Privacy Policy
Here's how we handle personal data on kmceagles.org. We wrote this policy for the EU General Data Protection Regulation (GDPR), the German TDDDG, and U.S. state privacy laws including the California Consumer Privacy Act. The English text is the reference version, and Sprache / Language at the foot of the menu offers a machine translation.
Effective 18 October 2026. Summary: this site sets one strictly necessary cookie when a member logs in to answer for practices and games, shows no consent banner, sells no personal information and publishes no player contact details. Maps and videos load from their providers as they come into view; translation loads only when you choose a language.
1. Who is responsible
KMC Eagles Hockey, unincorporated private association (nicht eingetragener Verein), c/o Eishalle Zweibrücken, Europa Allee 11, 66482 Zweibrücken, Germany. Email: [email protected]. The club is the data controller for this website. See the Impressum.
2. What we collect and why
| Activity | Data | Purpose and legal basis | Retention |
|---|---|---|---|
| Visiting the site (hosting by Cloudflare Pages) | IP address, time, page requested, browser type | Delivering pages, security, error analysis. GDPR Art. 6(1)(f), legitimate interest. | Short-term server logs held by Cloudflare |
| Contact form | Name, email, message and the optional fields you complete | Answering your request. GDPR Art. 6(1)(b) and your consent, Art. 6(1)(a). | Deleted when the request is closed |
| Signing up to play (the sign-up form), or asking to join through the contact form | Name, email, phone, date of birth (to confirm you are 18 or over), hometown, the country you represent, positions, shooting side, experience, past teams, the numbers and team you would like, when you can start, your gear, an emergency contact, an optional photo, a few words about you, how your profile should show on the public pages, whether the club may publish photos that show you, that you agreed to the club's rules (and which version), whether you played for us before and in which years (so that an admin finds your old profile and keeps your seasons together), how you heard of us, and your message; through the contact form, only what you give there. Besides a short email to the club, the sign-up is kept in the club's attendance database, seen only by the club admins and, where it names a team, that team's coaches (everything but your email address), so they can welcome you and make your profile and login from it. When you are added as a player, your photo and words go into your profile, and your phone, date of birth and emergency contact into your private details, as far as the club keeps them. If you say you need to borrow gear, the club's equipment manager also sees your name, positions, that answer, the team you would like, when you can start and when you signed up, so that they can lend you the club's gear; nothing else of your sign-up | Taking you into the club, as you asked. GDPR Art. 6(1)(b), steps before membership. | Until the club admins have handled it, then 90 days; deleted at once if an admin deletes it |
| Asking to log in with your team's join link | The name you pick from your team's players who cannot log in yet, the email address you give, and when you sent it, seen by the team's coaches and the club admins; for the limits on that page, a scrambled form of your network address. The page shows anyone who has the link the first names and surnames of the team's players who have no email address with the club yet, and never who has one; coaches share the link only in their team's chat | Letting you log in, as you asked. GDPR Art. 6(1)(b), membership. The names on the page: Art. 6(1)(f), the club's legitimate interest in letting its players reach their team's pages | When approved, the address becomes the one you log in with (see Website attendance below). A declined request keeps no address. Requests: 30 days after they are approved or declined, or after 30 days unanswered. The scrambled network address: a day |
| Your first practice and your mentor (new players who sign up) | The team your sign-up goes to; the practice its coaches invite you to, with who invited you and when (you join that practice by name as a guest from outside the club, until you are a member); a coach's request to the club admins to make you a member; and the member of the team named as your mentor, with who named them and when. Seen by the team's coaches and the club admins; your mentor sees your name and your first practice, and you see their name once you log in. Never on the public pages. The invitation itself goes to you on WhatsApp from your coach's own phone: the website sends nothing. | Taking you into the club and helping you settle in, as you asked. GDPR Art. 6(1)(b), steps before membership, and membership. | As long as your sign-up: until the club admins have handled it, then 90 days. Deleted with your login and data when you delete them; your name as someone's mentor goes when you delete yours. |
| Player profiles (current and former players) | Name, nickname, jersey number, position, shooting side, hometown, country represented, date joined, a few words about the player, optional photo. Where the club allows it, logged-in players change parts of their own profile and their photo themselves, or ask the club admins to; each change is kept in the site's history of changes. Each player chooses how their profile shows on the public pages: in full; with only their name, number and position; or not at all, when only logged-in members see their name. The choice, who made it and its date are recorded as the record of consent; a change made by a club admin on the player's behalf is recorded with the admin's name | Publishing rosters, with the player's consent. GDPR Art. 6(1)(a). | Until consent is withdrawn. A photo that is replaced or removed is deleted from the site with it. The record of choices: as long as the profile, or until the member is removed. |
| Logging in and the members' pages |
| Organizing practices and games for club members, logging them in and letting the club's coaches and admins reach them, planning lines, goalies and ice time from attendance over the season, sharing rides, keeping game statistics for the club's members, and keeping track of club dues. GDPR Art. 6(1)(b), membership; Art. 6(1)(f), the club's legitimate interest in running its teams, and security. Counts are public; names, notes, duties and offers to sub are shown only to the event's players, coaches and club admins; the attendance history only to coaches and club admins, and the dues overview only to club admins. | Sessions: 90 days or until you log out. Answers, line-ups, attendance marks and the votes for the player of the game: the current season and the one before. After that, only totals per season and member are kept (how many In and Out answers, and how often you came); the answers for each event are deleted. Email address, passkeys and linked accounts: until the member or an admin removes them, or the member is removed, and at most a set time after the member's login closes (when they leave the club, 30 days after their last day, or when a club admin archives their login): six months (the club chooses 3, 6, 12 or 24 months; six unless it chose otherwise). Then the site deletes the email address, the passkeys and linked accounts, the private details, the notification choices and devices, the saved roster views and arranged menu, the Inbox, standing offers to sub, away dates, a skate sharpener's details, gear listings and open requests; the profile, the seasons played and the club's records (answers and their totals, who came, game sheets, dues, photo consent and agreements) stay. A member who is restored before then keeps everything. A staff member's confirmation that it's them (how, and when): ten minutes; a code sent by email for it is stored only as a hash and works for ten minutes. Login codes: ten minutes, or until used. Shared snapshots: until three days after the event. Reminders: until you turn them off on that device, log out there, are logged out everywhere or are switched off; the record of which were sent, two days after the event. Duties, check-ins and game sheets: like answers. Game reports: 30 days after a club admin publishes one or sends it back, and 90 days after it was last changed while it waits, with its photo; a published report is in the website's content files and their history, which the webmaster can remove on request. The club's year: two years, and your name goes from it when you delete your data. Requests to join after answers close, and the names of guests from outside the club: like answers. Rides: a day after the event. Comments and replies: two months after the event. Feedback and bug reports: until you delete them, or a year after an admin marks them done (their screenshots three months after). A testimonial: until you or an admin delete it; once published, it is in the website's content file, and so in that file's history, which the webmaster can remove on request. Poll votes: a month after the poll closes. Profile change requests: three months after they were handled; a photo sent for approval, when the request is handled. Inbox: until the day after the event they are about, otherwise 30 days (a notice about a sign-in to your login names the kind of device and browser, and when; the club keeps this season's rosters as the reminder run last saw them, only to tell players who were added or taken off, until the next change); a notice the member archives, a year after it came, and an archived announcement, a year after it was archived. Announcements, and when they were read: until their last day; for the club announcement at the top of the site, four months. Away dates: a month after they end. Answers about next season: a year. A leaving date: a year after the login closed. Dues: the current season and the one before, once settled; a charge still owed stays until it is settled or an admin deletes it. Removing a member deletes all of it. |
| Private details (only where the club has chosen to collect them) | A phone number, for the team chats and for the coaches to reach a player; a birthday; and an emergency contact (a name, how they are related, and a phone number). Given by the player on their own profile page, or entered by a club admin with the player's agreement. Never published: seen only by the player, the club's coaches and the club admins; at an event, the emergency contacts of the players who said In are shown to that event's coaches | Reaching players and adding them to the team chats; coaches are reminded of their players' birthdays; calling someone close to a player who is hurt at the rink. GDPR Art. 6(1)(a), the player's consent, which they withdraw by removing the detail; for the emergency contact, also Art. 6(1)(d), the player's vital interests. | Until the player or an admin removes it, the club stops collecting it (everything kept is then deleted), or the member is removed; and at most six months after the member's login closes (the time the club chose: 3, 6, 12 or 24 months). Birthday reminders are only for the players and coaches on this season's rosters, never for members who have left |
| Rink mode (kept on the member's own phone or computer) | From three hours before a practice, game or tournament until six hours after its start, the event's page keeps on the device of a member who opens it there, in the browser's own storage: for every player of that event, the event, their own answer, note and check-in, and the rink's safety facts; for the player who keeps the game sheet, also the list of the event's players with their names, numbers, positions, answers and notes, the published line-up and the game sheet; for the event's coaches and the club admins, all of that and the emergency contacts (name, relation and phone number) of the players who said In. Entries made there without a signal (on the game sheet, who came, a check-in, with when it was made) wait on the device until they are sent to the club's website, and nowhere else. A copy of the event's page itself is kept with it | Letting coaches, the scorekeeper and players work at rinks without mobile reception, and reach a player's emergency contact there. GDPR Art. 6(1)(b), membership, and (f), the club's legitimate interest in running its teams; for the emergency contacts, also Art. 6(1)(d), the player's vital interests. | Deleted from the device six hours after the event ends, when the member logs out, when the site finds they no longer may see it, and when the club turns rink mode off. Entries still waiting are sent as soon as there is a signal; one the website refuses is shown until the member dismisses it |
| Photos of you and the club's rules (club members who log in, and new players signing up) | Whether the club may publish club photos that show you (yes, team photos only, or no), with the date and who recorded it (you, or a club admin at your word), and your earlier choices; the club's rules or waiver as the club admins write them, each version with its date and the admin who wrote it; which version you agreed to, and when. Seen by you, your coaches and the club admins; never published. | Publishing photos only as each member chose, and keeping a record of that choice and of who agreed to the club's rules. GDPR Art. 6(1)(a), your consent, which you change at any time in Settings; for the rules, Art. 6(1)(b), your membership of the club. | The choice and agreement in force as long as you are a member; earlier ones until they are older than the seasons the attendance history keeps in detail; all of it is deleted with your login |
| Club documents (club members who log in) | The files the club admins add (and, where the club allows it, coaches for their own teams), such as the club's rules, insurance and forms, with a title, a few words, a group, who may see each one, and the name of who added or last replaced it. Kept in the attendance database and shown only to the logged-in members each is meant for; never published. | Giving members the club's documents in one place. GDPR Art. 6(1)(b) and (f), the club's legitimate interest in informing its members. | Until an admin deletes the document; the name of who added it is removed when their login is deleted |
| Confirming it's you (coaches, club admins, team managers and the treasurer) | Before downloading members' contact details, changing a member's email or role, deleting a member or deleting a team: when and how the member last confirmed it's them on that phone or computer (a passkey, a code by email, Google or GitHub), and a code sent by email for it, stored only as a hash | Keeping members' details safe when a phone with a staff login is lost or borrowed. GDPR Art. 6(1)(f), the club's legitimate interest in security, and Art. 32. | Ten minutes; a code, ten minutes or until used |
| Team managers and the treasurer | That a member helps the club as a team manager, with the teams they run, or as the treasurer, shown beside their name on the members' pages; never on the public pages. | Letting helpers do their part without making them club admins. GDPR Art. 6(1)(b) and (f). | Until a club admin changes the role or the login is deleted |
| Team kitty (where a team keeps one; club members who log in) | For each player, what the team's kitty keepers or coaches enter: a contribution or small fine to pay (what for, the date, the amount and a note) and the payments received, with who entered each; which members keep the kitty; and the team's spending (date, amount, note), which names nobody. No money moves through the site and no bank details are kept. A player sees only their own entries and balance; the team sees the kitty's total and its spending; only the kitty keepers, the team's coaches and the club admins see what each player owes. Never on the public pages. | Keeping the team's own kitty in order. GDPR Art. 6(1)(b), membership, and (f), the team's legitimate interest in its shared costs. | The current season and the one before; older entries become one line per team, brought forward, once each player's are settled (those still owed stay until settled). When a member deletes their data or is removed, their entries stay in the team's record without their name. |
| Club equipment (club members who log in) | The club's own loan gear, and for each loan: the member it is lent to, the day it was lent and the day it is due back, the deposit noted (its amount, and the days it was received and returned, or that the club kept it), a short note, who lent it and took it back, and the day it came back or was marked lost; members' requests to borrow an item, with their note and the answer; that the member was reminded once of an item past its day. No money moves through the site. A member sees their own loans and requests, and of the other items only whether they are on loan; the club's equipment manager (named in Club setup) and the club admins see every loan and request. Never on the public pages. | Lending the club's gear and getting it back. GDPR Art. 6(1)(b), membership, and (f), the club's legitimate interest in keeping its property. | A loan as long as the item is out; a returned loan a year after it came back, once its deposit is settled; a lost or retired item a year after it was marked; a request 90 days after it was answered. When a member deletes their login, their returned loans and requests go, and an item they still hold stays on the club's list as not returned, without their name |
| Jersey and kit orders (club members who log in) | For each order: the items and their sizes, the player or goalie cut, the name to print on the jersey, up to three jersey numbers in order of preference and the one given, a note, the total, when it was sent and changed, when it was ordered, arrived and handed out, and who last marked it; the dues charge each order adds (kept as the dues are). Seen by the member, the club's jersey coordinator and the club admins; never published. No money moves through the site. | Ordering the club's jerseys and kit from the supplier, and handing them out. GDPR Art. 6(1)(b), membership. | A year after the order was handed out; deleted with the member's other data when they delete it or are removed (the charge stays with the club's accounts until settled) |
| Tournament trips (club members who log in) | For a tournament's trip: the meeting point and time, the rooms, and for each person who takes a bed, the room, when they took it and whether an organiser put them there; the cost per person, and the dues charge it adds for everyone going (kept as the dues are). Seen by that event's players and coaches, the club's coaches, the travel coordinator (named in Club setup) and the club admins; never on the public pages. The ticks on the packing list stay on the member's own phone or computer and never reach the website. No money moves through the site. | Organising the club's travel to tournaments. GDPR Art. 6(1)(b), membership. | The rooms, who sleeps where and the meeting point: a week after the trip; the cost and the packing list with the season's other detail. A member's beds go when they delete their data or are removed (the charge stays with the club's accounts until settled) |
| Matching a bank statement (the treasurer and club admins) | Nothing of the statement is kept or sent: the file the treasurer chooses is read in their own browser. Only the payments they tick are saved, as marks on the club dues (paid or part paid, with the note "From the bank statement" and the payment's date). Your dues shows each member a payment reference made of the charge's name and their family name, for their bank transfer. | Recording dues payments without typing them in. GDPR Art. 6(1)(b) and (f). | The marks are kept as the dues are |
| The club's activity: a record of admin actions (club members who log in) | What the club admins, coaches, team managers and the treasurer change on the website, and what the website does by itself to members' accounts, each as a line of words: who made the change, what it was, whose account it concerned and when. Such as: a member added, archived, restored or deleted; a login email given or changed (never the address); a role given, changed or removed in the yearly review; a member logged out everywhere; the feature switches and the club's, a team's and an event's settings; the profile rules, and a private detail no longer collected with how many were deleted (never a value); dues charges and the payments recorded, also from a bank statement (never the amount paid or a note); testimonials and game reports published or sent back; a former member's contact details deleted by the website; a staff member let through without confirming it's them, for want of a way to. It never holds an email address, a code, a password or a private detail. Seen only by the club admins; each member finds the lines about their own account in their data download | Accountability: the club's board can see who changed what and when, and each member what was done to their account. GDPR Art. 6(1)(f), the club's legitimate interest in the security and proper keeping of its records, and Art. 5(2), accountability. The club may turn the record off (Club setup › Features › The club's activity): while it is off, nothing new is recorded, as a record the board does not keep serves no purpose, and the lines already kept stay until their time is up. | Each line for two years (the club chooses one, two or three years; two unless it chose otherwise), then the website deletes it. When a member deletes their login and data, or a club admin deletes them, their name in it becomes "a former member" |
| Club awards (the club's history, and club members who log in) | Each season's winners of the club's awards: the award, the season, the team for an award of each team, and the winner, kept in the website's content (Club awards, with its history of changes). Shown on the winner's profile, the season's page and Heritage; a winner who chose not to be on the public pages is named there "a teammate", and only logged-in members see the name. The candidates our admins see (from the votes for the player of the game, the game sheets and the answers) are worked out when they open Club setup, and not kept. | Recognizing players' seasons, as part of the club's history. GDPR Art. 6(1)(f), legitimate interest. | Kept as the club's history, like the rosters and the honors. When a member deletes their login and data, or a club admin deletes them, their name is taken off their awards, which stay without it |
| Milestones (club members who log in) | The milestones a player reaches (a fifth or tenth season with the club, a first goal, a first hat trick, a first shutout), with the season, the day, the game it came from and whether their team was told. Shown on the player's profile and Your stats to logged-in members, and told once to their team in the Inbox; never on the public pages. | Marking moments worth a word for the team. GDPR Art. 6(1)(f), legitimate interest. | The game it came from is no longer named once its season is older than the seasons kept in detail; the milestone itself is kept while the profile is, like the season totals, and is deleted with the login and data, or when the profile is removed |
We never store ranks or units, and never publish email addresses, phone numbers or birthdays. The site sends nothing to members' email addresses but the login codes they ask for (and, to coaches and admins, the codes they ask for to confirm it's them); the club's coaches and admins see the addresses, to reach members about club matters. The website's two webmasters also get an email when the site's own working fails (its health watch, which watches only the site itself and names no members, and keeps its findings for 30 days after each problem ends). Club setup shows the club admins how much each feature is used this season, as counts of the records the features keep anyway (offers to sub, comments, votes and the like) and the share of members with notifications on: numbers only, with no page views and nothing about who. Where the club chooses to keep them, phone numbers and birthdays are stored as the table above describes. Answers are kept in the club's attendance database at Cloudflare (Cloudflare, Inc., USA), which acts as a processor under a data processing agreement and the EU-US Data Privacy Framework. Team chat runs in the teams' WhatsApp groups, under WhatsApp's own privacy policy.
Logged-in members can see and take away what the site keeps about them, and remove it, themselves: Settings › Your data downloads all of it as one file, and deletes their login together with everything kept about them (dues already charged stay with the club's accounts until settled, including those for kit orders and tournament trips; entries in a team kitty stay in the team's record without the name, and club equipment the member still holds stays on the club's list as not returned, without the name). The lists of upcoming events and of the attendance history, which name the members, are given only to members who are logged in.
3. Cookies and similar technologies
When a club member logs in to answer for practices and games, the site sets one cookie, __Host-kmce_session. It keeps you logged in for up to 90 days, holds no other information, and is deleted when you log out. While you sign in with Google or GitHub, a second cookie, __Host-kmce_flow, ties the round trip to your browser for at most ten minutes and is deleted when you return. Both are strictly necessary for the service you asked for (§ 25 (2) No. 2 TDDDG), so they need no consent. Visitors who do not log in get no cookie.
Apart from that, the site sets no cookies of its own. Your translation choice, dismissed banners and display choices such as the schedule view are kept in your browser's local storage and never sent to us. The browser also remembers whether a passkey was added on it, or the offer to add one declined, so that the offer is not repeated. While a club member is logged in, the browser also keeps their initials, the reminder shown at the top of the pages, a copy of their home page, their events and their Inbox as they last saw them (kept for a week at most), and which events show their answers on the pages and how much room these take, so that pages appear at once and do not move as they load; this copy stays on the device and is deleted when they log out, when their login ends or when someone else logs in on that browser. The installed app also keeps the number of things waiting for the member, to show on its icon where they chose so; it is cleared when they log out. From three hours before an event, its page also keeps on the device what rink mode needs (see the table above), with a copy of the page, until six hours after the event ends or the member logs out. A language you choose is also kept in a cookie named googtrans, which Google Translate needs to show each page in that language; it is set only when you choose a language. You can clear all of this in your browser settings. The site stores nothing else on your device; what the map and video providers may do is described in section 4.
4. Content from other providers
- Maps. Pages with a map (rink pages, the rink map and the season maps) load map tiles from the OpenStreetMap Foundation (United Kingdom) as the map comes into view. Your IP address is sent to their servers so they can deliver the tiles; OpenStreetMap sets no cookies. The map software (Leaflet) is hosted by us. Legal basis: the club's legitimate interest in showing where its rinks are (GDPR Art. 6(1)(f)).
- YouTube. Club videos are embedded from
youtube-nocookie.com(Google Ireland Ltd.) and load as they come into view. Google receives your IP address and technical details of your browser. In this mode YouTube says it sets no cookies until you play a video; when you play one, YouTube may store data in your browser and process viewing information under its own privacy policy, including transfers to the USA under the EU-US Data Privacy Framework. Legal basis: the club's legitimate interest in showing its videos (GDPR Art. 6(1)(f)); for anything YouTube stores in your browser when you play a video, your choice to play it (§ 25(1) TDDDG). - Vimeo, and live streams on other platforms. A video of an event on Vimeo is embedded from
player.vimeo.com(Vimeo.com, Inc., USA) and loads as it comes into view; Vimeo receives your IP address and technical details of your browser, and may set cookies when you play the video. A live stream or a video on any other platform is only a link: nothing loads from that platform until you follow it, and its own privacy notice then applies. Legal basis: the club's legitimate interest in showing its games and events (GDPR Art. 6(1)(f)). - Translation. The GTranslate widget (GTranslate Inc., USA), which uses Google Translate, loads only when you press Sprache / Language at the foot of the menu. Page content and your IP address are sent to Google. Once you choose a language, it is applied on every page until you switch back to English. Legal basis: your consent (GDPR Art. 6(1)(a), § 25(1) TDDDG), given by choosing a language.
You can object to the processing based on legitimate interest at any time (GDPR Art. 21); the contact details are in section 1. Blocking third-party content in your browser stops maps and videos from loading; the addresses, direction links and "Open on YouTube" links still work.
5. Service providers
- Cloudflare, Inc. (USA; EU office Cloudflare Germany GmbH, Munich): hosting, form relay, spam protection (Turnstile). Certified under the EU-U.S. Data Privacy Framework; standard contractual clauses apply.
- Web3Forms: delivers contact-form and sign-up messages to the club's email inbox and does not retain them. Your browser sends the message to Web3Forms directly, so Web3Forms also receives your device's internet address.
- Resend (Plus Five Five, Inc., USA): sends the login codes for website attendance by email. It receives the member's email address and the code, and keeps a record of the sending under its own retention rules. Certified under the EU-U.S. Data Privacy Framework; standard contractual clauses apply.
- GitHub (GitHub, Inc., USA): keeps the site's content and, for 90 days, a weekly copy of the attendance database, encrypted with a passphrase only the club holds, so that it can be restored if something goes wrong. Certified under the EU-U.S. Data Privacy Framework.
- Google (Google Ireland Ltd.) and GitHub: only when a member chooses Continue with Google or Continue with GitHub. The member signs in with the provider, which tells the site the account's number and its verified email address; the site receives no password. The provider's own privacy policy applies to the sign-in.
Where data leaves the European Economic Area, it is protected by the EU-U.S. Data Privacy Framework or standard contractual clauses.
6. Your rights (EU and UK)
You may request access to your personal data, its correction or deletion, restriction of processing and data portability. You may also object to processing based on legitimate interest or withdraw consent at any time (GDPR Art. 15–21). Email [email protected]. Logged-in members can also download their data and delete it themselves, under Settings › Your data. You may also complain to a supervisory authority; ours is the Landesbeauftragte für den Datenschutz und die Informationsfreiheit Rheinland-Pfalz.
7. Your rights (United States)
Residents of California and other U.S. states with privacy laws have the right to know what personal information is collected, to request its deletion or correction, and to opt out of the sale or sharing of personal information. We do not sell or share personal information for advertising, and we do not use it for targeted advertising or profiling. We honor Global Privacy Control signals as an opt-out. Requests can be made by email; we will verify them through the email address on file and respond within 45 days. We do not discriminate against anyone who exercises these rights.
8. Children
The site is not directed at children under 13 and we do not knowingly collect their personal information. Players must be 16 or older; profiles of players under 18 are published only with a parent's or guardian's consent.
9. Security
All traffic is encrypted (HTTPS with HSTS). Form messages pass through a spam check before delivery; only an inquiry to join is kept, as described above. The weekly copy of the attendance database is encrypted before it is stored. Members log in without passwords: a passkey proves who they are with a key that stays on their device, and a login code works once, for ten minutes, with five tries.
10. Changes
We update this policy when the site's services change. The effective date at the top is updated each time the site is rebuilt.