Data Sharing & Club Partner Terms

Scope & Who This Applies To

These Data Sharing & Club Partner Terms ("Partner Terms") govern the relationship between Access 2 Play, Inc. ("A2P") and any sports club, recreational league, school athletic program, community organization, or individual program director ("Partner") that:

• Receives A2P grant funding on behalf of one or more athletes
• Hosts A2P-funded athletes in a program, club, or league
• Is listed as a coach, program director, or organizational contact in an A2P grant application
• Enters a formal written partnership or MOU with A2P
• Participates in or hosts A2P clinics, camps, workshops, or events

These terms supplement and do not replace any separate written partnership agreement or memorandum of understanding between A2P and a Partner organization.

Becoming an A2P Partner

Application & Approval

Club and program partnerships may arise through:

• A parent or guardian listing the Partner as the coach or program in a grant application
• A formal partnership inquiry submitted to partnerships@access2play.org
• An invitation from A2P to host a clinic, camp, or workshop

Partner Eligibility

Partners must:

• Be legally organized (incorporated club, school program, recreational league, or similar recognized structure)
• Have at least one qualified coach or program director in place
• Maintain a safe, non-discriminatory environment for youth athletes
• Agree to background check requirements for staff working with A2P-funded minors
• Comply with applicable Maryland and federal law

Verification

A2P may contact Partners to verify athlete enrollment before disbursing grant funds. Partners agree to respond to verification inquiries within 5 business days.

Data Shared by A2P with Partners

What We Share

A2P may share the following limited information with Partners solely for program administration:

What We Do NOT Share with Partners

• Athlete home address or county
• Athlete date of birth
• Household income or financial data
• Parent or guardian contact information (beyond what the parent provided directly to the Partner)
• Information about other athletes in the same or other programs

Data Shared by Partners with A2P

Verification Data

Partners agree to provide accurate information to A2P upon request, including:

• Confirmation that the named athlete is actively enrolled in the program
• Confirmation that the program is operational and the coach/director is in place
• Any changes in athlete participation status (e.g., athlete drops out, program ends early)
• Receipts, invoices, or confirmation of grant fund expenditure when requested

Reporting Obligations

Partners must notify A2P within 7 business days of any of the following:

• A grant-funded athlete is no longer enrolled or participating in the program
• The program, club, or league has been suspended, dissolved, or restructured
• A safety incident involving a grant-funded athlete has occurred
• Grant funds have been spent for a purpose other than the approved use

Impact Data

Partners grant A2P the right to use aggregate, de-identified program data (e.g., "15 athletes funded across Baltimore County clubs this year") in annual impact reports, grant applications to foundations, and donor communications. No individually identifiable athlete data will be used in public reporting without parental consent.

Partner Data Protection Obligations

Required Protections

• Store A2P-shared data in access-controlled systems or secure physical files
• Limit access to A2P athlete data to staff with a direct need for that specific information
• Do not transmit A2P athlete data via unencrypted email or unsecured channels
• Do not retain A2P athlete data beyond the grant period plus 60 days, unless legally required

Prohibited Actions

• Prohibited Selling, licensing, trading, or sharing A2P athlete data with any third party
• Prohibited Using A2P athlete data for any purpose other than administering the specific funded program
• Prohibited Using athlete data for marketing, solicitation, or commercial purposes
• Prohibited Retaining athlete data after the required destruction period

Data Breach Notification

In the event of a data breach, unauthorized access, or suspected compromise of A2P athlete information, Partners must:

Data Destruction

Upon conclusion of the grant period, Partners must securely destroy all A2P-provided athlete data within 60 days. Digital records should be permanently deleted; physical records should be shredded. Partners must confirm destruction in writing to partnerships@access2play.org upon request.

Grant Fund Use & Accountability

Permitted Uses

Grant funds disbursed by A2P must be used exclusively for the purpose stated in the approved grant application within the approved grant period. Approved uses include:

• Approved League or program registration fees for the named athlete
• Approved Sports equipment and gear specified in the application
• Approved Uniforms or team apparel
• Approved Tournament entry fees and travel costs
• Approved Camp or clinic fees for the named athlete

Prohibited Uses

• Prohibited Payment of coaching salaries or organizational operating expenses
• Prohibited Purchase of equipment or gear for non-grant athletes
• Prohibited Transfer of funds to any individual or organization not specified in the grant approval
• Prohibited Retention of unspent funds beyond the grant period without written A2P approval

Documentation Requirements

Within 60 days of grant fund disbursement, Partners may be asked to provide:

• Receipts or invoices showing expenditure of grant funds for the approved purpose
• Written confirmation from the program director that the funded athlete participated
• Any other documentation reasonably requested by A2P to verify appropriate use

Unspent Funds

Grant funds that are not spent for the approved purpose within the grant period must be returned to A2P within 30 days of the grant period end. Partners may submit a written request to A2P to redirect unspent funds to a different approved use within the same grant period.

Program Standards & Child Safety

Safe Environment

Partners hosting A2P-funded athletes agree to maintain a safe, inclusive, and non-discriminatory environment that meets or exceeds the standards in A2P's Code of Conduct.

Background Checks

Partners must ensure that all coaches, instructors, and staff who work directly with A2P-funded athletes have undergone age-appropriate background screening. A2P may request confirmation of background check compliance as a condition of grant disbursement.

Mandatory Reporting

Partners and their coaches and staff must comply with Maryland mandatory reporting law (Family Law Article § 5-704). Any suspected child abuse or neglect involving an A2P-funded athlete must be reported to Maryland CPS at 1-800-332-6347, and A2P must be notified within 24 hours.

Incident Reporting

Partners must notify A2P within 24 hours of any of the following involving an A2P-funded athlete:

• A serious injury requiring medical attention beyond first aid
• A safety incident, allegation of misconduct, or Code of Conduct violation involving any A2P-affiliated individual
• A police report or government investigation involving the program or any participant

Branding & Communications

Acknowledging A2P Support

Partners may — and are encouraged to — acknowledge A2P's support using the following approved language:

• "Funded in part by Access 2 Play, Inc."
• "Supported by Access 2 Play, Inc. — Maryland 501(c)(3)"

Logo & Branding Use

Use of the A2P name, logo, or branding beyond the approved acknowledgment language requires prior written approval from A2P. Submit requests to grants@access2play.org.

Media & Social Media

Partners may post about A2P on social media using the approved acknowledgment language and tagging @access2play. Partners may not:

• Make public statements on behalf of A2P
• Represent A2P's positions, policies, or financial information publicly
• Post photos or videos of A2P-funded athletes without parental consent on file

A2P's Use of Partner Content

A2P may feature Partner program names, general program descriptions, and aggregate outcomes in our website content, annual reports, and donor materials. A2P will seek prior approval before using Partner logos or reproducing Partner-specific materials.

Audits & Monitoring

A2P reserves the right to conduct program and financial audits of any Partner receiving grant funding.

• A2P will provide at least 5 business days notice before conducting an audit, except in cases of suspected fraud or child safety concerns.
• Audits may include review of attendance records, financial receipts, coach qualifications, and safety documentation.
• Partners agree to provide full cooperation and access to relevant records during any audit.
• Partners may be required to participate in periodic check-in calls or provide written progress updates during a grant period.

Failure to cooperate with a legitimate audit request is grounds for suspension of future grant disbursements and may result in termination of the partnership.

Term & Termination

Term

These Partner Terms are effective from the date a Partner first applies for A2P funding or enters a partnership, and remain in effect for the duration of all active grant periods plus any applicable retention and data protection periods.

Termination by A2P

A2P may terminate a partnership and seek return of unexpended grant funds immediately upon written notice if a Partner:

• Materially breaches these Partner Terms
• Violates A2P's Code of Conduct or the Reporting Concerns Policy
• Engages in conduct that endangers the safety or well-being of athletes
• Misuses grant funds
• Provides false or misleading information in a grant application or verification process
• Loses eligibility (e.g., program dissolution, legal action against the organization)

Termination by Partner

A Partner may end their participation in A2P programs at any time by providing written notice to grants@access2play.org. Upon termination, the Partner must:

• Return any unspent grant funds within 30 days
• Securely destroy all A2P athlete data within 60 days
• Confirm data destruction in writing to A2P

Survival

The following sections survive termination: data protection obligations, confidentiality, fund return requirements, and governing law.

Governing Law

These Partner Terms are governed by the laws of the State of Maryland. Any disputes shall be resolved in the courts of Maryland. Partners consent to the personal jurisdiction of Maryland courts for matters arising under these terms.

Nothing in these terms limits A2P's ability to seek injunctive or other equitable relief in any court of competent jurisdiction where necessary to protect the safety of athletes or the security of confidential data.

Partner Acknowledgment & Signature

Partners formally accepting A2P funding or entering a written partnership will be asked to sign an acknowledgment confirming they have read, understood, and agree to these Partner Terms.

The acknowledgment signature block is included in the A2P Partner Agreement form, which will be provided at the time of:

• First grant award above $500
• Formal club or organizational partnership (MOU)
• Participation as a host site for A2P clinics or camps

For a copy of the Partner Agreement form, email partnerships@access2play.org.