We do not collect any personally identifying information about you unless you or the organization to which you belong voluntarily submits such information to us. Personally identifying information is any data that can be used to identify or contact a single person. We do not consider personally identifying information to include information that has been made anonymous so that it does not identify a specific individual.
In order to process payments, we may collect sensitive financial information such as credit card and bank account numbers. We will not provide such financial information to third parties without your permission or for promotional purposes. If you do not provide required financial information, you will not be able to send or receive payments using the PlanetHS/ArbiterAthlete Websites.
We may also use and distribute your personal information to enable our contracted service providers and strategic partners to support our business operations, including, without limitation, bill collection, marketing, fraud detection, product and service development, and technology services. With respect to any such third-party service provider acting as an agent on our behalf, we will ensure such party is subject to laws providing the same level of privacy protection and agrees in writing to provide an adequate level of privacy protection.
From time to time, either by telephone or through mailings, we may also notify you about new products and services we are offering. Further, we may use your personal information to contact you through an PlanetHS/ArbiterAthlete sales representative to determine whether you are interested in other products or services related to PlanetHS/ArbiterAthlete. If you do not want to be contacted regarding our products and services, simply tell us when you provide us with your personal information or advise the PlanetHS/ArbiterAthlete sales representative accordingly, and you will not be contacted again for such purposes.
When requesting technical support, you may be asked to provide certain additional personal information that we deem necessary to identify you and to associate you with one of our user groups. Note that for quality and training purposes, we may monitor or record our telephone conversations with you or anyone acting on your behalf and, by contacting us, you acknowledge that your communication may be overheard, monitored, or recorded without further notice or warning. In all situations, you are not required to provide any personal information that we may request, but, if you choose not to do so, in many cases we will not be able to provide you with our products or services or respond to any queries that you may have.
As is true of most internet services, PlanetHS/ArbiterAthlete also automatically collects and stores certain non-personally identifying information sent to us by your computer, mobile phone, or other device whenever you access the PlanetHS/ArbiterAthlete Websites. Non-personally identifying information includes data that does not, on its own, permit direct association with any specific individual. Non-personally identifying information may include, without limitation, your IP address, operating system, Internet service provider, mobile network information, the type of browser, computer, or mobile device that you use, how you use the PlanetHS/ArbiterAthlete Websites, and other similar information, as well as data we have obtained from you and aggregated with other user information. PlanetHS/ArbiterAthlete collects this information to make it easier and more efficient for you to use the PlanetHS/ArbiterAthlete Websites and to allow us to understand how our users as a group use the services and resources provided on the Websites. Such non-personally identifying information is collected in a number of ways, including tracking your activities through "cookies," your IP address or most recently visited URL, or your mobile device. (For more information on cookies, IP addresses, or mobile devices, please see the appropriate sections below.) We may eventually use such information to tailor the content, services, and advertisements by sponsors selected by the relevant association, district or school on our Websites to your current and future needs. We may also use such information to determine which areas of our Websites are the most commonly used, which areas need improvement, and what technologies are being used so that we may continually improve our Websites.
When you access the PlanetHS/ArbiterAthlete Websites, we may place small data files on your computer or other device. These data files may be cookies, pixel tags, "flash cookies," or other similar technologies (collectively, "Cookies"). Cookies make the PlanetHS/ArbiterAthlete Websites easier for you to use because they save your preferences while you are at our site (although we do not save your passwords in Cookies). They also help us better understand user behavior and facilitate and measure the effectiveness of advertisements by sponsors selected by the relevant association, district or school. Cookies contain information that the server computer "knew" in the first place and are designed to only be read by the serving domain that placed them. Cookies are a standard part of Internet use and allow server computers to recognize your computer's browser when you return to our site. The non-personally identifying information that we track with Cookies is anonymous and is not used to identify, or lead us back to, any particular visitor.
An "Internet Protocol" or "IP" address is a number that is automatically assigned to your computer whenever you are using the World Wide Web. Web servers, the large computers that "serve up" web pages, automatically identify your computer by its IP address. We may use IP addresses to analyze trends, administer our site, track users' movements, and gather broad demographic information for aggregate use. IP addresses are not normally linked to personally identifying information, which means that a user's session will be logged but the user remains anonymous to us. To the extent IP addresses or similar identifiers are considered personally identifying information by local law, however, we will treat such identifiers as personally identifying information.
When you download or use our mobile applications, or access one of our mobile optimized sites, we may receive information about your location and your mobile device, including a unique identifier for your device. Most mobile devices allow you to control or disable location services in the device's settings menu. If you have questions about how to disable your device's location services, we recommend you contact your mobile service carrier or the manufacturer of your particular device.
As part of the registration process, PlanetHS/ArbiterAthlete may provide you with the option of receiving information from third parties. If you select this option, PlanetHS/ArbiterAthlete will transfer your contact information to third parties. If in the future you decide you no longer want us to transfer your contact information to third parties for such purposes, you may call the PlanetHS/ArbiterAthlete Customer Support Department at 888-668-7452 to opt out. Please note that PlanetHS/ArbiterAthlete is not responsible for removing your information from third party lists or entities with which you have previously authorized PlanetHS/ArbiterAthlete to share your information. You will need to contact those third parties directly to request removal from their lists. We do not sell or rent your personally identifying information to any third parties. We will notify you at the time of data collection or transfer if your data will be shared with a third party, and you will have the option of not permitting the transfer. If you do not wish your data to be shared, you can choose not to use a particular service or not to participate in certain promotions or contests.
We may sell and rent aggregated information about our users generally to our advertisers, business partners, sponsors selected by the relevant association, district or school, and other third parties. We also may produce aggregated reports for advertisers identifying, for example, the number of users that visit our site or different areas of our site, the number of users that clicked on an advertisement, or the number of users that read a particular article. Aggregated information refers to information that cannot be directly linked to a specific individual. For example, we may know that 25,000 people visited our site today, or that 75% of those visitors were women, but we do not know their names. We may use aggregate information to customize our content and advertising, or to deliver a better experience for our visitors.
PlanetHS/ArbiterAthlete shall only process personally identifying information in a way that is compatible with and relevant for the purpose for which it was collected or authorized. To the extent necessary for those purposes, PlanetHS/ArbiterAthlete shall take reasonable steps to ensure that personally identifying information is accurate, complete, current, and reliable for its intended use. You can help PlanetHS/ArbiterAthlete maintain the accuracy of your personal information by notifying us when you change your address, phone number, or email address. This may be done in the user profile section of any account and is available to the user to update at any time. For other personal information that we hold, we will provide you with access for any purpose, including to request that we correct the data if it is inaccurate or delete the data if PlanetHS/ArbiterAthlete is not required to retain it by law or for legitimate business purposes. We may decline to process requests that are frivolous, vexatious, jeopardize the privacy of others, are extremely impractical, or for which access is not otherwise required by local law.
Users will find advertisements by sponsors selected by the relevant association, district or school or other content on the PlanetHS/ArbiterAthlete Websites that may link to the sites and services of our partners, suppliers, advertisers, sponsors, licensors, and other third parties. In many cases, the links represent cooperative projects or are mutual links established with persons or entities connected with our site. We do not control the content or links that appear on these third-party sites. In addition, these third-party sites or services, including their content and links, may be constantly changing. These third-party sites and services may have their own privacy policies and customer service policies, or no policy at all. We encourage you to review the privacy policies of any third party site or service before providing any of them with your personal information.
Protecting your privacy and your information is a priority at PlanetHS/ArbiterAthlete. We do not rent or sell the personal financial information you provide to us. All connections to the website, occur over industry-standard secure TLS connections using a strong cipher and minimum 2048-bit key size certificate. A firewall is used to limit connections to the servers to the relevant ports needed for the website to function. Other connections are blocked completely, or limited to authenticated users and IPs. All external access occurs over secured VPN & SSH connections to prevent any interception of traffic. Physical access to the servers is secured by Microsoft. Access to any PII data requires a user to be authenticated, and have their permissions verified prior to being able to see any data. In addition, as an added security measure, if you use a credit card to make a purchase on our site, an PlanetHS/ArbiterAthlete representative may call you to verify the transaction.
The data received from Pre-participation forms are only used to complete the information needed to submit eligibility for student athletes and to provide information to the school and district. PlanetHS/ArbiterAthlete complies with relevant FERPA and HIPAA requirements regarding security and privacy. Only school administrators and staff that have been designated by the school have access to view the information – principal, athletic director and assistants, coach of relevant teams and athletic trainers. PlanetHS/ArbiterAthlete takes the following security measures: all access to the site is over HTTPS access to the physical servers is restricted to senior IT staff, and remote access is only over secure channels. All unnecessary services are disabled; firewalls are configured for each service to allow only approved traffic through. HIPAA and FERPA compliance is maintained through our use of Microsoft's Azure platform as more fully described in the document Microsoft Azure Compliance Offerings and Microsoft's HIPAA BAA and its Online Services Terms.
While we use SSL encryption to protect sensitive information online, we also take steps to protect user information off-line. Access to all of our users' information, not just the sensitive information mentioned above, is restricted in our offices. Only employees who need the information to perform a specific job (for example, our billing clerk or a customer service representative) are granted access to personally identifying information. Furthermore, employees are kept up-to-date on our security and privacy policies and practices, and such policies and practices are strictly enforced. Finally, the servers on which we store personally identifying information are kept in a secure environment.
Of course, there is no such thing as "perfect security" on the Internet, and no data transmission can be guaranteed to be secure. As a result, while we strive to protect your personal information, PlanetHS/ArbiterAthlete cannot and does not ensure or warrant the security of any information you transmit to us or put on our Websites, and you do so at your own risk.
In the event that services provided are terminated with PlanetHS, LLC, our data deletion process will be initiated. After 30 days from services ending, all student, parent, and faculty data within system will be removed. Removal of the data consists of deleting data within the database, as well as removal of uploaded forms and documents which are associated with student, parent or faculty account. After all data is removed, within 30 days, there will be no way to recover data as all traces of data will be permanently removed from the system.
Your PlanetHS/ArbiterAthlete account information is password protected so that only you are authorized to access this personal information. We strongly recommend that you do not divulge your password to anyone. PlanetHS/ArbiterAthlete will not ask for your password in an unsolicited phone call or in an unsolicited email.
To access your information, ask questions about our privacy practices, or issue a complaint, please contact us at:PlanetHS/ArbiterAthlete
If a complaint or dispute cannot be resolved through our internal process, we agree to dispute resolution using the Council of Better Business Bureaus, Inc. ("CBBB") as a third-party resolution provider.
In accordance with the requirements of the Children's Online Privacy Protection Act, PlanetHS/ArbiterAthlete is exempt from regulation. Nonetheless, PlanetHS/ArbiterAthlete requires all children under the age of 13 provide their parents email address before their account is activated. The parents are immediately notified that their child has created an account on PlanetHS/ArbiterAthlete and the parents are provided with links in that email notification to this policy and to the area of the PlanetHS/ArbiterAthlete website where they may follow the activities of their child on PlanetHS/ArbiterAthlete. They are also provided the email address and telephone number to use if they want their child's account on PlanetHS/ArbiterAthlete disabled.
PlanetHS/ArbiterAthlete uses information collected from children under the age of 13 for internal purposes only, namely recordkeeping and directing the content that PlanetHS/ArbiterAthlete provides to the appropriate users.
PlanetHS/ArbiterAthlete does not share information collected from children under the age of 13 with third-parties.
By contacting PlanetHS/ArbiterAthlete (either by telephone or email, as provided below), parents may direct PlanetHS/ArbiterAthlete to provide all of the information that PlanetHS/ArbiterAthlete has collected from their child for review by the parents. Parents may also direct PlanetHS/ArbiterAthlete to deactivate their child's account, and refuse to permit PlanetHS/ArbiterAthlete to continue to collect or use their child's information.
PlanetHS/ArbiterAthlete may not and will not condition a child's use of the PlanetHS/ArbiterAthlete Websites or participation in an activity through the PlanetHS/ArbiterAthlete Websites on the disclosure of more information than is reasonably necessary to participate.
The name and contact information of the operator of the PlanetHS/ArbiterAthlete Websites is:PlanetHS/ArbiterAthlete
Last updated October 10, 2018.