Privacy Policy

To register a student for athletics, we collect the parent or guardian's name, email address, and phone number, and the athlete's name, school (Stayton, Sublimity, or Mari-Linn), grade, and birthdate. We also record the sport(s) registered for, waiver and gear acknowledgements, physical exam date, and payment status.

When you pay a registration fee, our payment processor (Stripe) handles your card or bank details. We never store full card numbers on our servers — we keep only the Stripe session reference and payment status.

FinalForms, our athletic paperwork partner, collects physical forms, medical and emergency contact information, and signed consents. That data is governed by the North Santiam School District and FinalForms' own privacy practices.

We use the information in this portal to confirm eligibility, build team rosters, track physical exam compliance, process registration fees, and send you important updates such as registration confirmations, payment receipts, and physical exam reminders.

We may also use contact information to notify families of schedule changes, safety notices, or program-wide announcements related to the sport your athlete is registered for.

Your family's registration and athlete records are visible only to you and to authorized athletic department staff. Parents and guardians can see only their own athletes and registrations — other families cannot access your data.

Authorized school staff, including the athletic director and coaches assigned to a sport, may view roster and eligibility information needed to run the program. We do not sell or rent personal information to anyone.

The Family Educational Rights and Privacy Act (FERPA) affords students and their parents certain rights with respect to education records. Athletic registration records maintained by the North Santiam School District are treated as education records under FERPA.

Under FERPA you have the right to inspect and review the athlete records we maintain, to request corrections to inaccurate or misleading information, and to consent (or withhold consent) to the disclosure of personally identifiable information except in limited circumstances allowed by law.

Access to family records is protected by row-level security tied to your authenticated account — only the parent or guardian who created a record can view or change it. Payment details are handled entirely by Stripe, a PCI-compliant processor, and are never stored on our servers.

We use reasonable administrative, technical, and physical safeguards to protect personal information. However, no method of transmission or electronic storage is completely secure, and we cannot guarantee absolute security.

We retain athlete and registration records for the duration of a student's middle school athletic participation and for a reasonable period afterward to meet district and state recordkeeping requirements. You may request deletion of your account and associated records at any time by contacting the athletic office.

You will receive transactional emails from this portal — such as a welcome message, registration confirmation, payment receipt, and physical exam reminder — from the address noreply@staytonathletics.org. These messages are necessary to run the program and are not marketing emails.

If you believe you received an email in error, or if an email address is suppressed, contact the athletic office so we can correct it.

This portal is designed for parents and guardians registering middle school students. We do not knowingly collect personal information directly from students under 13 through this portal. Registration is completed by a parent or guardian account. If you believe a child has provided personal information to us, please contact us so we can delete it.

This portal relies on a small number of trusted services: our hosting and database provider, Stripe for payments, FinalForms for athletic paperwork, and an email delivery provider for transactional messages. Each of these services has its own privacy policy governing how they handle data. We share only the information necessary to perform their function.

You may review, correct, or request deletion of your family's information by contacting the athletic director at the school office. You may also stop using the portal at any time; doing so does not cancel an active registration, but you can contact us to close your account.

To exercise any of the rights described in this policy, contact the athletic director at the school office, 503-769-2198, or email sms.webmaster@nsantiam.k12.or.us.

We may update this Privacy Policy from time to time. When we do, we will revise the "Last updated" date at the top of this page. We encourage you to review this page periodically. Material changes will be communicated through the portal or by email when practical.