Privacy Notice

New York Rugby Club, Inc. operates the New York Rugby Sevens tournament and this website. In this notice, “NY7s,” “we,” and “us” refer to New York Rugby Club, Inc. when it handles information for the tournament.

You can contact us at ny7sdirector@newyorkrugby.com or New York Rugby Club, Inc., 1397 Second Avenue, PMB 119, New York, NY 10021.

We collect the following categories of information:

• Contact and inquiry information, including name, email address, phone number, organization, message, sponsorship interests, and communication choices.
• Registration information, including contact and billing email addresses, team names, divisions, locations, coupon details, payment choice, registration status, and communications about the entry.
• Payment and transaction records, including amounts due, paid, or refunded; transaction status; receipt links; and Stripe reference numbers. Stripe collects card details and other checkout information directly. NY7s does not receive a full payment-card number.
• Technical and source information, including an IP address and browser information submitted with an inquiry, referring pages, campaign parameters, device and browser type, approximate location, access time, and pages viewed.
• Operational records, including email-delivery history, registration changes, refund history, support communications, and administrative audit entries.
• Roster and participation information, including eligibility, waiver, guardian, and supporting information submitted through tournament forms.

Free-form fields may contain other information you choose to provide. Please do not submit payment-card numbers, government identification numbers, medical details, or other sensitive information unless a tournament form specifically requests it.

We collect information directly from registrants, coaches, team managers, players, parents, guardians, sponsors, volunteers, referees, and other people who contact us. If you provide information about another person, you must be authorized to do so.

We also receive transaction status and billing details from Stripe, delivery information from Resend, technical and analytics information from Vercel, information from tournament service providers, and team or eligibility information from governing bodies and publicly available sources when needed to run the event.

We use personal information to:

• process team registrations, payments, balances, refunds, and confirmations;
• manage capacity, divisions, schedules, eligibility, rosters, waivers, and event operations;
• respond to team, sponsor, volunteer, referee, travel, and general inquiries;
• send requested updates and operational messages about a registration or the tournament;
• prevent duplicate submissions, fraud, misuse, and security incidents;
• measure aggregate website traffic and improve the site;
• create aggregated or deidentified reports about tournament participation; and
• maintain accounting, dispute, insurance, safety, and legal records.

NY7s may send a team name and team location to OpenAI to assign an ISO country code when a deterministic lookup does not resolve the location. The request excludes contact, waiver, and payment information and is sent with storage disabled. NY7s reviews and may correct the resulting country code.

We do not use personal information for automated decisions that produce legal or similarly significant effects concerning a person.

We disclose limited information to:

• providers that host the site, store tournament data, process payments, deliver email, and provide analytics, including Vercel, Convex, Stripe, Resend, and OpenAI;
• the designated tournament travel concierge, which may receive a registration contact’s name, email address, registration date, and relevant team details when a team appears to need travel assistance;
• tournament officials, governing bodies, insurers, venues, and professional advisers when needed for eligibility, event operations, safety, a dispute, or a legal obligation;
• government authorities or other parties when required by law or necessary to protect rights or safety;
• another party at your direction or with your consent; and
• a successor organization in connection with a reorganization or transfer of tournament operations.

We do not sell personal information or share it for cross-context behavioral advertising.

The site uses Vercel Web Analytics to measure page views and general traffic patterns. Vercel describes this service as aggregated analytics that does not use third-party cookies or store an IP address in the analytics record. The site also uses a functional cookie to remember a language choice.

We do not currently use advertising cookies, cross-site tracking, or session-replay tools. Most browsers allow you to remove or block cookies, although doing so may prevent the site from remembering your language.

You may stop waitlist and tournament marketing emails by using any unsubscribe instruction provided or by contacting us. Registration confirmations, balance notices, schedule changes, safety messages, and similar operational emails may still be sent when needed to administer a team’s entry.

We retain information for as long as reasonably needed for tournament operations, accounting, insurance, safety, fraud prevention, disputes, and legal obligations. Retention depends on the type and sensitivity of the information, why it was collected, the risk of keeping it, and applicable requirements. When information is no longer needed, we may delete, anonymize, or isolate it from further use.

We use administrative, technical, and physical safeguards designed to protect personal information. No storage or transmission method is completely secure.

Public registration and inquiry forms are intended for adults. A child under 13 should not submit personal information through those forms. Minor-player information and signatures must be submitted through the designated parent or guardian process.

If you believe information was collected from a child in a manner prohibited by law, contact us. We will investigate and delete or otherwise handle the information as required.

Depending on where you live and whether a particular law applies to NY7s, you may have rights to request information about our practices, access a copy of your information, correct it, delete it, or appeal a denied request. You may also withdraw a marketing choice at any time.

Send requests to ny7sdirector@newyorkrugby.com. Describe the request and identify the registration or inquiry involved. We may verify your identity and residency. An authorized agent may submit a request when permitted by law, but we may require proof of the agent’s authority and direct confirmation from you. We will not discriminate against you for exercising an applicable privacy right.

Some information cannot be deleted or changed when it must be retained for accounting, safety, insurance, fraud prevention, a dispute, or another legal reason.

NY7s is based in the United States and uses providers that may process information in the United States or other countries. Those locations may have different privacy laws from your home country. Where applicable law requires a transfer safeguard, we will use an available lawful mechanism.

Links to payment, travel, governing-body, social-media, accommodation, or other third-party services do not make NY7s responsible for those services. Their own terms and privacy notices apply to information they collect directly.

We may update this notice as our practices or legal obligations change. The effective date at the top of the page will be revised, and material changes may also be communicated directly when appropriate.

Questions and privacy requests may be sent to ny7sdirector@newyorkrugby.com. Registration-specific terms are in the Registration Terms.