What this site holds

The Clermont County Soccer Association website holds the records the league needs to run youth soccer, and nothing beyond that. For each player – who is a child – that means basic identifying details, a parent or guardian's contact details, the information needed to confirm which division and school district the player is eligible for, and their team and season history. League officials may also record notes relating to a player's registration.

For coaches and volunteers we hold contact details and their approval status for the season.

This page describes what we hold in general terms rather than listing every individual field. If you want to know exactly what the league holds about your own child, ask your community administrator and they will tell you.

Where it comes from

Players are added by their own community's administrators, usually from a registration spreadsheet. The league does not collect this information from children directly, and children do not have accounts on this site.

Who else sees a home address

Eligibility depends on which school district a player lives in, so the site looks each address up against public records. That means a player's home address is sent to:

• the United States Census Bureau geocoding service;
• the Clermont County Auditor property records service;
• the Hamilton County CAGIS mapping service, which also receives the map coordinates of the address; and
• the United States Postal Service address validation service, to correct mistyped addresses.

Brown County records are downloaded in bulk and matched on our own servers, so no address is sent there. These services receive an address only. They are used solely to determine a school district, and are not given the player's name or any other detail about them.

Who can see records inside the league

Access is limited by role. A community administrator sees only their own community's players. League roles – Registrar, President, Vice President – see the whole league where their duties require it. Registrar notes about a player are visible only to the Registrar and to site administrators.

How long it is kept

Player and team records are kept for as long as a player takes part in the league, and afterwards as part of league history – rosters, results and standings from past seasons remain on record. The league does not delete records on a schedule; removal happens on request, as described below.

Correcting or removing a record

If you believe information about your child is wrong, contact your community administrator, who can correct it.

If you want your child's record removed, contact the league. The league can erase a record: the personal details it holds are permanently overwritten, and personal content is stripped out of the related administrative records. What remains is that a player took part in a given team and season, under a placeholder name, so that historical rosters and results stay intact.

Erasing a record cannot be undone, and a child who returns to the league afterwards will start with a completely new record.

Contact

Questions about this policy, or requests about a specific record, should go to your community administrator or to the league.