Last updated: April 7, 2026
1. Who We Are
The Madison Gay Hockey Association (“MGHA”, “we”, “us”, or “our”) operates the website and online registration platform at madisongayhockey.org. We are an inclusive recreational ice hockey organization based in Madison, Wisconsin.
Questions about this policy can be directed to: info@madisongayhockey.org.
2. What Data We Collect
Account & Identity
- Required information:
- Name
- Username
- Email address
- Phone number
- Date of birth (Classic tournament)
- Optional information (non-exhaustive)
- Pronouns
- Profile photo
- Bio
Hockey & League Information
- USA Hockey membership number
- Jersey and t-shirt size
- Team assignments and game statistics
- Level preferences
Preferences & Internal Notes
- Teammate preferences (e.g., “must play with” / “do no play with”)
- Communication preferences
- Profile privacy level
Emergency Contact Information
- Emergency contact name and phone number
Payment Information
- League fees, deposits, and tournament fees processed through WooCommerce and PayPal.
- We store order history and transaction status; full payment card data is handled by PayPal and never stored on our servers.
Recruitment & Referral
- How you heard about MGHA, referral sources, interest in volunteering
IP Address
- We collect IP addresses in connection with payment transactions and, where applicable, user-submitted content.
- This data is used for security and fraud prevention purposes.
3. How We Use Your Data
| Purpose | Data Used |
|---|---|
| League registration & roster management | Name, email, USA Hockey #, team assignment |
| USA Hockey membership verification | USA Hockey number (shared with USA Hockey) |
| Game scheduling & scoresheets | Name, team, position, stats |
| Payment processing | Order history, transaction IDs |
| Mailing list subscriptions | Name, email |
| Tournament registration | Profile data, preferences, payment |
| Emergency situations | Emergency contact information |
| Internal administration & task tracking | Name, contact info |
| Communication | Email address, communication preferences |
We do not sell your personal data to third parties.
4. Third-Party Services
We share data with the following services to operate the platform:
- USA Hockey – your USA Hockey membership number, and associated identity, is shared with USA Hockey for membership verification purposes.
- PayPal – payment processing; governed by PayPal’s Privacy Policy.
- WooCommerce – e-commerce platform running on our servers.
- GNU Mailman – mailing list management (team lists, announcements).
- Trello – internal recruiting operations and task tracking; limited member data (name, contact info).
- SportsPress – league standings, rosters, and game statistics.
5. Third-Party Identity Providers
You may optionally choose to log in to the platform using a third-party identity provider (e.g., Google, Facebook).
What personal data we collect
We collect data when a visitor registers, logs in, or links their account with any of the enabled identity providers. We collect the following data: email address, name, identity provider identifier, and access token.
Who we share your data with
We store the personal data on our site and do not share it with anyone (except the access token, which is used for authenticated communication with the identity provider).
Do we plugin store data in your browser?
Yes, We must create a cookie for visitors who use the identity provider login authorization flow. This cookie is required for every identity provider to secure the communication and to redirect the user back to the last location.
Do we enqueue JavaScript, tracking pixels or embed iframes from a third party?
No.
6. Data Visibility Within the Platform
| Data | Who Can See It |
|---|---|
| Profile (name, team, stats) | Based on your privacy settings |
| Contact info, preferences | Board, hockey ops, tournament directors, captains Others based on your privacy settings |
| Emergency contact | Board, hockey ops, tournament directors, your captains |
| USA Hockey number | USA Hockey registrar, tournament directors |
| Payment history | Board |
7. Cookies & Sessions
Our website uses:
- WordPress session cookies – required for login and authentication.
- Tournament registration cookie – temporary cookie to track registration state.
- WooCommerce cookies – for cart and checkout functionality.
- Identity provider cookies – optional, used if you log in with a third-party identity provider.
We do not use advertising or cross-site tracking cookies.
8. Data Retention
- Active accounts – data is retained for as long as you have an active membership or account.
- Payment records – retained as required for financial record-keeping.
- Inactive accounts – profile and statistics data may be retained for historical league records.
9. Your Rights
You have the right to:
- Access a copy of the personal data we hold about you.
- Correct inaccurate data in your profile.
- Request deletion of your account and personal data.
To exercise any of these rights, email website@madisongayhockey.org.
10. Data Security
We take reasonable measures to protect your data, including:
- Role-based access controls limiting data visibility by user role.
- HTTPS encryption for data in transit.
- Passwords hashed using WordPress security standards.
- API credentials and SMTP passwords stored securely in server-side configuration.
11. Children’s Privacy
Our platform is not directed at children under 13. We do not knowingly collect personal data from children.
12. Changes to This Policy
We may update this policy from time to time. The “last updated” date at the top will reflect any changes. Significant changes will be communicated via email to registered members.
For questions or requests, contact: website@madisongayhockey.org