Privacy Policy

Effective Date: November 26, 2024

Soko Softball, LLC (“Company,” “we,” “us,” or “our”) respects your privacy and is committed to protecting your personal information. This Privacy Policy explains how we collect, use, disclose, and protect your information when you use our website www.sokosoftball.com (“Website”) and related services.

By accessing or using our Website or services, you agree to this Privacy Policy. If you do not agree, please discontinue use immediately.

 

1. Information We Collect

We collect information to provide and improve our services, maintain the security of our platform, and comply with legal obligations. The types of information collected include:

Personal Information

We may collect personal information directly from you when you interact with our Website or services. This includes but is not limited to:

• Contact Information: Name, email address, phone number, and mailing address, which are necessary for account creation, service communication, and membership management.

• Payment Information: Credit card details or other payment information required to process transactions securely. This information is handled in compliance with the Payment Card Industry Data Security Standards (PCI DSS) through trusted third-party payment processors.

• Account Details: Information provided during account creation, membership registration, or booking lessons, including usernames, passwords, and preferences.

• Voluntary Information: Additional information you provide, such as feedback, survey responses, or participation in promotional events.

Non-Personal Information

We collect non-identifiable information to understand usage patterns and improve Website functionality:

• Device Information: Details about the device you use to access the Website, including browser type, operating system, and screen resolution.

• IP Address and Location Data: Your IP address and approximate geographic location for analytics and security purposes.

• Usage Data: Information about how you interact with the Website, including pages viewed, time spent, and navigation paths.

• Cookies and Tracking Technologies: Data collected through cookies and similar technologies to enhance user experience, remember preferences, and analyze Website traffic. For more details, see our Cookies and Tracking Technologies section.

Information from Minors

1. Collection Policy:
   We do not knowingly collect personal information from individuals under 13 years of age without verified parental or guardian consent, in compliance with the Children’s Online Privacy Protection Act (COPPA).

2. Parental Involvement:
   Parents or guardians who believe their child has provided personal information without consent may contact us at ian@sokosoftball.com. Upon verification, we will promptly delete the information.

3. Minimum Age Requirements:
   Users under 18 must have parental consent to register for services or memberships. We reserve the right to verify age and consent when deemed necessary.

Sensitive Information

We do not request or process sensitive personal information, such as Social Security numbers, biometric data, or medical information, unless required by law or directly related to the services provided.

 

2. How We Use Your Information

Soko Softball, LLC uses the information we collect to deliver exceptional services, enhance your experience, and maintain the safety and functionality of our Website and operations. Specifically, we use your information for the following purposes:

Service Delivery
We process your information to facilitate lesson bookings, manage memberships, coordinate facility rentals, and provide other services you request. This includes processing payments securely, sending confirmation emails, and ensuring that you can access and use our facilities and resources effectively. Account-related data is used to manage your profile, track preferences, and customize your experience.

Communication
Your contact information is used to provide essential updates, such as scheduling confirmations, reminders, or changes to bookings or memberships. We also use your information to respond to inquiries, provide support, and send newsletters or promotional messages related to services or events you might find valuable. You can opt out of marketing emails at any time by contacting ian@sokosoftball.com or following the unsubscribe link provided in such communications.

Website Improvement
We analyze usage data to improve the performance, functionality, and usability of our Website. This includes understanding user behavior, identifying areas for improvement, and enhancing navigation to ensure you have a seamless experience. Collected data also helps us test new features, monitor website traffic, and measure the effectiveness of promotional campaigns.

Security and Fraud Prevention
We use your information to maintain a secure environment for all users. This includes verifying your identity, detecting and preventing unauthorized access, and safeguarding your data from potential threats. Monitoring activity helps us prevent fraudulent transactions, phishing attempts, or misuse of our Website and services.

Legal Compliance
We process your information to comply with applicable legal requirements, including tax reporting, consumer protection laws, and other regulations mandated by Wisconsin and federal law. Your data may be used to respond to lawful requests such as subpoenas, court orders, or government investigations, and to ensure compliance with our Terms and Conditions.

Risk and Dispute Management
We may use your information to enforce our policies, manage risks, and resolve disputes. This includes investigating suspected violations of our Terms and Conditions, addressing concerns related to your use of our services, and defending against legal claims if necessary.

Personalization and Service Optimization
Your preferences and feedback help us provide a tailored experience, such as recommending lessons or programs aligned with your goals. This ensures that our services meet your specific needs and expectations.

Business Operations
We use aggregated, non-identifiable data to analyze business performance, support operational decision-making, and conduct accounting, auditing, and reporting activities. In the event of a business merger, acquisition, or sale, your information may be transferred to the new entity for continued service delivery.

Parental or Guardian Communication
For users under the age of 18, we use the parent’s or guardian’s contact information to verify consent and to provide updates related to the minor’s participation in activities or memberships. Parents or guardians may also receive notices about important changes or progress related to the minor’s involvement in our services.

 

3. Sharing and Disclosure of Information

Soko Softball, LLC does not sell or rent your personal information to third parties. However, there are specific circumstances in which we may share your information to fulfill business, legal, or operational needs. These include:

Service Providers
We may share your personal information with trusted third-party vendors who assist us in providing our services. This includes, but is not limited to, payment processors, IT service providers, data storage providers, and marketing or analytics companies. These vendors are contractually obligated to:

• Use your information solely for the purposes specified by Soko Softball, LLC.

• Maintain the confidentiality and security of your information.

• Comply with applicable data protection laws and standards, including PCI DSS for payment processing.

Legal Obligations
We may disclose your personal information when required by law or when we believe such disclosure is necessary to:

• Comply with legal processes, such as subpoenas, court orders, or government investigations.

• Protect the legal rights, safety, and security of Soko Softball, LLC, our employees, users, or others.

• Prevent illegal activities, fraud, or abuse of our Website or services.

In such cases, we will disclose only the information deemed necessary to comply with the legal requirement and will make reasonable efforts to notify you unless prohibited by law.

Business Transfers
If Soko Softball, LLC undergoes a business transaction such as a merger, acquisition, reorganization, or sale of all or part of its assets, your information may be transferred to the new entity as part of the transaction. The acquiring entity will be bound by this Privacy Policy or a substantially similar policy to protect your information. You will be notified of any significant changes to how your information is handled.

Aggregate or De-Identified Information
We may share aggregated or de-identified data, which cannot be linked back to you, for purposes such as research, analytics, or promotional activities. This type of information does not include any personal identifiers.

Parental or Guardian Communication
For minors under 18, we may share information with their parents or legal guardians, such as details about lesson schedules, progress, or behavioral concerns, to ensure compliance with parental consent and supervision requirements.

 

4. Cookies and Tracking Technologies

Soko Softball, LLC uses cookies and similar tracking technologies to provide a personalized and efficient browsing experience on our Website. These technologies help us collect, analyze, and use data to improve functionality and user satisfaction.

What Are Cookies?
Cookies are small text files stored on your device when you visit our Website. These files enable the Website to recognize your device and store certain information about your preferences and actions. Cookies are commonly used to enhance Website performance and user experience.

Types of Information Collected
Cookies and similar technologies may collect information such as:

• Preferences and Settings:
  Data about your language preferences, time zone, or other settings to optimize your browsing experience.

• Pages Visited and Session Duration:
  Information about the pages you access, the time spent on each page, and your navigation patterns on the Website.

• Device and Browser Information:
  Technical details such as your device type, browser version, and operating system to ensure compatibility and improve performance.

Types of Cookies We Use
We utilize the following types of cookies on our Website:

• Essential Cookies:
  Necessary for the core functionality of the Website, such as enabling secure logins and processing transactions.

• Performance and Analytics Cookies:
  Help us analyze how visitors use the Website, track traffic patterns, and improve overall performance. For example, we may use Google Analytics or similar tools.

• Functionality Cookies:
  Allow the Website to remember your preferences and provide enhanced features, such as saving your login credentials for future visits.

• Advertising Cookies:
  Used to deliver relevant advertisements and track the effectiveness of our marketing campaigns. These cookies may be set by us or third-party service providers.

Managing Cookie Preferences
You can control or disable cookies through your browser settings. Most browsers allow you to:

• Block cookies entirely or on a site-by-site basis.

• Delete existing cookies from your device.

• Set preferences for accepting or rejecting cookies.

Please note that disabling cookies may impact your ability to access certain features or functions of the Website. Essential cookies required for Website operation cannot be disabled.

Third-Party Tracking Technologies
Our Website may also incorporate third-party tracking technologies, such as pixels or tags, to analyze user behavior, measure marketing effectiveness, or provide targeted advertisements. These third parties are governed by their respective privacy policies, and Soko Softball, LLC does not control their practices.

Consent to Use of Cookies
By using our Website, you consent to the use of cookies and similar technologies as described in this section. If you wish to withdraw your consent, you can adjust your browser settings or discontinue using the Website.

 

5. Data Security

Soko Softball, LLC is committed to protecting your personal information through the use of industry-standard security measures. We strive to safeguard your data from unauthorized access, use, disclosure, or destruction. However, while we take reasonable precautions, no system can guarantee absolute security. By using our Website, you acknowledge and accept the inherent risks associated with online transactions and data sharing.

Security Measures Implemented
We have implemented the following measures to protect your information:

• Administrative Safeguards:
  Policies and procedures designed to limit access to personal information to authorized personnel only. Staff members are trained on data protection and privacy practices to ensure compliance.

• Technical Safeguards:
  Encryption protocols, secure sockets layer (SSL) technology, and firewalls are employed to protect sensitive data during transmission and storage. These measures are designed to prevent unauthorized access to our systems and your information.

• Physical Safeguards:
  Secure physical environments for storing servers and restricting access to data storage facilities. Only authorized personnel are permitted to handle sensitive physical records, if applicable.

User Responsibilities
While we take significant steps to protect your information, the security of your data also depends on you. You agree to:

• Maintain Account Security:
  Protect your account credentials, including usernames and passwords. Avoid sharing your login information with others and use strong, unique passwords.

• Monitor for Unauthorized Activity:
  Regularly review account activity and immediately report any unauthorized access or unusual transactions.

• Exercise Caution Online:
  Be cautious of phishing attempts or other fraudulent schemes that could compromise your account or data.

Reporting Unauthorized Access
If you believe your account or personal information has been compromised, you must notify us immediately by contacting ian@sokosoftball.com. We will investigate the matter and take appropriate action to mitigate risks and restore the integrity of your account.

Limitations of Security
Despite our best efforts, no security system is infallible. By using the Website, you acknowledge:

• That the transmission of information over the internet carries inherent risks, including interception or unauthorized access by malicious actors.

• That Soko Softball, LLC cannot guarantee complete security of your data and is not liable for breaches caused by circumstances beyond our control, such as cyberattacks or user negligence.

Periodic Security Reviews
We periodically review and update our security measures to address evolving threats and technology advancements. This includes monitoring for vulnerabilities and implementing updates to software and systems to mitigate risks.

 

6. Your Rights

As a user of Soko Softball, LLC's Website and services, you are entitled to specific rights regarding your personal information under applicable laws, including Wisconsin consumer protection laws. We are committed to ensuring that you can exercise these rights with transparency and ease.

Access and Correction
You have the right to access the personal information we hold about you and request corrections if any of the data is inaccurate or outdated. To exercise this right:

• Contact us at ian@sokosoftball.com with a detailed request specifying the information you wish to access or correct.

• We will verify your identity to ensure the security of your data before providing the requested information or making updates.

• Requests will be processed within a reasonable timeframe, typically within 30 days, unless otherwise required by law.

Data Deletion
You may request the deletion of your personal information under certain circumstances, such as if the data is no longer necessary for the purposes for which it was collected. Please note:

• Your request for deletion may be subject to our legal or contractual obligations to retain certain information, such as for tax reporting, compliance with regulatory requirements, or dispute resolution.

• To request deletion, contact us at ian@sokosoftball.com, and specify the data you wish to be removed.

• Once verified, we will delete the data within a reasonable timeframe, typically within 30 days, unless otherwise required by applicable law.

Opt-Out of Communications
You can opt out of receiving promotional or marketing emails at any time. To do so:

• Follow the "unsubscribe" link provided in the marketing emails you receive.

• Alternatively, you may email ian@sokosoftball.com with your request to be removed from our marketing list.

• Please note that opting out of marketing communications will not affect transactional or service-related communications, such as booking confirmations, account notifications, or critical updates.

Limitations on Exercising Rights
While we strive to honor all user requests regarding their data, certain limitations may apply:

• Requests may be denied if they conflict with our legal or contractual obligations, such as retaining financial records for audit purposes.

• We reserve the right to retain anonymized or aggregated data that cannot be linked to an individual for analytical or operational purposes.

Non-Discrimination
We will not discriminate against you for exercising your rights under this section. This includes ensuring that you receive the same level of service, access, and pricing regardless of whether you choose to exercise your data rights.

How to Contact Us
If you wish to exercise any of these rights or have questions regarding your personal information, you may contact us at:

• Email: ian@sokosoftball.com
  We will respond to your request within the timeframes required by applicable laws and provide guidance on any next steps if necessary.

 

7. Retention of Information

Soko Softball, LLC retains personal information only for as long as necessary to fulfill the purposes described in this Privacy Policy or as required by law. Our data retention practices ensure that your information is handled responsibly and securely.

Purpose-Based Retention
We retain your information to support the following purposes:

• Service Delivery: To manage your memberships, lesson bookings, or facility rentals and provide ongoing services.

• Communication and Support: To respond to inquiries, provide customer support, and maintain accurate records for future interactions.

• Legal Compliance: To meet legal, regulatory, or contractual obligations, such as retaining financial records for tax reporting or audit purposes.

• Security and Fraud Prevention: To detect, investigate, and prevent fraudulent or unauthorized activities involving our Website or services.

Retention Periods
The duration for which we retain your information varies depending on the type of data and the purposes for which it was collected:

• Account Information: Retained for the duration of your account’s active status. If your account is deactivated, we may retain your information for a reasonable period to allow for reactivation or to comply with legal obligations.

• Transaction Data: Retained for as long as necessary to process payments, address disputes, and comply with tax and accounting regulations.

• Communications: Emails and other correspondence may be retained for record-keeping and quality assurance purposes, typically for up to two years unless a longer retention period is required.

• Aggregated or Anonymized Data: Data that has been de-identified and cannot be linked to an individual may be retained indefinitely for research, analytics, and operational improvements.

Legal and Regulatory Obligations
Certain information must be retained to comply with legal or regulatory requirements, such as:

• Retaining financial records for tax reporting in accordance with applicable laws.

• Maintaining documentation to resolve disputes, enforce agreements, or demonstrate compliance with regulatory standards.

Data Deletion or Anonymization
When your information is no longer required for the purposes described above:

• We will securely delete or destroy the data to prevent unauthorized access.

• Alternatively, we may anonymize the data so that it can no longer be associated with you. Anonymized data may be retained indefinitely for analytical purposes.

User-Initiated Deletion Requests
If you request the deletion of your personal information (as described in Section 6: Your Rights), we will evaluate the request in the context of our retention obligations. If deletion is not possible due to legal or operational requirements, we will notify you of the specific reasons for retaining your data.

Retention Policy Updates
We periodically review and update our retention policies to ensure compliance with evolving legal requirements and industry best practices.

 

8. Third-Party Links

The Website operated by Soko Softball, LLC may include links to external websites or services maintained by third parties. These links are provided for your convenience and informational purposes only. While we strive to partner with reputable organizations, we do not control or endorse their content, privacy practices, or policies.

External Websites and Services
Third-party links on our Website may direct you to:

• Online payment processors or booking platforms used to facilitate transactions or reservations.

• Social media platforms for sharing content or engaging with our brand.

• Other websites offering products, services, or information relevant to our users.

No Control Over Third-Party Practices
Once you leave our Website and navigate to a third-party site:

• Privacy Policies: The collection, use, and handling of your personal information are governed by the privacy policy of the respective third-party website. We encourage you to read and understand their policies before providing any personal information.

• Content Responsibility: We are not responsible for the accuracy, completeness, or quality of content hosted on external websites. Use of such content is at your own risk.

Third-Party Cookies and Tracking
Third-party websites may use their own cookies, tracking technologies, or data collection methods. Soko Softball, LLC has no control over these technologies and cannot guarantee how your data will be handled by external parties. Review the cookie and privacy policies of these sites to understand their data practices.

Affiliated Services or Partnerships
In some cases, the third-party links provided on our Website may be part of an official partnership or affiliation. While we make reasonable efforts to ensure that these partners comply with privacy laws and best practices, we are not liable for any misuse of your information by third parties.

Reporting Concerns
If you encounter a third-party link on our Website that you believe is misleading, harmful, or violates your privacy, please notify us at ian@sokosoftball.com. We will investigate the matter and take appropriate action, such as removing the link if necessary.

 

9. Updates to This Privacy Policy

Soko Softball, LLC reserves the right to update or modify this Privacy Policy at any time to reflect changes in our practices, technology, legal requirements, or other factors. We are committed to keeping you informed about how your information is collected, used, and protected.

Periodic Updates
We may make updates to this Privacy Policy to:

• Align with changes in data protection laws or regulatory requirements.

• Incorporate new practices resulting from updates to our services, Website functionality, or business operations.

• Address feedback from users or reflect enhancements to our security measures.

Notification of Changes
When we make significant changes to this Privacy Policy:

• The revised version will be posted on this page with an updated "Effective Date" to indicate when the changes take effect.

• Where required by law, we may provide additional notice, such as sending an email to users or displaying a prominent notification on our Website.

Effective Date
All updates are effective immediately upon posting unless otherwise specified. Continued use of the Website or our services after the updated Privacy Policy is posted constitutes your acceptance of the revised terms.

Your Responsibility
It is your responsibility to review this Privacy Policy periodically for updates. We encourage you to bookmark this page and check it regularly to stay informed about our data practices and your rights.

Contact Regarding Changes
If you have questions or concerns about updates to this Privacy Policy, you may contact us at ian@sokosoftball.com for further clarification.

 

10. Contact Information

If you have any questions or concerns about this Privacy Policy, please contact us at:

Soko Softball, LLC
Email: ian@sokosoftball.com