Privacy Policy

1. Introduction

The College Triathlon Coaches Association (CTCA) is committed to protecting your privacy. This Privacy Policy describes how we collect, use, store, and share information on our website and tools, including the individual and team rankings generator and roster management systems.

By using our website, you agree to the practices described in this policy. If you do not agree with this policy, please do not access or use our services.

2. Information We Collect

We collect personal information to provide collegiate rankings, manage team rosters, and facilitate communication among coaches. The types of data we collect include:

• Coach & Admin Accounts: We collect names, institutional email addresses, and passwords used to verify your identity and manage team rosters.
• Athlete Information: We store athlete profiles which contain first and last names, USA Triathlon (USAT) IDs, academic class standing (e.g., Freshman, Sophomore), and university/team affiliations.
• Race Performance Data: We store public competition data, including finish times, discipline splits (swim, bike, run, transitions), overall placement, collegiate team scoring points, and national championship qualification statuses.
• Technical Logs & Cookies: We collect basic access logs and session cookies required for authentication and security auditing.

3. How We Use Your Information

The information collected is used solely for collegiate sports administration and public display of athletic results, specifically:

• Calculating, compiling, and publishing individual athlete and team collegiate rankings across NCAA Divisions I, II, and III.
• Displaying race leaderboards, course statistics, and national championship benchmarks.
• Allowing collegiate coaches to maintain and verify their active varsity rosters.
• Sending administrative notifications, password reset links, and one-time verification tokens (OTP).
• Monitoring platform security and preventing unauthorized access or data tampering.

4. Data Sharing & Public Disclosure

Athletic performance metrics, athlete names, university affiliations, and race splits are considered public sports statistics and are displayed publicly on this website.

We do not sell, rent, or trade private user account details (such as email addresses, hashed passwords, or login audit logs) to third-party advertisers or commercial entities. Private data may only be shared:

• With infrastructure service providers (e.g., database hosting, transactional email delivery) under strict data security confidentiality.
• When required by law, subpoena, or relevant collegiate governing body compliance mandates.

5. Data Security

We maintain appropriate administrative, technical, and physical safeguards designed to protect personal data against accidental, unlawful, or unauthorized destruction, loss, alteration, access, or disclosure. Passwords are cryptographically salted and hashed using industry standards, and administrative actions are tracked via secure audit logs.

6. Data Retention

Historical race results and athletic rankings are maintained permanently as part of the official collegiate triathlon competition archive. User account data is retained for as long as a coach or administrator is actively affiliated with a member institution.

7. Your Rights & Roster Corrections

Coaches and collegiate athletic department representatives may request corrections to roster details, athlete names, or university affiliations by logging into their designated coach portal or contacting the CTCA administration.

8. Changes to this Policy

CTCA reserves the right to update this Privacy Policy periodically to reflect changes in our practices or applicable sports governance standards. Any updates will be posted directly to this page with a revised date.

9. Contact Information

If you have questions about this Privacy Policy, need to exercise data protection rights, or have other questions regarding roster management, please contact the College Triathlon Coaches Association administration.