundraising event, we may collect the following additional information: 

  • Guest Information — names and contact details of any guests you register; 
  • Dietary Restrictions or Accessibility Needs — provided voluntarily to help us accommodate your participation and used solely for event planning; 
  • Ticket and Registration Details — ticket type, purchase amount, and seating or table assignments; 
  • Sponsorship or Table Host Information — if you are sponsoring a table or hosting guests, contact and organizational details relevant to the event. 
  1. Information from Telephone and Voice Communications 

When you communicate with Play Rugby USA by telephone or through Microsoft Teams Calling, we may collect caller identification information, call metadata, voicemail content, and other communication data as described in Section 4 (Microsoft Teams Calling, PSTN, and Voice Communications Disclosure). 

  1. Information from Third Parties 

We may receive personal information about you from third-party sources, including: 

  • Payment processors — transaction confirmation data and fraud prevention information; 
  • Background check providers — screening results for coaches and volunteers (with your consent); 
  • Partner rugby organizations — USA Rugby, regional rugby unions, and affiliated youth sports organizations that share participant eligibility and registration data; 
  • Social media platforms — information you make publicly available or share when interacting with our social media pages; 
  • Analytics providers — aggregated and de-identified website usage and demographic data. 
  1. How We Use Your Information

Play Rugby USA uses the personal information we collect for the following purposes: 

  1. Program Administration and Development. We use your information to administer our youth rugby programs, coordinate coaching activities, manage team rosters, and advance our mission of youth empowerment through rugby. 
  1. Registration Processing and Event Coordination. We process registration forms, confirm enrollment, manage waitlists, coordinate event logistics (including tournaments, clinics, camps, and community events), and communicate event-related details. 
  1. Communications, Marketing, and Outreach. We contact you regarding program schedules, practice times, game scores and results, organizational news, policy updates, and other information relevant to your participation or involvement with Play Rugby USA. We may also send marketing and promotional communications — including newsletters, event invitations, fundraising appeals, and impact updates — to adults who have not opted out of such communications. You may opt out of marketing communications at any time by contacting us at [email protected] or by following the unsubscribe instructions included in any marketing message. We may also invite you to participate in surveys or polls to help us understand supporter preferences and improve our programs and services. Participation in surveys is always voluntary. 
  1. SMS Messaging. We send SMS messages only with appropriate consent and only for program‑related and organizational purposes. For full details, see Section 5 and the SMS Terms & Conditions and SMS Privacy Notice. 
  1. Telephone and Microsoft Teams Communications. We use telephone and Microsoft Teams Calling for program and organizational communications. For detailed information about Teams Calling and PSTN data handling, see Section 4. 
  1. Donations, Fundraising, and Donor Stewardship. We process charitable contributions and issue tax-deductible donation receipts as required for our 501(c)(3) status. We also use donor information to manage donor relationships, acknowledge gifts, communicate with donors about giving opportunities and the impact of their contributions, and maintain accurate donor records. Unless you opt out, we may contact adult supporters about future giving opportunities, events, and updates related to our mission. You may opt out of fundraising communications at any time by contacting us at [email protected]. 
  1. Conducting Background Checks. We perform background checks on coaches, volunteers, and other adults who work directly with minor participants, in accordance with applicable child protection laws and organizational policies. 
  1. Ensuring Participant Safety. We use medical and emergency contact information to manage health-related situations, respond to emergencies, and ensure the physical safety of all participants — especially youth athletes. 
  1. Improving Our Services. We use website analytics and program feedback to improve our website, enhance our programs, develop new offerings, and better serve our community. 
  1. Complying with Legal Obligations. We use your information as necessary to comply with applicable federal, state, and local laws, including child protection statutes, tax reporting requirements, and nonprofit regulatory obligations. 
  1. Fraud Prevention and Security. We use your information to detect, prevent, and respond to fraud, unauthorized access, and other security concerns affecting our organization, participants, or digital platforms. 
  1. Microsoft Teams Calling, PSTN, and Voice Communications Disclosure 

This section provides detailed information about how Play Rugby USA uses voice communications technology and the data associated with those communications. 

  1. Our Telephone System: Play Rugby USA communicates through Microsoft Teams Calling with PSTN connectivity, traditional office lines, organizational mobile phones, and other approved communication platforms. The specific platforms in use may vary by program or staff role. When Microsoft Teams is used, calls are routed through Microsoft’s cloud‑based communications infrastructure. Play Rugby USA may update or expand its communication platforms over time; such updates will remain subject to this Policy and any additional notices provided at the point of collection. 
  1. Types of Data Processed: Through our Microsoft Teams telephone system, the following types of data may be processed: 
  • Caller identification information and phone numbers (both calling and called parties) 
  • Call routing data, including forwarding and transfer records 
  • Call date, time, and duration logs 
  • Voicemail recordings and automated transcriptions 
  • Call‑quality diagnostics and performance metrics 
  • Microsoft Teams meeting recordings and transcriptions, when enabled with prior notice to participants 
  • Meeting attendance records and participant metadata 

 

  1. Call Recording and Transcription Notice: Certain calls and meetings conducted through our Microsoft Teams system may be recorded or transcribed for quality assurance, training, compliance, or recordkeeping purposes. The following safeguards apply: 
  • Prior Notice: All participants will receive clear, explicit notice at the start of any call or meeting that is being recorded or transcribed. In Microsoft Teams meetings, an automated notification is displayed to all participants when recording or transcription begins. 
  • Consent: We obtain consent when required by applicable law. 
  • Right to Decline: If you do not wish to be recorded, you may inform us at the beginning of the call, and we will either disable recording or provide an alternative means of communication. If recording is required for safety, training, or compliance purposes and you do not consent, we may be unable to proceed with the communication. 

 

  1. Data Processed by Microsoft: Microsoft processes certain call, meeting, and diagnostic data as part of providing the Teams platform. Microsoft handles this data in accordance with its own privacy policies and data‑processing agreements. For more information about how Microsoft processes Teams‑related data, please refer to the Microsoft Privacy Statement. 

 

  1. Voicemail: Voicemail messages may be stored on Microsoft Teams, carrier‑provided voicemail systems, or other approved platforms depending on the communication method used. All voicemail recordings and transcriptions are subject to our data retention policies (Section 10) and access controls (Section 9). 

 

  1. Security Measures for Voice Communications: We implement the following security measures to protect voice communications data: 
  • Encryption in Transit — Voice and video communications transmitted through Microsoft Teams are encrypted during transmission using industry‑standard protocols. 
  • Encryption at Rest — Stored voicemail recordings, call logs, meeting recordings, and transcriptions are encrypted at rest within Microsoft’s cloud infrastructure. 
  • Access Controls — Access to call records, voicemail, and recordings is limited to authorized personnel through role‑based access controls. 
  • Audit Logging — Microsoft 365 automatically logs access to call and voicemail data for security and compliance purposes. 
  1. SMSText Messaging – Disclosure, Privacy Notice, and Terms 

Play Rugby USA uses SMS messaging to communicate with participants, parents/guardians, coaches, volunteers, donors, and community supporters. This section describes how we collect, use, share, and protect information obtained through our SMS messaging programs. Full details are provided in the standalone SMS Terms & Conditions and SMS Privacy Notice, which satisfy all A2P 10DLC carrier requirements. 

  1. Program Description: Play Rugby USA offers SMS messaging programs for the purpose of communicating with participants, parents/guardians, coaches, volunteers, donors, and community supporters. Messages may include program updates, event notifications, schedule changes, safety alerts, and other operational communications. 
  2. How You Opt In (Consent): You may consent to receive SMS messages by submitting your mobile number and checking the SMS consent box on our web form at https://playrugbyusa.org/contact/, in writing during in-person events or ram registration, by texting a keyword (JOIN, RUGBY, or YES) to our designated number, or verbally with written/electronic confirmation. Consent is not a condition of any purchase, donation, registration, or participation.

 

  1. Information We Collect Through SMS: When you enroll in or interact with our SMS messaging programs, we may collect: 
  • Mobile phone number; 
  • Date and method of opt-in consent; 
  • Message content (for service delivery and support); 
  • Opt-out requests and dates; 
  • Keyword responses (e.g., JOIN, STOP, HELP); 
  • Delivery receipts and timestamps; 
  • Any information you voluntarily provide via text message. 

 

  1. How We Use SMS Data: We use information collected through our SMS programs for the following purposes: 
  • To send you the text messages you have consented to receive; 
  • To process your opt-out and opt-in requests promptly and accurately; 
  • To respond to HELP requests and provide program support; 
  • To maintain records of consent for regulatory compliance and audit purposes; 
  • To troubleshoot message delivery issues and improve program reliability; 
  • To comply with legal obligations, including FCC, TCPA, and state regulatory requirements. 

We do not use SMS data for purposes unrelated to the messaging program without separate, additional consent. 

  1. SMS Data Sharing: Play Rugby USA does not sell, rent, or share your mobile number or SMS data with third parties for marketing or promotional purposes. We share SMS data only in the following limited circumstances: 
  • SMS Platform Provider: We share data with our SMS platform provider solely to deliver messages and operate the program.  
  • Legal Requirements: We may disclose SMS data if required by law, legal process, or governmental authority. 

This commitment applies whether you are a current or former SMS participant. 

  1. Data Retention: SMS data is retained in accordance with the SMS Privacy Notice. 

 

  1. Data Security: We protect SMS data using industry-standard security measures, including: 
  • Encryption: SMS data is encrypted in transit and at rest; 
  • Access Controls: Access to SMS data is limited to authorized personnel who require it for messaging program administration; 
  • Secure Storage: SMS data is stored in secure, access-controlled systems; 

 

  1. Additional Information: For full details, please refer to the SMS Terms & Conditions and the SMS Privacy Notice. 

 

  1. How We Share Your Information

Play Rugby USA does not sell your personal information. We share personal information only in the limited circumstances described below: 

  1. ServiceProviders. We share information with trusted third-party service providers who assist us in operating our organization and delivering our programs. These providers may include payment processors, background‑check vendors, cloud hosting and infrastructure providers (such as Microsoft Azure and Microsoft 365), SMS platform providers, email service providers, event and fundraising platforms, ticketing services, and analytics providers. We may also share donor and event‑registration information with event‑management companies when necessary for event coordination and donor stewardship. All service providers are bound by written data processing agreements that restrict their use of your information to the services they perform on our behalf and require them to maintain appropriate security safeguards. 
  2. Partner Organizations.We may share participant information with affiliated rugby organizations, including USA Rugby, regional rugby unions, and partner youth sports organizations, solely as necessary for program coordination, participant eligibility verification, insurance coverage, and event sanctioning.
  3. Legal Requirements.We maydisclose your personal information when we believe in good faith that disclosure is required by law, regulation, legal process (such as a subpoena or court order), or governmental request. 
  4. Safety.We may share information when we believe it is necessary to protect the safety, health, or welfare of youth participants, staff, volunteers, or the general public — including in emergency medical situations or to report suspected child abuse or neglect as required by law.
  5. With Your Consent.We may share your information with third parties when you have given explicit, informed consent for a specific sharing purpose.
  6. SMS Data.SMS data is shared only as described in the SMS Terms & Conditions and SMS Privacy Notice. 
  7. Mergers orOrganizational Transactions. If Play Rugby USA is involved in a merger, acquisition, or organizational transition, we will provide notice and take reasonable steps to ensure that any transferred personal information continues to be handled in accordance with this Policy or the successor organization’s privacy policy. 
  8. h. Aggregated and De-IdentifiedWe may share aggregate statistics and de-identified data that cannot reasonably be used to identify any individual. This data may be used for research, reporting, grant applications, and public communications about the impact of our programs. 
  9. i. ProtectingOur Organization.We may use or share personal information when necessary to address safety concerns, prevent misuse of our services, or respond to suspected fraud or unlawful activity. This may include working with trusted partners or service providers to support these efforts. 

Our Commitment 

We do not sell, rent, or trade your personal information to third parties for their marketing purposes. We do not sell or share mobile phone numbers or SMS consent data with third parties for promotional or marketing use. 

  

  1. Children’s Privacy

Play Rugby USA is committed to protecting the privacy and safety of youth participants. This section consolidates all policies related to the collection, use, and protection of children’s information. 

  1. Information We Collect About Children: We collect the following information about minor participants: 
  • Name, age, date of birth, school, grade level  
  • Medical and health information provided by a parent/guardian 
  • Emergency contact information 
  • Athletic history and participation records 
  • Academic information (collected only with written parental or guardian consent; if a student voluntarily shares academic information, we treat it as confidential and use it solely for supportive program purposes) 
  • Photo/video release status 
  • Parent/guardian contact information and consent records 

For additional details about youth information collected during registration, see Section 2. 

  1. How We Collect Information About Children: Play Rugby USA collects, uses, and shares children’s information in accordance with applicable consent requirements and operational needs. Certain limited information may be collected directly from a student during outreach or interest activities, and additional information is collected only with parent or guardian consent. Parents/guardians may withdraw consent at any time, subject to legal and operational requirements. Below are the stages through which Play Rugby collects information. 

Initial Outreach (Pre-Registration): During school visits, interest events, or other outreach activities, Play Rugby USA may collect a student’s name, grade, school, and a phone number (which may belong to the parent, guardian, or the student) for the purpose of sharing program information and a registration link. If a student provides their own contact information, Play Rugby USA may send a one‑time informational message before parental/guardian consent is obtained. 

Post-Registration: When a parent or guardian approves participation, we may collect additional information needed for program administration and safety, including: 

  • name, date of birth, and demographic details 
  • medical and health information (for safety purposes) 
  • emergency contacts 
  • athletic history 
  • academic records (collected only with separate written parental or guardian consent; if a student voluntarily shares academic information, such as a report card, we treat it as confidential and use it solely for supportive program purposes) 
  • photo/video release authorization 

This information is used solely for program administration, participant safety, and the purposes described in Section 3. 

  1. How we Use Children’s Information: We use children’s information to offer and administer youth programs, ensure participant safety, communicate with parents/guardians, coordinate events, and comply with legal obligations (including child‑protection laws). We also use children’s information to understand program outcomes and evaluate program effectiveness. We do not use children’s information to market products or services to children. 

 

  1. Sharing Children’s Information: We share children’s information only as necessary for program administration, participant safety, legal compliance, and with service providers who support our operations. We may also share children’s information with donors, funders, and partners for grant reporting, program‑impact documentation, fundraising, and other organizational communications. When doing so, Play Rugby USA may share identifiable information (such as photos, names, or participant stories) in accordance with the parent/guardian media release or other applicable consent. We do not share children’s information with third parties for marketing or promotional purposes directed at children. 

 

  1. Communication with Youth Participants: Play Rugby USA may communicate directly with youth participants for program‑related purposes. When a student provides their own contact information during an outreach or interest activity, Play Rugby USA may send a one‑time informational message (such as a link to program details or the registration form) before parental/guardian consent is obtained. Ongoing or recurring communication with youth participants occurs only with parent/guardian approval and only for program‑related purposes. For SMS communications, see Section 5 and the SMS Privacy Notice. 

 

  1. Parental/Guardian Rights: Parents/guardians may access, correct, or request deletion of their child’s information, and may manage communication preferences on behalf of their child. We may require identity verification before processing such requests. To exercise any of these rights, please contact us at [email protected]. 

 

  1. Photography and Video of Minors: Photographs and videos of minor participants are collected and used only with signed photo/video release forms executed by the minor's parent or legal guardian. Such media are used only for approved organizational purposes, including program promotion, social media, newsletters, grant applications, and organizational reporting. Parents and guardians may revoke their media release consent at any time by contacting us at [email protected]. Revocation will apply to future use; previously published materials may not be able to be removed. 
  1. Cookies and TrackingTechnologies

Play Rugby USA uses cookies and similar technologies to operate our website, improve functionality, and understand how visitors use our site. These technologies may collect information such as IP address, browser type, device identifiers, and general browsing behavior. 

We use essential cookies for site functionality, functional cookies to remember preferences, and analytics cookies to help us understand website traffic patterns. We may also use third‑party analytics providers, who operate under their own privacy policies. 

You can manage or disable cookies through your browser settings. Please note that disabling cookies may affect certain website features. 

  1. Data Security

Play Rugby USA uses administrative, technical, and physical safeguards to protect the information we collect, including children’s information. These safeguards are designed to prevent unauthorized access, disclosure, alteration, or destruction of personal information. 

We limit access to personal information to employees, contractors, and service providers who need the information to perform their job duties and who are required to maintain its confidentiality. 

While we take reasonable measures to protect personal information, no security system is completely secure. We cannot guarantee the absolute security of information transmitted to or stored by Play Rugby USA. 

If we become aware of a data security incident involving personal information, we will take appropriate steps in accordance with applicable laws and our internal policies, which may include notifying affected individuals and relevant authorities. 

  1. Data Retention

Play Rugby USA retains personal information only for as long as necessary to fulfill the purposes for which it was collected, including program administration, participant safety, legal compliance, grant reporting, and organizational recordkeeping. 

 

Retention periods vary depending on the type of information and applicable legal or contractual requirements. For example, we may retain program participation records, incident reports, and certain financial or grant‑related documentation for longer periods to comply with child‑safety laws, audit requirements, or funder obligations. 

When personal information is no longer needed, we take steps to delete, de‑identify, or securely dispose of it in accordance with our internal policies and applicable laws. 

Parents/guardians and adult participants may request deletion of certain information, subject to legal, safety, and operational requirements. For more information, see Section 11 and Section 15. 

  1. Your Rights and Choices 

Individuals who interact with Play Rugby USA may have certain rights regarding their personal information, depending on their relationship with us and applicable laws. These rights may include the ability to: 

  • Access your information — request a copy of the personal information we maintain about you. 
  • Correct your information — request that we update or correct inaccurate or incomplete information. 
  • Delete your information — request deletion of certain personal information, subject to legal, safety, and operational requirements. 
  • Manage communication preferences — opt in or out of certain types of communications, including email, SMS, and program updates. 
  • Withdraw consent — withdraw previously provided consent, including media release consent or communication consent, where applicable. 

Some privacy rights may vary based on your state or country of residence. While many privacy laws do not apply to nonprofit organizations, Play Rugby USA will make reasonable efforts to honor valid requests consistent with our legal, safety, and operational requirements. 

To exercise any of these rights, please contact us using the information provided in Section 15. We may require identity verification before processing your request. We will respond to privacy requests within a reasonable time, consistent with our legal, safety, and operational requirements. 

  1. Data Storage and Service Providers

Play Rugby USA uses trusted third‑party service providers to store and process personal information for program administration, communications, and operational support. These service providers are required to protect personal information and to use it only for the services they provide to Play Rugby USA. 

Personal information may be accessed by Play Rugby USA staff or service providers as needed to perform their job duties, regardless of location. All individuals with access to personal information are required to protect it and to use it only for authorized organizational purposes. 

  1. Links toThird-PartyWebsites and Services 

Our website, emails, and text messages may contain links to third‑party websites, applications, or services that are not owned or controlled by Play Rugby USA. These may include links to USA Rugby, partner organizations, payment processors, social media platforms, and other external resources. 

Play Rugby USA is not responsible for the privacy practices, content, or security of any third‑party websites or services. The inclusion of a link does not imply endorsement of the linked site’s privacy practices. 

We encourage you to review the privacy policies of any third‑party websites or services before providing them with your personal information. 

14.Changes to this Privacy Policy

Play Rugby USA may update, modify, or revise this Privacy Policy at any time. Changes will be effective upon posting the updated Policy on our website, unless a later effective date is specified. 

If we make material changes to this Policy, we will update the effective date at the top of this page and post the revised Policy on our website.  

Your continued use of Play Rugby USA’s services, website, or communication channels after a revised Policy is posted constitutes your acknowledgment and acceptance of the updated terms. 

We encourage you to review this Policy periodically to stay informed about our data practices and any updates. 

15. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us: 

Play Rugby USA 

500 7th Avenue, 8th Floor  

New York, NY 10018 

Email: [email protected] 

Phone: 646-547-9756

For SMS Help: Text HELP to 646-547-9756 or email [email protected] 

We will respond to your inquiry within a reasonable time, consistent with our legal, safety, and operational requirements. 

16. Governing Law and Dispute Resolution

Governing Law. This Privacy Policy and any disputes arising out of or relating to it are governed by the laws of the State of New York, without regard to its conflict‑of‑laws principles. 

Dispute Resolution. Any dispute, claim, or controversy arising out of or relating to this Privacy Policy that cannot be resolved through good‑faith informal negotiation shall be submitted to binding arbitration in accordance with the rules of the American Arbitration Association. The arbitration shall be conducted in New York, and the arbitrator’s decision shall be final and binding. Nothing in this section prevents Play Rugby USA from seeking injunctive or equitable relief in a court of competent jurisdiction to protect the safety of minors or the security of personal information. 

Severability. If any provision of this Privacy Policy is held invalid or unenforceable, the remaining provisions shall continue in full force and effect. The invalid provision shall be modified to the minimum extent necessary to make it valid and enforceable while preserving its original intent.  

— End of Privacy Policy —  

© Play Rugby USA. All rights reserved. This Privacy Policy constitutes the complete privacy disclosure of Play Rugby USA as of the effective date stated above. 

 

PLAY RUGBY USA — SMS TERMS AND CONDITIONS 

Effective Date: June 2026 

These SMS Terms and Conditions (“SMS Terms”) govern your participation in the Play Rugby USA SMS messaging program. By opting in to receive text messages from Play Rugby USA, you agree to these SMS Terms. These SMS Terms supplement the Play Rugby USA Privacy Policy and the Play Rugby USA SMS Privacy Notice (collectively, “Play Rugby USA Policies”). 

  1. Program Description

Play Rugby USA offers SMS messaging programs for the purpose of communicating with participants, parents/guardians, coaches, volunteers, donors, and community supporters. Messages may include program updates, event notifications, registration confirmations, schedule changes, safety and weather alerts, and organizational announcements. 

  1. Enrollment and Consent

By opting in to Play Rugby USA's SMS program, you expressly consent to receive recurring automated text messages at the mobile phone number you provide. You may opt in by one of the following methods: 

  1. Completing the web form on our Contact page at https://playrugbyusa.org/contact/, where you provide your mobile phone number and check the SMS consent box agreeing to receive recurring automated text messages from Play Rugby USA;
  2. Completing a web-based registration form that includes an SMS consent language; 
  3. Providing a phone number in writing to Play Rugby USA during an in-person event, school visit, or program registration 
  4. Texting a designated keyword (e.g., JOIN, RUGBY, YES) to Play Rugby USA's designated 10-digit long code number; or 
  5. Providing verbal consent during in-person or telephone registration, confirmed by a written or electronic follow-up. 

When a phone number is provided by someone other than the phone’s owner (for example, a student providing a parent’s or guardian’s number during a school visit), Play Rugby USA will send a single confirmatory text message to that number. This message will identify Play Rugby USA, explain why the recipient is receiving the message, and provide clear instructions for opting out. No additional messages will be sent unless the phone’s owner affirmatively confirms enrollment or independently opts in. If the phone’s owner takes no action in response to the confirmatory message, messaging will not continue. The recipient may reply STOP at any time to stop receiving SMS messages. This does not affect program enrollment or participation. 

Consent to receive text messages is not a condition of any purchase, donation, registration, or participation in Play Rugby USA programs. 

  1. FCC One-to-One Consent Compliance

In accordance with FCC regulations effective January 27, 2026, your consent to receive text messages applies only to Play Rugby USA. Your consent and mobile phone number will not be shared, sold, or transferred to any other organization for messaging purposes. 

Each sender must obtain its own independent consent. Play Rugby USA operates in full compliance with the FCC’s one‑to‑one consent requirements under the TCPA. 

  1. Message Frequency

Message frequency varies depending on program activity and the time of year. Message frequency may increase during active program periods and decrease during off-season periods. 

  1. Message and Data Rates

Standard message and data rates may apply to text messages sent to and received from Play Rugby USA, depending on your wireless carrier and service plan. Contact your wireless carrier for details on your plan’s messaging rates. 

  1. Opt-Out

You may opt out of Play Rugby USA's SMS program at any time by replying STOP to any text message you receive from Play Rugby USA. Upon receipt of your opt-out keyword, you will receive a single confirmation message: 

"You have been unsubscribed from Play Rugby USA messages. No further messages will be sent. Reply JOIN to re-subscribe or contact [email protected]. 

No additional messages will be sent to your number unless you affirmatively re-enroll through any approved opt-in method. 

  1. Help

For assistance with Play Rugby USA's SMS program, reply HELP to any message. You will receive the following response: 

"Play Rugby USA SMS Help: For support, email [email protected] or call 646-547-9756. Reply STOP to unsubscribe. Msg & Data rates may apply. Msg frequency varies." 

  1. Supported Carriers

Major U.S. wireless carriers are supported, including but not limited to AT&T, T-Mobile, Verizon, and their respective subsidiaries and MVNOs. Play Rugby USA and wireless carriers are not liable for delayed or undelivered messages. Message delivery is subject to effective transmission by your wireless carrier and is not guaranteed. 

  1. Content

Messages sent through Play Rugby USA's SMS program may include but are not limited to: 

  • Program and organizational announcements; 
  • Practice and game notifications; 
  • Event reminders and logistics; 
  • Registration confirmations and reminders; 
  • Weather and safety alerts; 
  • Links to Play Rugby USA web content (playrugbyusa.org); 
  • General organizational news and community engagement. 
  1. Privacy

Your phone number and SMS opt‑in data will not be sold, rented, or shared with any third party for their own marketing or promotional purposes. 

For full details on how we collect, use, and protect your information, please review the Play Rugby USA SMS Privacy Notice and the Play Rugby USA Privacy Policy. 

  1. Initial Outreach (Pre‑Registration)

During school visits, interest events, or other outreach activities, Play Rugby USA may collect a student’s name, grade, school, and a phone number (which may belong to the parent, guardian, or the student) for the purpose of sharing program information. Play Rugby USA will send only a single informational or confirmatory message to this number (for example, a link to program information or the registration form). No number collected during initial outreach will be enrolled in recurring SMS messaging at this stage. 

If a student provides their own phone number, Play Rugby USA will not use that number for ongoing direct communication until a parent or guardian has registered the child and has provided or approved that youth phone number for program‑related communication. Ongoing direct SMS communication with a youth participant begins only after parental approval. 

  1. OngoingYouth Participant Communications (Post-Registration) 

Play Rugby USA program staff, coaches, and volunteers may communicate via SMS directly with youth participants only for program‑related and student‑support purposes, such as: 

  • Practice and game schedules 
  • Event logistics 
  • Attendance 
  • Mentoring and academic support 

SMS communications with youth are never used for fundraising. 

Parents/guardians are informed during registration that direct communication with youth may occur. 

  • Direct communication with youth will occur only when a parent or guardian has provided or approved communication with the youth’s phone number. 
  • Parents/guardians may request at any time that all SMS communications be directed solely to the parent/guardian contact on file by emailing [email protected]. 

For full details on how we handle children’s personal information, see Section 7 (Children’s Privacy) of the Play Rugby USA Privacy Policy. 

13. Acceptable Use

Play Rugby USA's SMS program is intended solely for organizational communications as described herein. You agree not to reply to messages with content that is unlawful, threatening, harassing, defamatory, obscene, or otherwise objectionable. Play Rugby USA reserves the right to remove any individual from the messaging program who violates these acceptable use standards. 

14. Modification

Play Rugby USA reserves the right to modify these SMS Terms and Conditions at any time. Material changes will be communicated via text message and/or posted on the Play Rugby USA website. Your continued participation in the SMS program after notice of such changes constitutes your acceptance of the modified terms. 

15. Contact

Play Rugby USA 

500 7th Avenue, 8th Floor  

New York, NY 10018 

Email: [email protected] 

Phone: 646-547-9756 

PLAY RUGBY USA — SMS PRIVACY NOTICE 

Effective Date: June 2026 

This SMS Privacy Notice explains how Play Rugby USA (“we,” “us,” “our”) collects, uses, and protects personal information in connection with our SMS messaging program. This Notice supplements the Play Rugby USA Privacy Policy and applies only to information collected through SMS communications. 

  1. Information We Collect Through SMS

In connection with our SMS messaging programs, we may collect the following information: 

  • Mobile phone number; 
  • Date and method of opt-in consent; 
  • Message content (for service delivery and support); 
  • Opt-out requests and dates; 
  • Keyword responses (e.g., JOIN, STOP, HELP); 
  • Delivery receipts and timestamps; 
  • Any information you voluntarily provide via text message. 

 

2. How We Use SMS Data

We use information collected through our SMS programs for the following purposes: 

  • To send you the text messages you have consented to receive; 
  • To process your opt-out and opt-in requests promptly and accurately; 
  • To respond to HELP requests and provide program support; 
  • To maintain records of consent for regulatory compliance and audit purposes; 
  • To troubleshoot message delivery issues and improve program reliability; 
  • To comply with legal obligations, including FCC, TCPA, and state regulatory requirements. 

We do not use SMS data for any purpose unrelated to the messaging program unless you provide separate, additional consent. 

3. SMS Data Sharing

Play Rugby USA does not sell, rent, or share your mobile number or SMS data with third parties for marketing or promotional purposes. Text messaging originator opt-in data and consent will not be shared with any third parties. 

We share SMS data only in the following limited circumstances: 

  • SMS Platform Provider: We share data with our SMS platform provider solely to deliver messages and operate the program. The provider is bound by a written agreement limiting its use of your data to services performed on our behalf. 
  • Legal Requirements: We may disclose SMS data if required by law, legal process, or governmental authority. 

This commitment applies whether you are a current or former SMS participant. 

4. Data Retention

We retain SMS information only as long as needed for program operations, message delivery, system integrity, and compliance with legal or safety requirements. Retention periods may vary depending on regulatory obligations and operational needs. 

5. Data Security

We protect SMS data using industry-standard security measures, including: 

  • Encryption: SMS data is encrypted in transit and at rest; 
  • Access Controls: Access to SMS data is limited to authorized personnel who require it for messaging program administration; 
  • Secure Storage: SMS data is stored in secure, access-controlled systems; 

 

  • 6. Your Privacy Rights

You have the following rights with respect to your SMS data: 

  • Opt Out: You may opt out at any time by texting STOP to any message; 
  • Access: You may request access to the SMS data we hold about you; 
  • Correction: You may request correction of inaccurate SMS data; 
  • Deletion: You may request deletion of your SMS data, subject to legal retention requirements; 
  • State Privacy Rights: You may exercise rights available under applicable state privacy laws. 

To exercise any of these rights, contact us at [email protected] or use the contact information provided in Section 10 below. 

7. Children's Privacy and Youth Communications

As described in Section 7 (Children’s Privacy) of the Play Rugby USA Privacy Policy, Play Rugby USA staff, coaches, and volunteers may communicate with youth participants via SMS for program‑related and student‑support purposes only.  SMS communications with youth are never used for marketing or fundraising. Additionally, ongoing direct SMS communication with youth occurs only when the youth has registered for the program and a parent or guardian has provided or approved the youth’s phone number.  

Parents/guardians may request at any time that all SMS communications be directed solely to the parent/guardian contact on file by emailing [email protected]. 

For full details on how we handle children’s personal information, see Section 7 (Children’s Privacy) of the Play Rugby USA Privacy Policy. 

8. Changes to This Notice

Play Rugby USA may update this SMS Privacy Notice at any time. Material changes will be communicated via text message to enrolled participants and/or posted on the Play Rugby USA website. The effective date at the top of this Notice indicates when it was last revised. 

9. Contact

Play Rugby USA 

500 7th Avenue, 8th Floor  

New York, NY 10018 

Email: [email protected] 

Phone: 646-547-9756