Policy Purpose and Scope
DC Stoddert Soccer staff and volunteers are often charged with handling personal identifiable information (“PII”) about youth participants to accomplish soccer-related objectives (e.g., team and tournament registrations). For this reason, it is important to understand DC Stoddert Soccer’s PII expectations and policies. PII is defined as:
"information which can be used to distinguish or trace an individual's identity, such as their name, social security number, biometric records, etc. alone, or when combined with other personal or identifying information which is linked or linkable to a specific individual, such as date and place of birth, mother’s maiden name, etc."
For the purpose of this policy, passports, medical records, financial records, educational transcripts are considered PII. This policy applies to all employees, contractors, volunteers, and members of Stoddert. This policy applies equally to information on paper or in electronic form.
Policy Overview
This document describes DC Stoddert policies for handling the collection, access, use, and disclosure of PII. In general, this document relays that DC Stoddert Soccer’s policy is to protect and safeguard the PII of its players, members, former players and former members.
PII Protection
This policy requires employees, contractors, volunteers, and members of Stoddert to:
• Protect and safeguard the PII of players, members, former players and former members to the best of their ability
• Collect, access, use, and disclose PII for DC Stoddert Soccer-related purposes only
• Safeguard PII in their possession, to the best of their ability, to include treating such PII as confidential and safeguarding such information from unauthorized use and disclosure
• Safeguard user IDs and passwords for soccer databases or other electronic information systems to which they have been provided access, and do not share login information
• Discuss, divulge, and/or disclose PII only to persons within the DC Stoddert Soccer organization directly concerned with the program and/or having a need to know
• Dispose of documents containing personal information when the information is no longer needed (e.g., delete e-mails, shred papers, and never place health forms or other sensitive materials in the trash)
• Report any breach of data security to Stoddert staff (e.g., laptop being stolen with team roster information), and work with Stoddert personnel to implement appropriate corrective actions to contain the breach and prevent recurrence
Policy Enforcement
All DC Stoddert employees, contractors, volunteers, and members must comply with this policy. Violations of this policy will result in corrective action including disciplinary action or dismissal when appropriate. Any DC Stoddert coach or manager who does not adhere to this policy will be considered in violation of DC Stoddert Soccer Sideline Ethics and/or subject to disciplinary action by the DC Stoddert Board of Directors. Any parent/guardian who does not adhere to this policy will be considered in violation of the DC Stoddert Soccer Parent Code of Conduct and/or subject to disciplinary action by the DC Stoddert Board of Directors.
Policy Resources
• GSA Rules and Policies - Protecting PII - Privacy Act (http://www.gsa.gov/portal/content/104256)
• Employees, contractors, volunteers, and members of Stoddert DC Stoddert may access and use the DC Stoddert Soccer shredder during office hours (10AM-4PM, Monday-Friday)
• DC Stoddert Soccer staff is available to discuss questions about this PII policy