SWAGS Foundation, Inc. / Volta3s Privacy Policy
Effective Date: 5/12/2026
Last Updated: 5/12/2026
SWAGS Foundation, Inc. operates Volta3s San José, a free-to-play youth 3v3 soccer tournament, World Cup watch party, and community festival. This Privacy Policy explains how SWAGS Foundation, Inc. and Volta3s collect, use, share, and protect personal information through our website, registration forms, waiver forms, vendor applications, sponsor/partner forms, email communications, event operations, and related services.
For purposes of this Privacy Policy, “SWAGS Foundation,” “Volta3s,” “we,” “us,” or “our” refers to SWAGS Foundation, Inc. and the Volta3s event team.
Volta3s uses
Byga, Inc. as a technology provider to host the website, build and manage forms, create tournament schedules and standings, manage rosters, and support event operations. Byga may process information on our behalf as part of the services it provides to us. Byga’s own privacy policy may also apply to certain information collected or processed through the Byga platform.
Information We Collect
We may collect personal information that you provide directly to us, that is submitted through the Volta3s website or Byga-powered forms, or that is generated through participation in the event.
Team Registration Information
When a team is registered for Volta3s, we may collect:
- Team name
- Club, school, organization, or group name, if applicable
- Team contact name
- Team contact email address
- Team contact phone number
- Team age group
- Team gender division or player gender information
- Competitive level
- Player names
- Player dates of birth
- Player age groups
- Parent/guardian names and contact information
- Player email addresses, if provided
- Team roster information
- Scheduling preferences or notes
- Other information submitted through the registration form
Individual Player Registration Information
Each player may be required to complete an individual registration form before participating. We may collect:
- Player name
- Date of birth
- Age group
- Gender
- Shirt size
- Address, city, state, ZIP code, or similar location information
- Parent or legal guardian name
- Parent or legal guardian email address
- Parent or legal guardian phone number
- Emergency contact information
- Medical or allergy information, if collected for safety purposes
- Waiver and release acknowledgements
- Media release selections
- Participation consent
- Other information needed for event eligibility, safety, communication, and operations
Waivers, Releases, and Consent Information
We may collect acknowledgements, signatures, and consent selections related to:
- Participation waivers
- Release of liability
- Assumption of risk
- Medical authorization
- Emergency treatment authorization
- Code of conduct
- Photo, video, and media release
- Parent/guardian consent for minors
- Other event-related acknowledgements
Tournament and Event Participation Information
During the event, we may collect or generate:
- Rosters
- Schedules
- Field assignments
- Game results
- Standings
- Attendance or check-in information
- Player of the Game recognition
- Awards or participation records
- Incident reports, injury reports, or safety documentation, if applicable
- Team communications related to event operations
Vendor, Sponsor, and Partner Information
If you apply as a vendor, sponsor, partner, or community organization, we may collect:
- Business or organization name
- Contact name, title, email address, and phone number
- Business address
- Website and social media handles
- Business license, seller’s permit, health permit, insurance, or similar documentation, if applicable
- Vendor booth information
- Food truck or food service information
- Sponsor or partner interest information
- Logo files
- Public-facing business or organization descriptions
- Activation details
- Payment or sponsorship information, if applicable
Volunteer and Staff Information
If you volunteer or support event operations, we may collect:
- Name
- Email address
- Phone number
- Availability
- Role preferences
- Emergency contact information
- Relevant background, certification, or safety information, if needed
- Communications related to volunteer assignments
Communications
We may collect information when you contact us, including:
- Emails
- Messages
- Form submissions
- Questions
- Feedback
- Requests
- Support communications
Photos, Videos, and Event Media
We may collect photos, videos, audio recordings, or other media captured at the event for event documentation, promotion, social media, sponsor recap materials, historical records, and future event marketing, subject to any applicable consent and release forms.
Website, Device, and Usage Information
When you visit our website or use Byga-powered services, certain technical information may be collected automatically, such as:
- IP address
- Browser type
- Device type
- Operating system
- Pages visited
- Time spent on pages
- Links clicked
- Referring website
- Cookies or similar technologies
- Other analytics or technical information needed to operate and improve the website and services
Byga may collect and process certain website, platform, device, analytics, and technical information as described in Byga’s own privacy policy.
How We Use Information
We use personal information for the following purposes:
- To operate Volta3s
- To register teams and players
- To send individual player registration and waiver forms
- To verify player eligibility
- To create rosters, schedules, standings, and field assignments
- To communicate with team contacts, parents, guardians, vendors, sponsors, volunteers, and participants
- To manage check-in and event-day operations
- To support player safety and emergency response
- To administer waivers, releases, and consent forms
- To coordinate vendors, sponsors, partners, volunteers, and staff
- To promote the event, where permitted
- To recognize participants, teams, sponsors, vendors, and community partners
- To prepare post-event summaries, impact reports, and sponsor/partner recaps
- To improve future Volta3s events
- To prevent fraud, misuse, or safety issues
- To comply with legal, insurance, accounting, nonprofit, and reporting obligations
- To protect the rights, safety, and property of SWAGS Foundation, participants, families, vendors, sponsors, volunteers, staff, and the public
Children’s Information and Parent/Guardian Consent
Volta3s is a youth event and may involve players under the age of 13.
We collect information about child participants only for event-related purposes, including registration, eligibility, safety, scheduling, waivers, communication, participation, and event operations.
Children should not submit personal information directly through the website or registration forms without the involvement and consent of a parent or legal guardian.
Team contacts who submit information about players are responsible for ensuring they are authorized to provide that information. After team registration, Volta3s may use the submitted player and parent/guardian contact information to send individual registration, waiver, and consent forms to parents or guardians.
A child may not participate in Volta3s unless the required parent/guardian consent, waiver, and registration steps are completed.
Parents or legal guardians may contact us to request access to, correction of, or deletion of their child’s personal information, subject to legal, safety, insurance, event administration, dispute resolution, and recordkeeping requirements.
How We Share Information
We do not sell personal information. We do not rent or sell player, parent, guardian, vendor, sponsor, or participant contact information to third parties.
We may share information in the following limited ways:
With Byga
We use Byga as our website, forms, tournament scheduling, standings, roster, and event management technology provider. Information submitted through Byga-powered services may be processed by Byga on our behalf to help operate the event.
With Service Providers
We may share information with trusted service providers who help us operate the event, such as:
- Website and form providers
- Email communication tools
- Payment processors, if applicable
- Insurance or waiver management providers
- Event operations vendors
- IT and data storage providers
- Marketing or design providers
- Legal, accounting, insurance, or compliance advisors
These providers may only use information as needed to provide services to us or as otherwise permitted by law.
With Event Staff, Volunteers, Referees, and Operators
We may share limited information with event staff, volunteers, referees, field marshals, tournament directors, safety personnel, and operations personnel as needed to run the event.
For example, tournament staff may need access to team names, rosters, schedules, standings, and field assignments.
With Team Contacts, Parents, and Guardians
Certain team and tournament information may be shared with team contacts, parents, guardians, coaches, or participants, such as:
- Schedules
- Field assignments
- Team rosters
- Game results
- Standings
- Event updates
- Check-in instructions
We will make reasonable efforts to limit sharing to information needed for event participation and operations.
With Emergency, Safety, Medical, Legal, or Government Parties
We may share information when reasonably necessary to:
- Respond to an emergency
- Protect health and safety
- Assist medical personnel
- Comply with law
- Cooperate with law enforcement, regulators, or government authorities
- Meet permit, insurance, legal, or risk management obligations
- Defend or enforce legal rights
With Sponsors and Partners
We may provide sponsors and partners with aggregate or de-identified event information, such as:
- Total attendance
- Number of players
- Number of teams
- General ZIP code participation summaries
- Age group participation summaries
- Community impact metrics
- Event photos or recap materials, where permitted
We do not provide sponsors or partners with individual child, parent, guardian, or family contact information unless a parent or guardian separately consents.
With Consent
We may share information in other ways with your consent or as disclosed at the time information is collected.
Sponsor Reporting and Community Impact Data
Volta3s may collect and summarize participation data to help measure community reach and event impact.
This may include aggregate reporting on:
- Total players
- Total teams
- Total attendees
- Age groups
- General geographic participation, such as ZIP code summaries
- East San José participation goals
- Equipment donations
- Volunteer participation
- Community outcomes
Sponsor and partner reports will be designed to avoid identifying individual children or families.
Photos, Videos, and Media Use
Volta3s may take photos, videos, or other recordings at the event.
These materials may be used for:
- Event documentation
- Social media
- Website content
- Sponsor recap materials
- Promotional materials
- Future event marketing
- Community impact reporting
- News or public relations
Player and participant media use may also be governed by the photo, video, and media release completed during registration.
If a parent or guardian has concerns about use of a child’s image, they should contact us.
Payments, Donations, and Sponsorships
Volta3s player participation is intended to be free for families.
If we collect payments, donations, vendor fees, or sponsorship payments, payment information may be processed by third-party payment providers. We may receive limited payment-related information, such as payment status, billing contact information, transaction amount, and confirmation details.
We do not intentionally store full credit card numbers through the Volta3s website.
Cookies and Website Technologies
Our website and Byga-powered services may use cookies, analytics tools, and similar technologies to:
- Operate the website
- Maintain form functionality
- Remember preferences
- Improve user experience
- Understand website traffic
- Diagnose technical issues
- Protect security
You may be able to adjust cookie settings through your browser or device settings. Some website features may not function properly if cookies are disabled.
We do not intentionally use children’s participant information for targeted advertising.
Third-Party Links and Services
The Volta3s website may link to third-party websites, services, or platforms, including Byga and other event-related tools.
We are not responsible for the privacy practices, content, or security of third-party websites or services that we do not control. Please review the privacy policies of any third-party services you use.
Data Retention
We retain personal information only as long as reasonably necessary for the purposes described in this Privacy Policy.
We may retain information for:
- Event registration and operations
- Tournament scheduling and standings
- Waiver and release records
- Insurance and risk management
- Safety and incident documentation
- Legal compliance
- Accounting and nonprofit recordkeeping
- Sponsor and partner reporting
- Dispute resolution
- Future event administration
Waiver, release, incident, and safety-related records may be retained longer than general registration information because they may be needed for legal, insurance, or risk management purposes.
When information is no longer needed, we may delete, archive, anonymize, or de-identify it.
Data Security
We take reasonable steps to protect personal information from unauthorized access, loss, misuse, alteration, or disclosure.
However, no website, platform, transmission, or storage system is completely secure. We cannot guarantee absolute security of information submitted through the website, Byga, email, forms, or other services.
Please do not submit sensitive information unless requested and necessary for event participation, safety, or operations.
Your Choices and Rights
Depending on your location and applicable law, you may have the right to:
- Request access to personal information we maintain about you or your child
- Request correction of inaccurate information
- Request deletion of certain information
- Withdraw certain consents, where applicable
- Opt out of promotional emails
- Ask questions about how information is used or shared
Parents or legal guardians may contact us regarding information collected about their child.
Please note that we may need to retain certain information for legal, safety, insurance, accounting, nonprofit, event administration, or dispute resolution purposes.
You may unsubscribe from promotional emails by using the unsubscribe link in the email, if available. You may still receive transactional or event-related communications, such as registration confirmations, waiver reminders, schedule updates, safety notices, and event instructions.
California Privacy Notice
This section applies to California residents to the extent required by applicable California privacy law.
We may collect the following categories of personal information:
- Identifiers, such as name, email address, phone number, address, IP address, and online identifiers
- Personal records, such as registration information, parent/guardian information, emergency contact information, and waiver records
- Protected classification information, such as age, date of birth, gender, or similar information where needed for tournament divisions and participation
- Commercial or transaction information, such as vendor fees, sponsorship payments, donations, or payment confirmations, if applicable
- Internet or electronic network activity information, such as website usage, browser information, and device information
- Geolocation-related information, such as general ZIP code or city information submitted through registration
- Audio, visual, or similar information, such as event photos or videos
- Sensitive personal information, such as health, allergy, or medical information, if collected for safety purposes
- Inferences or preferences, such as sponsorship interest, vendor category, or event preferences
We may collect this information from:
- You
- Parents or legal guardians
- Team contacts
- Vendors, sponsors, partners, or volunteers
- Byga or other service providers
- Event staff or operators
- Website interactions
- Communications with us
We use this information for the purposes described in this Privacy Policy, including registration, event operations, safety, communication, reporting, legal compliance, and nonprofit administration.
We do not sell personal information. We do not knowingly sell or share personal information of children for targeted advertising.
California privacy laws may provide certain residents with rights to know, delete, opt out of sale or sharing, and not be discriminated against for exercising privacy rights. To exercise a privacy right, please contact us using the information below.
Changes to This Privacy Policy
We may update this Privacy Policy from time to time.
If we make material changes, we may update the effective date and post the revised policy on the Volta3s website. Continued use of the website or participation in Volta3s after an updated policy is posted means the updated policy applies going forward.
Contact Us
Questions, comments, or privacy requests may be directed to:
SWAGS Foundation, Inc.
Volta3s San José
Website:
volta3s.org
Mailing Address:
[Insert mailing address, if you want this public]
