Privacy Policy

Last updated: October 3, 2026

What we collect

• If you contact us or ask for a reminder: your name, email address and message.
• If you register with the MTFOA: your name, email, mailing address, phone numbers, emergency contact name and phone, officiating experience and positions, availability, schools you ask to scratch, how you heard about us, any prior association, and the date and time you agreed to our terms.
• If you have a Member Portal account: your name, email address, role, and a password. Passwords are stored only in scrambled (salted and hashed) form, never in readable form. We also keep your meeting attendance, and the evaluations, game reports, nominations and election participation you submit through the portal.
• Roster photo: if you upload one, the photo itself.
• Payments: registration fees and Bereavement Fund donations are paid on a payment page run by Stripe. The MTFOA never sees or stores your card or bank account number. We keep the amount, date, payment status, the email you gave, and Stripe’s reference numbers for the payment.

How we use it

• To run the association: process registrations and dues, keep the roster, assign and schedule officials, and manage meetings and the banquet.
• To email you about your registration, your account, and association business (for example, your confirmation, password codes, and reminders you asked for).
• To keep records the association needs, such as payment and membership records, and to keep the site secure.

Who can see it

• Public roster: member names, positions, board roles and roster photos are shown on the public roster page. Contact details are not.
• Signed-in officials: the Member Resources section includes an Emergency Contact list so officials can reach each other’s emergency contacts when needed. It shows official names with their emergency contact’s name and phone number. It does not show email addresses.
• Board members and administrators: a small number of people with administrator roles can see registration records, payment status and account details as needed to run the association.
• Board elections: votes are kept secret. We record who has voted separately from what was chosen, and nobody is shown who voted for whom.

Service providers we use

We share information with the companies that help us run the site, only as needed for their service:

• Stripe processes payments.
• Google (Google Sheets, Drive and Apps Script) stores our records and runs the registration and portal backend.
• Resend delivers the emails the site sends.
• Cloudflare delivers the website, and forwards mail sent to our mtfoa.org addresses.
• GitHub hosts the website pages.

We may also disclose information if the law requires it.

Cookies and browser storage

The site does not use advertising or analytics cookies. When you sign in, your browser keeps a sign-in token so you stay signed in (you can sign out to remove it), and the registration form may save your unfinished answers in your browser so you can come back to them. The site loads fonts from Google Fonts, which means Google can see that your browser requested them.

How long we keep it

We keep registration, membership and payment records while you are a member and afterward for as long as the association needs them for its records, taxes and legal obligations. You can ask us to correct your information, or to delete what we are not required to keep, using the contact address below.

Your choices

• Ask to see, correct or remove your information, or stop reminder emails, by writing to us.
• Choose which photo (if any) appears on the roster, or ask us to remove it.

Security

We use reasonable measures to protect your information, including access limited by role and hashed passwords. No website or service can be made completely secure, so we cannot guarantee absolute security.

Children

This site is for football officials and prospective officials. It is not directed to children under 13, and we do not knowingly collect their information.

Changes to this policy

If we change how we handle personal information, we will update this page and the date at the top.

Contact us

Questions or requests about your information: [email protected].