Privacy Policy
How Access 2 Play, Inc. collects, uses, protects, and respects your personal information — and the information of the youth athletes we serve.
Plain-Language Summary: We collect only the information necessary to run our programs, award grants, and communicate with supporters. We never sell your data. We take special care to protect information about the children we serve. You can request access, correction, or deletion of your information at any time.
Who We Are
Access 2 Play, Inc. ("A2P," "we," "us," or "our") is a Maryland-based 501(c)(3) tax-exempt nonprofit organization (EIN: 33-1921117). Our mission is to remove the financial, structural, and educational barriers that prevent underserved youth from competing in amateur sports.
This Privacy Policy applies to all personal information collected through our website at www.access2play.org, our grant application portal, our volunteer and donor intake processes, and our email communications. It does not apply to third-party websites linked from our site.
By using our website or submitting information to us, you acknowledge that you have read and understood this Privacy Policy.
Information We Collect
The types of personal information we collect depend on how you interact with A2P:
Contact & Identity Information
- First and last name
- Email address
- Phone number
- Mailing address
- Organization or employer name
Grant Application Data
- Athlete name, date of birth, age, and sport
- County and home address of athlete
- Household size and annual income range
- School enrollment status
- Program, club, or league name
- Coach or program director name, email, and phone
- Description of specific funding need and estimated amount
- Prior A2P grant history
Donor & Giving Information
- Name and email for donation receipts
- Gift amount and designation preference
- Giving frequency (one-time, monthly, annual)
- Payment information is processed by third-party payment processors — we do not store credit card numbers, bank account numbers, or payment credentials on our servers
Volunteer & Coach Application Data
- Professional background, certifications, and areas of expertise
- Availability, preferred role, and sport specializations
- Reference names, emails, and phone numbers
- Background check consent
Newsletter & Communication Data
- Email address and subscription preferences
- Email open and click data (aggregated, through our email provider)
Website Usage Data
- Browser type and version
- Pages visited and time on site
- Referring URL and exit pages
- IP address (may be anonymized)
- Device type and operating system
Information You Provide Voluntarily
- Messages submitted via our contact form
- Any additional context or notes provided in applications or communications
How We Collect Information
Directly From You
Most of the personal information we hold is provided directly by you when you:
- Submit a youth athlete grant application
- Make a donation
- Sign up for our newsletter
- Submit a volunteer or coach application
- Fill out our contact form
- Register for an event or clinic
- Email or communicate with us directly
From Third Parties
- Coaches and program directors may provide information about athletes when verifying grant applications.
- Background check providers may return results for volunteer applicants who have given consent.
Automatically
When you visit our website, certain technical information is collected automatically through cookies, server logs, and analytics tools. See Section 11 (Cookies & Tracking) for details.
How We Use Your Information
| Purpose | Data Used |
|---|---|
| Review and process grant applications; notify applicants of decisions | Grant application data, athlete info, household data |
| Verify athlete enrollment and program participation with coaches | Athlete name, sport, coach contact info |
| Disburse approved grant funds to programs, clubs, or vendors | Program name, approved grant amount |
| Process donations and issue tax receipts | Donor name, email, gift amount |
| Send program updates, event announcements, and grant cycle news | Email address, name, subscription preference |
| Screen and onboard volunteer and coach applicants | Application data, references, background check results |
| Respond to contact form inquiries and general questions | Name, email, message content |
| Produce annual impact reports and grant outcome summaries | Aggregated, de-identified program data |
| Improve website performance and user experience | Website usage data (aggregated) |
| Comply with legal and regulatory obligations | As required by applicable law |
We do not use personal information for automated decision-making or profiling that produces legal or similarly significant effects.
Legal Basis for Processing
Where applicable law requires a legal basis for processing personal information, A2P relies on the following:
- Consent: Newsletter subscriptions, photo/media releases for minors, and optional cookies. You may withdraw consent at any time.
- Contract performance: Processing grant applications, disbursing funds, and onboarding volunteers.
- Legitimate interests: Improving our website, communicating about programs with existing supporters, and maintaining organizational records — provided these interests are not overridden by your rights.
- Legal obligation: Retaining grant records for audit and compliance purposes; mandatory reporting of child safety concerns.
How We Share Your Information
We do not sell, rent, license, or trade your personal information to any third party for commercial purposes — ever.
We may share information in the following limited circumstances:
Service Providers
We use trusted third-party service providers to help operate our website and programs. These providers receive only the data necessary to perform their services and are bound by confidentiality obligations:
- Formspree — form submission delivery
- Email newsletter platform — subscriber management and email delivery
- Payment processor — donation processing (they handle payment data, we do not)
- Background check provider — volunteer screening (with applicant consent)
- Website analytics — aggregated usage data
Grant Verification
Limited athlete information (name, sport, grant status) may be shared with the coach or program director listed in a grant application for the sole purpose of verifying participation.
Legal Requirements
We may disclose personal information if required by law, court order, or government request, or if we believe in good faith that disclosure is necessary to protect the safety of a child, prevent fraud, or comply with a legal obligation.
Mandatory Child Safety Reporting
Under Maryland law (Family Law Article § 5-704), certain individuals are mandatory reporters of suspected child abuse or neglect. A2P staff, coaches, and volunteers may be required by law to report concerns to the appropriate authorities, which may involve disclosing identifying information.
Organizational Successors
In the unlikely event of a merger, acquisition, or dissolution of A2P, personal information may be transferred to a successor organization, subject to the same privacy protections described here.
Children's Privacy (COPPA)
The privacy and safety of the youth athletes we serve is a top priority. This section provides a summary of our practices. For our complete and detailed COPPA-specific notice, please see:
Summary of Key Practices
- Our website is directed at adults — parents, guardians, donors, coaches, and community partners — not children.
- We do not knowingly collect personal information directly from children under 13.
- Grant applications involving minors must be submitted by a parent or legal guardian.
- We do not use minor athletes' information for marketing, profiling, or any purpose beyond grant administration.
- We do not post photos or videos of minors without written parental consent.
- Parents and guardians may request access to, correction of, or deletion of their child's information at any time by emailing info@access2play.org.
Data Retention
We retain personal information only for as long as necessary to fulfill the purposes for which it was collected, comply with legal obligations, or resolve disputes.
| Data Type | Retention Period | Reason |
|---|---|---|
| Grant application records | 7 years after grant period ends | IRS/audit requirements for nonprofits |
| Donation records | 7 years | Tax and accounting compliance |
| Volunteer/coach applications | Duration of active relationship + 3 years | Operational records; liability |
| Background check results | Duration of active volunteer relationship | Safety screening |
| Contact form submissions | 2 years or until resolved | Response and follow-up |
| Newsletter subscribers | Until unsubscribed + 30 days | Communication consent |
| Website analytics data | 26 months (aggregated) | Site improvement |
After applicable retention periods, data is securely deleted or anonymized.
Data Security
We implement reasonable and appropriate administrative, technical, and physical safeguards to protect personal information from unauthorized access, use, disclosure, alteration, or destruction.
Measures We Take
- HTTPS encryption for all data transmitted through our website
- Access to personal information limited to staff and volunteers with a legitimate need
- Use of reputable third-party service providers with their own security standards
- Regular review of data handling practices
Limitations
No method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security. In the event of a data breach that is likely to affect your rights and freedoms, we will notify affected individuals as required by applicable law.
If you suspect unauthorized access to your information, please contact us immediately at info@access2play.org.
Your Rights & Choices
Depending on your location and applicable law, you may have the following rights with respect to your personal information:
Rights Available to All Users
- Access: Request a copy of the personal information we hold about you.
- Correction: Request correction of inaccurate or incomplete information.
- Deletion: Request deletion of your personal information, subject to legal retention obligations.
- Withdraw consent: Withdraw consent for newsletter subscriptions or photo/media use at any time.
- Unsubscribe: Opt out of marketing emails using the unsubscribe link in any email we send.
How to Exercise Your Rights
Submit requests to: info@access2play.org with the subject line "Privacy Request." We will respond within 30 days. We may request verification of your identity before processing certain requests.
Parental Rights for Minor Athletes
Parents and legal guardians may exercise all of the above rights on behalf of their minor children. See Section 7 and our COPPA Notice for full details.
Limits on Deletion
Some information cannot be deleted if we are required to retain it by law (e.g., grant records for IRS compliance) or if deletion would conflict with a legitimate ongoing program relationship.
Cookies & Tracking
Our website uses cookies and similar tracking technologies to support site functionality and analyze usage patterns. For full details, please see our Cookie Notice.
Types of Cookies We Use
- Strictly necessary: Required for the website to function (session management, security). Cannot be disabled.
- Analytics: Help us understand how visitors use the site (e.g., Google Analytics or similar). Data is aggregated and anonymized where possible.
- Functionality: Remember your preferences and improve your experience.
- Third-party: Set by embedded tools (e.g., form providers, social sharing buttons). Subject to those providers' policies.
Your Choices
You can manage cookie preferences through your browser settings. Note that disabling some cookies may affect website functionality. You may also opt out of Google Analytics at tools.google.com/dlpage/gaoptout.
Third-Party Services
Our website links to and integrates with third-party services. We are not responsible for the privacy practices of these external services and encourage you to review their privacy policies independently:
- Web3Forms (web3forms.com) — contact form processing
- Google Fonts — font delivery (may log IP address)
- Payment processors — donation processing
- Instagram / Social platforms — linked social media accounts have their own data practices
- Give Lively — nonprofit donation platform
External links on our site do not constitute endorsement of those sites' privacy practices.
State-Specific Privacy Rights
Maryland Residents
Maryland residents may have additional rights under the Maryland Online Data Privacy Act (MODPA), effective October 1, 2025. These may include the right to opt out of the processing of personal data for targeted advertising and the right to appeal our decisions regarding your rights requests. To submit a request or appeal, contact info@access2play.org.
California Residents
If you are a California resident, you may have rights under the California Consumer Privacy Act (CCPA), including the right to know what personal information we collect, the right to delete, the right to opt out of sale (we do not sell data), and the right to non-discrimination for exercising these rights. To submit a CCPA request, email info@access2play.org with the subject line "CCPA Request."
Other States
Residents of Virginia, Colorado, Connecticut, Texas, and other states with comprehensive privacy laws may also have applicable rights. We will honor verifiable privacy requests from residents of all U.S. states to the extent required by applicable law.
International Users
Access 2 Play, Inc. is based in Maryland, United States, and our programs currently serve Maryland communities. Our website is not directed at users outside the United States.
If you access our website from outside the United States, please be aware that your information will be transferred to and processed in the United States, which may have different data protection laws than your country of residence.
Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices, applicable law, or operational needs. When we make material changes, we will:
- Update the "Last Updated" date at the top of this page
- Post the revised policy at www.access2play.org/privacy-policy.html
- For significant changes, notify newsletter subscribers by email
Your continued use of our website after a revised policy is posted constitutes your acceptance of the updated terms. We encourage you to review this policy periodically.
Contact Us
For any questions, concerns, or requests related to this Privacy Policy or your personal information, please contact us:
Access 2 Play, Inc.
Maryland 501(c)(3) Nonprofit · EIN: 33-1921117
General Privacy Questions: info@access2play.org
Subject line: "Privacy Request" or "Privacy Question"
Response time: We respond to all privacy requests within 30 days.
Website: www.access2play.org
If you are not satisfied with our response, you may contact the Maryland Attorney General's Consumer Protection Division at marylandattorneygeneral.gov or file a complaint with the Federal Trade Commission at ftc.gov.