1. Introduction
NCF Boulder is a for-profit Colorado corporation that provides epee fencing instruction to children ages 7 through 17 and adults 18 and older. NCF Boulder is a member club of USA Fencing (USFA) and participates in USFA-sanctioned events.
This Privacy Policy explains what personal information NCF Boulder collects from participants and their families, how we use it, who we share it with, and what rights you have over that information. It covers data we collect in person at our facility, through our website (hosted on Framer), through our club management platform (TeamUp), and through any other online systems we operate.
2. Who We Are
For purposes of Colorado privacy law, NCF Boulder is the controller of the personal data described in this policy. That means we decide what data to collect, why we collect it, and how it gets used. We do not sell personal data. We do not use personal data for targeted advertising.
NCF Boulder is not a data broker, an advertising platform, or a social media company. We collect the data we need to run the club safely and comply with our legal obligations, and nothing more.
3. What Personal Data We Collect
The categories of data we collect depend on your relationship with the club.
| Category | What It Includes | Applies To |
|---|---|---|
| Registration Data | Full name, date of birth, address, phone, email, emergency contacts, parent/guardian information for minors. Collected through TeamUp during enrollment. | All participants |
| Medical Information | Known conditions, allergies, medications, concussion history, physician contact, insurance for emergency treatment | All participants |
| USFA Membership Data | USFA member number, membership type/status, SafeSport certification status, competitive ratings, club affiliation | USFA members |
| Payment Data | Billing name and address, payment method (last four digits only; full card numbers are processed by Stripe and never stored by NCF Boulder), transaction history, account balances | Paying members or parents/guardians |
| Photographs & Video | Images and video captured during training, competitions, and club events for coaching and promotional purposes | All participants (subject to opt-out) |
| Security Camera Footage | Video from interior security cameras at the club facility. Cameras are not installed in locker rooms, changing areas, or restrooms. | Everyone present at the facility |
| Website & Communications | Contact form submissions, newsletter signups (via Sender.net), email and text correspondence, TeamUp internal messages, IP address and browser data collected by Framer and TeamUp, cookies | Website visitors, newsletter subscribers, and electronic contacts |
| Competition Records | Tournament entries, results, bout scores, national and regional points standings | Competitive members |
3.1 Sensitive Data
Under the Colorado Privacy Act, certain categories qualify as sensitive data, including health information, data concerning children under 13, and data revealing racial or ethnic origin. NCF Boulder collects medical information and data from children. We treat all such data with heightened care as described in Sections 5 and 8.
NCF Boulder does not collect biometric identifiers (fingerprints, facial geometry, retinal scans). Standard photographs and security camera footage are not biometric data under Colorado law unless processed through biometric identification software, which we do not use.
4. How We Use Personal Data
We use personal data only for the purposes described below. We do not repurpose data for unrelated uses without notice and, where required, consent.
4.1 Club operations.
Registration data, payment data, and USFA membership data are used to manage enrollment, schedule classes, process fees, verify USFA membership and insurance coverage, and communicate with participants and families about club activities. TeamUp is our primary system for managing enrollment and scheduling. Stripe processes all payments.
4.2 Safety and medical response.
Medical information is used to respond to injuries and emergencies during training and competition, to comply with concussion protocols, and to make return-to-play decisions. Emergency contact information is used to reach family members when a participant is injured or ill.
4.3 Facility security.
Interior security camera footage is used for the physical safety and security of participants, staff, and club property. Footage is not used for marketing, behavioral monitoring, or any purpose unrelated to security. Cameras are never installed in locker rooms, changing areas, or restrooms.
4.4 Coaching and instruction.
Video and photographs may be used for instructional purposes, including reviewing bout footage and analyzing technique. Competition records are used to track development and plan training.
4.5 Promotional use.
Photographs and video may be used on our website, social media accounts (Instagram, Facebook, TikTok, YouTube), and printed materials to promote the club. This use is subject to the opt-out right described in Section 9. NCF Boulder does not sell photographs or video of participants to third parties.
4.6 Communications and marketing.
NCF Boulder uses Sender.net to send email and text message communications, including newsletters, schedule updates, event announcements, and club news. You may unsubscribe from marketing communications at any time using the unsubscribe link in any message or by contacting us. Operational communications (class cancellations, safety notices, account-related messages sent through TeamUp) are not marketing and may continue regardless of your marketing preferences.
4.7 Legal compliance.
We may use personal data as necessary to comply with applicable law, including Colorado mandatory reporting obligations for suspected child abuse or neglect (C.R.S. § 19-3-304), USFA and SafeSport reporting requirements, and tax and business recordkeeping obligations.
4.8 Defending legal claims.
We may retain and use personal data as reasonably necessary to establish, exercise, or defend legal claims, including data related to injuries, incidents, and signed agreements.
5. Children's Privacy
5.1 Children Under 13 (COPPA)
The federal Children's Online Privacy Protection Act (COPPA) restricts the online collection of personal information from children under 13. NCF Boulder complies with COPPA as follows.
Online registration. NCF Boulder's registration system runs on TeamUp. A parent or guardian must create their own TeamUp account first, then add a dependent profile for any child under 13. Children under 13 do not create their own accounts and should not submit personal information through our website or TeamUp without a parent's involvement.
Parental access. Parents and guardians of children under 13 may review the personal information we've collected, request corrections, and request deletion (subject to retention requirements in Section 11). Contact us using the information in Section 13.
No monetization. NCF Boulder does not disclose a child's personal information to third parties for commercial purposes unrelated to club operations.
Newsletter and marketing. NCF Boulder does not knowingly add children under 13 to its Sender.net marketing lists. Marketing communications are directed to adult participants and to the parents or guardians of minor participants.
5.2 Minors Under 18 (Colorado Privacy Act, SB 24-041)
Effective October 1, 2025, amendments to the Colorado Privacy Act (SB 24-041) impose additional requirements on entities that offer online services to consumers they know are minors. Because NCF Boulder knows its members include minors, these provisions apply to our online services regardless of whether we meet the CPA's general processing thresholds.
NCF Boulder complies with SB 24-041 as follows.
No targeted advertising. We do not process any minor's personal data for targeted advertising.
No data sales. We do not sell any participant's personal data, minor or adult.
Purpose limitation. We process a minor's personal data only for the purposes disclosed in this policy or purposes reasonably necessary to provide the services the minor (or the minor's parent) signed up for.
No manipulative design. Our website and TeamUp instance do not use design features intended to significantly increase, sustain, or extend a minor's use of the platform.
No precise geolocation. We do not collect precise geolocation data from minors through our website or online services.
5.3 Parental Rights
Parents and legal guardians of minors enrolled at NCF Boulder have the right to:
- Review the personal information NCF Boulder holds about their child.
- Request correction of inaccurate information.
- Request deletion, subject to retention requirements in Section 11 and any legal obligation requiring us to keep the data.
- Opt out of promotional photography and media use (see Section 9).
- Withdraw consent for any processing that relies on consent as its legal basis.
To exercise any of these rights, contact NCF Boulder using the information in Section 13.
6. Third-Party Services and Platforms
NCF Boulder uses several third-party platforms to operate the club. Each platform receives only the data necessary for it to perform its function. Each has its own privacy policy governing how it handles data once received.
6.1 TeamUp (goteamup.com).
TeamUp is our club management platform. It handles registration, scheduling, class check-ins, internal messaging, and integration with our payment processor. TeamUp collects registration data, account credentials, scheduling activity, and messaging content. TeamUp acts as a joint data controller with NCF Boulder for participant data. TeamUp stores data on servers in the United States. TeamUp's privacy policy is available at goteamup.com/company/privacy.
6.2 Stripe.
Stripe processes all payments for membership fees, tuition, and purchases. NCF Boulder does not see, collect, or store full credit card numbers. Stripe provides us with a token representing the account, the card's last four digits, expiration date, and card type. Stripe's privacy policy is available at stripe.com/privacy.
6.3 Framer.
Our website is hosted on Framer. When you visit our website, Framer collects standard web server data including IP address, browser type, referring URL, and pages visited. Framer's privacy policy is available at framer.com/legal/privacy-statement/.
6.4 Sender.net.
NCF Boulder uses Sender.net for email and text message marketing communications, including newsletters, event announcements, and club news. When you sign up for our newsletter or provide your contact information, your name, email address, and phone number (if provided) are stored in Sender.net. Every marketing message includes an unsubscribe link. Sender.net's privacy policy is available at sender.net/privacy-policy.
6.5 Social media platforms.
NCF Boulder operates accounts on Instagram, Facebook, TikTok, and YouTube. When we post content to these platforms, the platforms may collect data about users who view or interact with that content under their own privacy policies. NCF Boulder does not control data collection by these platforms. We do not use social media pixels, tracking tags, or retargeting tools on our website.
7. Other Third-Party Data Sharing
Beyond the platforms described in Section 6, NCF Boulder shares personal data with the following recipients.
7.1 USA Fencing (USFA).
USFA membership requires submission of name, date of birth, contact information, and club affiliation to the national membership database. USFA uses this data to manage memberships, verify insurance, track results, and enforce SafeSport compliance. USFA's privacy policy is available at usafencing.org.
7.2 U.S. Center for SafeSport.
NCF Boulder is required by USFA policy and federal law (the Protecting Young Victims from Sexual Abuse and Safe Sport Authorization Act of 2017) to report suspected abuse or misconduct involving minor athletes. Reports may include names and contact information of individuals involved.
7.3 Tournament registration platforms.
When NCF Boulder registers participants for USFA-sanctioned events, participant data (name, USFA number, club affiliation, date of birth for age-restricted events) is submitted to the event's registration platform (commonly AskFRED). These platforms have their own privacy policies.
7.4 Insurance carriers.
In the event of an injury or incident that may result in an insurance claim, we may share relevant participant information with our general liability insurer or with USFA's insurance program.
7.5 Law enforcement and mandatory reporting.
NCF Boulder will disclose personal data to law enforcement or child protective services when required by law, including under Colorado's mandatory reporting statute (C.R.S. § 19-3-304) for suspected child abuse or neglect, and under reporting obligations to the U.S. Center for SafeSport.
7.6 Professional advisors.
We may share personal data with our legal counsel, accountant, or insurance broker as necessary. These disclosures are limited to the minimum information required.
8. Data Security
NCF Boulder maintains reasonable administrative, technical, and physical safeguards to protect personal data from unauthorized access, disclosure, alteration, and destruction.
Physical records (paper forms, signed agreements) are kept in a locked filing cabinet at the club facility. Access is limited to the club owner and authorized staff.
Digital records (TeamUp data, email, financial records) are stored on password-protected systems. TeamUp and Stripe encrypt data in transit and at rest.
Payment data is processed by Stripe, which is PCI DSS Level 1 certified. NCF Boulder does not store full payment card numbers on any club system.
Medical information is accessible only to staff who need it for safety purposes (coaches and front desk personnel who may respond to emergencies).
Security camera footage is stored on a secured local system at the facility with access restricted to the club owner.
No system is perfectly secure. If we discover a breach involving personal data, we will notify affected individuals as required by Colorado's breach notification provisions (C.R.S. § 6-1-716).
9. Photography & Media
NCF Boulder photographs and records video during training, competitions, and club events. These images serve two distinct purposes with different rules.
9.1 Instructional use.
Coaches record video to review technique, analyze bouts, and track development. This is part of the coaching service and is not subject to the promotional opt-out. Instructional footage of minors is stored on secure club systems, shown only to the fencer and their parent or guardian, and deleted within six months unless the coach has a documented coaching reason to retain it longer.
9.2 Promotional use.
NCF Boulder may use photographs and video on its website, social media accounts (Instagram, Facebook, TikTok, YouTube), and printed materials to publicize the club. Parents and guardians of minor participants may opt out of promotional use of their child's image by submitting a written objection at any time. The opt-out mechanism is described in Section 10 of the NCF Boulder Participation Agreement.
An opt-out of promotional use does not affect instructional recording. It means NCF Boulder will not publish, post, or distribute any image or video in which the opted-out fencer is identifiable for marketing or promotional purposes.
9.3 MAAPP requirements.
Consistent with the Minor Athlete Abuse Prevention Policies (MAAPP) enforced by the U.S. Center for SafeSport, recording devices are prohibited in locker rooms and changing areas. Coaches do not transmit photographs or video of minor fencers directly to the minor; electronic sharing goes through a parent or guardian.
9.4 Third-party and parent photography.
NCF Boulder cannot control photography by parents, spectators, or independent media. The club communicates a photography courtesy standard at registration asking families to refrain from publicly posting images in which other families' children are identifiable without permission. This is a community expectation, not a legal restriction.
10. Cookies & Website Data
NCF Boulder's website is hosted on Framer. The site uses cookies and similar technologies as follows.
Functional cookies. Framer uses cookies necessary for the website to function, including session management and security.
Analytics. Framer may collect anonymized usage data (pages visited, time on site) to help us understand how visitors use the website. NCF Boulder does not use Google Analytics or other third-party tracking tools.
No advertising cookies. NCF Boulder does not use tracking cookies for advertising, behavioral profiling, retargeting, or cross-site tracking. We do not install social media pixels or tracking tags on our website.
TeamUp cookies. When you access NCF Boulder's TeamUp-powered registration and scheduling pages, TeamUp uses cookies to manage your login session and provide the service. These are functional cookies necessary for the platform to operate.
Our website does not use design features intended to increase, sustain, or extend any visitor's time on the site. No ads. No engagement algorithms.
11. Data Retention
NCF Boulder retains personal data only as long as necessary for the purposes described in this policy or as required by law.
| Data Category | Retention Period | Reason |
|---|---|---|
| Registration data | Enrollment plus 3 years | Administration; legal defense |
| Medical information | Enrollment plus 3 years | Safety; legal defense |
| Signed agreements | Enrollment plus 6 years | Colorado statute of limitations |
| Payment records | 7 years from transaction | IRS requirements |
| Incident/injury reports | Enrollment plus 6 years; for minors, until age 21 | Statute of limitations (tolled for minors) |
| Instructional video | 6 months or end of season | Coaching purpose; minimization |
| Security camera footage | 30 days (longer if related to a reported incident) | Facility security; incident investigation |
| Promotional media | Indefinite, audited each enrollment cycle | Ongoing use; removed on opt-out |
| Photography opt-out records | Enrollment plus 3 years | Compliance documentation |
| Newsletter subscriber data | Until unsubscribe; deleted from Sender.net within 30 days of request | Marketing consent |
When data reaches the end of its retention period, NCF Boulder securely deletes or destroys it. Paper records are shredded. Digital records are permanently deleted from all club systems and backups within a reasonable timeframe. NCF Boulder will also request deletion from third-party platforms (TeamUp, Sender.net) when the retention period expires.
12. Your Rights Under Colorado Law
12.1 CPA Applicability
The Colorado Privacy Act applies to controllers that process personal data of 100,000 or more Colorado consumers annually, or that process data of 25,000 or more consumers and derive revenue from data sales. NCF Boulder does not meet either threshold and does not sell data.
However, the CPA's minor-specific provisions (SB 24-041, effective October 1, 2025) apply to any controller that offers online services to consumers it knows are minors, regardless of processing volume. NCF Boulder complies with these provisions as described in Section 5.
12.2 Rights We Honor Regardless of CPA Thresholds
Whether or not the CPA's general provisions technically apply to a club of our size, NCF Boulder voluntarily honors the following rights for all participants because doing so is consistent with how a club serving families should operate.
- Access. You may request a copy of the personal data NCF Boulder holds about you or your child.
- Correction. You may request that we correct inaccurate personal data.
- Deletion. You may request deletion, subject to retention obligations in Section 11 and any legal basis requiring us to keep the data.
- Opt-out of data sales. We don't sell data. If that ever changes, we'll update this policy and provide a mechanism.
- Photography opt-out. Parents and guardians of minors may opt out of promotional media use as described in Section 9.
- Marketing opt-out. You may unsubscribe from email and text marketing at any time using the link in any message or by contacting us.
To exercise any right, contact NCF Boulder using the information in Section 13. We'll respond within 30 days. We will not discriminate against you for exercising a privacy right.
13. Contact Information
For questions about this Privacy Policy, to exercise a privacy right, to submit or withdraw a photography opt-out, or to report a data-handling concern, contact:
Include your name, your relationship to the club, and a description of your request. If you're making a request on behalf of a minor, identify the minor by name and your relationship to them.
14. Changes to This Policy
NCF Boulder may update this Privacy Policy to reflect changes in our practices, Colorado law, federal law, or USFA requirements. When we make changes, we'll update the effective date at the top of the document.
For material changes affecting how we handle children's data, we'll make reasonable efforts to notify affected families directly (by email or written notice) before the changes take effect. A material change is one that expands categories of data we collect from minors, introduces new third-party sharing, or reduces a right described here.
The current version of this policy is always available at the front desk and on our website.
15. Governing Law
This Privacy Policy is governed by the laws of the State of Colorado. To the extent any provision conflicts with applicable law, the law controls.