Privacy Policy

Last updated: October 14, 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, your banquet RSVP, and the evaluations, game reports, nominations and election participation you submit through the portal. If you set up Face ID or fingerprint sign-in, your device keeps your fingerprint or face and we store only a public key and a label for that device. To keep the roster in step with the association’s official roster in Arbiter, we also keep the email address and cell number Arbiter has for you and, when it differs, how your name is spelled there.
• Sign-in and security records: when you sign in, ask for a password code, enter a meeting check-in code, or an administrator takes an action on the site, we keep a dated record that includes the email address involved. We use these records to run the site, to protect accounts, and to look into problems. When an administrator views the portal as a member to help with a problem, that is recorded too. If something goes wrong on the sign-in page (a script error, a button that does not respond, or a request that does not reach our server), the page sends us a short report with the error text, the type of browser and device, and, for a sign-in attempt, the email address you typed. It never includes your password. We use these only to find out why someone could not sign in.
• Meeting check-in location: when you check in at a meeting, your phone is asked where it is. If you allow it, we work out whether you were at the meeting place and keep only that result (at the meeting, near, or away) and the approximate distance. We do not keep your coordinates. If you decline, or your phone cannot tell us, you are still checked in and the record shows that your location was not shared.
• Email delivery records: when an email to you bounces or is blocked, our email providers tell us, and we keep your address, the kind of problem and the reason, so a wrong address can be found and corrected.
• Association Finder: the school or zip code you type into the Association Finder is looked up in your browser. It is not sent to us or stored.
• Roster photo: if you upload one, the photo itself, which is stored in our member database.
• 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. This includes a security check on the sign-in, “Get a code” and password forms that tells people from automated programs.
• To keep the member list in step with the association’s official roster in Arbiter, which decides who has access to the member area.
• To let the people who run the association see how a meeting went: how many officials checked in, who was at the meeting place, and who is still short of the playoff attendance requirement. This includes an email to the Master and the attendance manager the morning after each meeting.

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, banquet RSVPs and account details as needed to run the association.
• Check-in location: only administrators who run meeting check-in can see the location result for a meeting. It is not shown to other officials.
• Mentors and mentees: a mentor and the mentee they are matched with can see each other’s contact details (name, phone and email, and for a mentee also experience, position and location). Nobody else sees them through the match.
• 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.
• Cloudflare delivers the website and runs the member system and its database (accounts, roster, attendance, registrations, nominations and voting records, and roster photos). Cloudflare also provides the security check on our sign-in forms (Cloudflare Turnstile), which looks at information from your browser, such as your address and browser details, to decide whether you are a person, and forwards mail sent to our mtfoa.org addresses. Cloudflare sees basic technical information about each visit, such as your IP address and the pages requested.
• Resend delivers the emails the site sends to you individually, such as sign-in codes, confirmations and replies to messages you send us. Resend also tells us when an email to you bounces or is blocked.
• Brevo delivers reminders and notices we send to many members at once, such as banquet RSVP reminders, registration reminders and board nomination notices. It receives the recipient’s email address and the text of the message, which may include the recipient’s name. Brevo also tells us when an email to you bounces or is blocked.
• Google (Google Drive and Google Sheets) holds the association’s older records and spreadsheets, and the daily backup copies of our database described below. Earlier versions of this site also ran on Google Apps Script.
• GitHub stores the website’s page files and program code. These contain no member information.
• Better Stack runs our public status page and checks that the site is working. It receives no member information.
• ntfy (ntfy.sh) delivers short push alerts to the webmaster’s phone when an official seems to be having trouble signing in. An alert can include the official’s name, email address and mobile number. It never includes a password or a sign-in code.
• Arbiter is the system the association’s officials register and are assigned through. The webmaster uploads a roster export from Arbiter to keep this site’s roster in step. We do not send member information to Arbiter.
• US Census Bureau address lookup is used to find a meeting place on a map from its street address. No member information is sent.

We may also disclose information if the law requires it.

Backups

Every night a backup copy of the member database is saved to the association’s Google Drive and to the webmaster’s computer, so records can be restored if something goes wrong. Backups do not contain passwords or sign-in codes. We keep a daily backup for 35 days, and the first backup of each month for about a year, and then delete them.

Cookies and browser storage

The site does not use advertising cookies or advertising trackers. 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. The security check on the sign-in forms loads a small program from Cloudflare. We use Cloudflare Web Analytics to count page views and see which pages are used. It sets no cookies, does not follow you from site to site, and is not loaded on the pages that open from a link in an email. Your browser also remembers a few small things on your own device only: your choice of light or dark mode, whether you have seen the “What’s new” note, and your best scores in the site’s games. If you use the check-in scanner, your phone’s camera reads the code on your device; no picture is stored or sent.

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. Check-in location results are kept with the meeting’s attendance record for as long as the association keeps that record. Email delivery records are kept while your address is on file.

Your choices

• Ask to see, correct or remove your information by writing to us. You can also choose which optional reminder emails you get at any time, in the Member Portal under Email preferences or with the link at the bottom of each reminder.
• Update your own phone numbers, emergency contact and mailing address at any time in the Member Portal under Your contact details.
• Choose which photo (if any) appears on the roster, or ask us to remove it.
• You can decline the location request when you check in and still be checked in.

Security

We use reasonable measures to protect your information, including access limited by role, hashed passwords stored with a slow, hard-to-guess method, limits on repeated wrong sign-in attempts, and the security check on the sign-in forms. New passwords must meet minimum strength rules. 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: support@mtfoa.org.