This Privacy Policy describes how Vortex Athletics, LLC ("Vortex Athletics," "we," "us," or "our") collects, uses, discloses, and protects personal information when you visit our websites (including vortexathletics.com and related program sites), enroll in classes, use our member or coach portals, or otherwise interact with us.
Information we collect
We may collect the following categories of information:
- Contact and identity information: name, email address, phone number, mailing address, date of birth, gender, and graduation year (where applicable).
- Account credentials: username and password (stored in hashed form) for member, coach, and administrator portals.
- Enrollment and program information: class selections, program enrollments, waivers and electronic signatures, attendance-related records, and communications you send through our messaging features.
- Billing and payment information: billing address and transaction details. Payment card numbers are collected and processed by Stripe; we do not store full card numbers on our servers.
- Inquiry and marketing information: information you submit through contact forms, camp interest forms, or similar requests, including optional message content and referral source (such as UTM parameters).
- Technical and usage information: IP address, browser type, device information, pages viewed, and similar analytics data when you use our websites (subject to your cookie preferences).
- Children's information: when a parent or guardian enrolls a minor, we collect athlete information necessary to provide coaching, safety, and program administration. We do not knowingly collect personal information directly from children under 13 without appropriate parental involvement.
How we use information
We use personal information to:
- Provide, operate, and improve our classes, camps, and athletic programs
- Process enrollments, waivers, scheduling, and membership accounts
- Process payments, issue receipts, and manage billing accounts
- Communicate with you about enrollment, scheduling, safety, billing, and support
- Enable coach–family messaging and program-related notifications in our portals
- Respond to inquiries submitted through our website or email
- Maintain security, prevent fraud, and enforce our terms and facility policies
- Analyze site usage to improve our programs and marketing (only with your consent where required for non-essential cookies)
- Comply with legal obligations and protect our rights
How we disclose information
We do not sell your personal information. We may disclose information to the following categories of recipients, only as needed for the purposes described above:
- Service providers: vendors that help us operate our business, such as payment processing (Stripe), email delivery, hosting, and analytics providers. These parties are authorized to use information only to perform services for us.
- Coaches and staff: authorized Vortex Athletics personnel who need access to athlete and family information to deliver coaching, scheduling, safety, and administrative services.
- Legal and safety: when required by law, regulation, legal process, or to protect the rights, property, or safety of Vortex Athletics, our athletes, families, or others.
- Business transfers: in connection with a merger, acquisition, or sale of assets, subject to appropriate confidentiality protections.
Disclosures may occur through secure electronic systems (for example, our web application, email, or vendor APIs), in person at our facility, or by phone when necessary to provide support or fulfill a request you initiate.
Cookies and analytics
We use necessary cookies to operate our websites and optional analytics and marketing cookies only with your consent. You can manage preferences through the cookie banner on our site. We use Google Analytics (measurement ID G-XDE178DQWY) to understand how visitors use our pages when analytics cookies are enabled. We do not use cookies to build advertising audiences from children's information.
Security practices
We implement reasonable administrative, technical, and physical safeguards designed to protect personal information, including:
- Encrypted connections (HTTPS) for data transmitted through our websites
- Password hashing and authenticated access controls for portal accounts
- Role-based access limiting staff and coach visibility to information needed for their duties
- Payment card data handled by Stripe in accordance with PCI DSS standards; we do not store full card numbers
- Regular review of systems and vendor relationships relevant to data handling
No method of transmission or storage is completely secure. If you believe your account has been compromised, contact us promptly at [email protected].
Data retention
We retain personal information for as long as needed to provide services, maintain enrollment and billing records, comply with legal obligations, resolve disputes, and enforce our agreements. When information is no longer required, we take reasonable steps to delete or de-identify it.
Your choices and rights
Depending on your location, you may have rights to access, correct, delete, or obtain a copy of certain personal information, or to opt out of certain processing. To make a request, email [email protected]. We may need to verify your identity before fulfilling a request. Parents or guardians may request access to or correction of information about a minor enrolled under their account.
Third-party links
Our websites may link to third-party sites (for example, social media or mapping services). Those sites have their own privacy practices, and we are not responsible for their content or policies.
Changes to this policy
We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page indicates when it was most recently revised. Material changes will be posted on this page.
Contact us
Questions about this Privacy Policy or our data practices may be directed to:
- Vortex Athletics, LLC
- 4961 Tesla Dr Suite E, Bowie, MD 20715
- Email: [email protected]
- Support: vortexathletics.com/support