NJCAA Region XIV Baseball
Privacy Policy
Effective September 12, 2026
Who we are
The Region XIV Umpire Portal (jucoumpires.com and the Region 14 Umpires mobile app) is operated by the NJCAA Region XIV baseball umpire assignor's office to schedule, pay and develop the region's baseball umpires. It is a private, invitation-only system for umpires, school athletic staff, assignors and portal administrators. There is no public sign-up.
What we collect
- Account: name, email address, phone number, password (stored as a one-way hash), role, and the school or crew you belong to.
- Umpire profile: mailing address, date of birth, emergency contact name and phone, profile photo, rank and eligibility set by the assignor, availability dates, game assignments, post-game reports and evaluations.
- Payroll (umpires only): Social Security or Employer Identification number and certificate of insurance, entered by the assignor's office and stored encrypted. These are used solely to prepare game paysheets and tax documents.
- School contacts: name, email, phone, field address and game-day contact for your school.
- Device: a push-notification token when you enable notifications in the mobile app, and standard server logs (IP address, browser or app version, request time) kept for security and reliability.
We do not collect your precise location. Tapping “Directions” hands the field address to the maps app on your device; the portal never sees where you are.
How we use it
- Assigning umpires to games and notifying them of changes.
- Letting coaches see the crew working their school's games during game week.
- Preparing paysheets and tax documents for umpire pay.
- Evaluations, rulings and other umpire development.
- Sending the emails and push notifications you would expect from the above.
- Keeping the service secure and working.
We do not sell personal information and we do not use it for advertising.
Who sees it
- Assignors and portal administrators see umpire and school records needed to run the region.
- Umpires see their own records, their crewmates' names and contact details for the games they share, and league documents.
- School contacts see their own school's record and, during game week, the first name and last initial of the officials assigned to their games.
- Schools receiving paysheets see the officials' names, positions and fees for games billed to them.
Service providers process data on our behalf under contract: Railway (hosting and database), Cloudflare R2 (photos and documents), Resend (email), Novu and Expo (push notifications), Geoapify and TomTom (site geocoding and drive times), Open-Meteo (weather), and Anthropic and Voyage AI (rulebook search over the published rules only, never over personal data).
How long we keep it
Records are kept while you are active in the region and for the period required for payroll and tax reporting (generally seven years for paysheet records). Deactivated accounts are hidden from operational views immediately. Push tokens are deleted when you sign out or disable notifications.
Your choices
- Edit your contact details, photo and availability in the portal or the app at any time.
- Turn push notifications off in the app or your device settings; opt out of broadcast email in Notification settings.
- Request a copy, correction or deletion of your data by emailing [email protected]. Payroll records we are required to retain are excluded from deletion until the retention period ends.
- To close your account, email [email protected] from the address on file. The account is deactivated within 5 business days, your sign-in and push tokens are removed, and personal data outside the payroll retention period is deleted. Accounts are provisioned by the Region XIV assignor's office, so there is no self-service sign-up or in-app deletion.
Security
Traffic is encrypted in transit. Passwords are hashed. Tax identifiers are encrypted at rest with a key held separately from the database. Access is limited by role, and administrative actions are logged.
Children
The portal is for adult officials and school staff. It is not directed at children under 13.
Changes
We will post updates here and change the effective date. Material changes are also announced in the portal.