Information we collect
Team registration may include school name, website and address; division and team nickname; the team representative’s name, email address and phone number; each student’s name, birth month and year, grade, and optional SCL ID; and the representative’s authorization to publish championship participant names and results.
Contact messages may include a sender’s name, email address, and message. Local event submissions may include event and location details plus the organizer’s name and email address. Local-event staff are invited by SCL ID and records may include their private linked account, assigned Event Owner, Event Administrator, or Event Manager role, invitation status, and acceptance date. Local-event registration records may include account-linked competitors or manually entered participants, their names, optional WCA IDs and grades, divisions, teams, and the organizer’s authorization attestation for publishing a manual participant’s name and results.
Online Contest submissions may include the competitor’s full name, optional WCA ID, optional grade, submitted attempts and times, submission date, the account’s current profile-publication authorization, and the result’s review status. Administrators may add private moderation notes. A verified SCL account with publication authorization is required to submit a result.
Informal Sunday Contest teams may include a team name, the SCL IDs and names of invited and accepted competitors, each member’s role and invitation status, and a private history of membership changes. Competitors are invited by SCL ID and must accept before they become team members. A weekly meet team entry also stores the selected division and a historical snapshot of the entered roster, including names, SCL IDs, optional WCA IDs, and optional grades.
SCL Circuit match submissions include private links to a shared match recording or separate participant recordings for result verification. An account owner may separately and optionally grant media permission for the participant’s name, image, likeness, voice, school or team affiliation, and excerpts from submitted recordings to be used in SCL highlights and other educational or promotional media. The consent record includes the signer’s name and role, the language version accepted, and the dates permission was granted or withdrawn.
Weekly-contest accounts
A weekly-contest account is optional. When someone creates an account, Netlify Identity processes and stores the email address, password credential, email-confirmation status, competitor profile information supplied during signup, the account owner’s authorization to publish that profile, and information needed for sign-in, password recovery, and account security. Passwords are handled by Netlify Identity and are not stored in the SCL results database.
After an account user saves a competitor profile, submits a result, or uses informal teams, the SCL results database stores the verified email address, Netlify Identity user reference, and the date and language version of the profile-publication authorization in a private account record. That record links the account to one competitor profile containing the competitor’s full name, public SCL ID, optional WCA ID, current division, and optional grade. The competitor’s full name, SCL ID, and optional WCA ID appear on the public profile only after publication is authorized, even before a result is published. Account email addresses, authentication identifiers, current division, and current grade are not included on the public profile unless separately included in an approved public result.
Email confirmation verifies control of the address and permits account, security, contest-administration, and other service-related messages. It is not permission to send marketing email. We will describe any future promotional-email choice and unsubscribe process separately before using account emails for that purpose.
SCL Circuit recordings and media permission
Circuit participants are offered optional media permission inside the Circuit participation flow, not during general SCL account creation. Media permission is separate from profile and results publication authorization. Declining or withdrawing it does not prevent Circuit participation. A match recording remains private verification evidence unless every identifiable participant has current permission on file and SCL determines that the recording is eligible for highlight use.
How we use information
We use information to confirm eligibility, administer accounts, teams, contests and events, review weekly-contest submissions, communicate with participants and representatives, process registration payments and refunds, maintain competition records, prevent duplicate or fraudulent entries, and protect the integrity and safety of Scholastic Cube League programs.
Registered teams and public results
A registered-teams list may identify a school, team nickname, and division. It will not publish student birth information, school street addresses, representative contact details, or account email addresses.
Informal Sunday Contest membership information is available to the team’s signed-in accepted members and invited competitors and is not, by itself, a public result. If an informal team later submits an approved pair or team result, the public result may identify the team and participating competitors. Leaving or disbanding an informal team will not remove a previously approved historical result.
Public competitor profiles permanently identify the competitor by full name and SCL ID and may include an optional WCA ID. Approved Sunday Contest results may permanently include the competitor’s full name, attempts, time, placement, optional WCA ID, optional grade, and contest date, and appear on that profile.
After publication permission is documented, historical championship results may permanently identify participating students and may include their names, optional SCL and WCA IDs, grades, schools, teams, divisions, events, attempts, placements, times, scores, and competition year. Maintaining these records allows students and the public to verify participation and results over time. Results remain private until an SCL administrator verifies the official record and publishes the championship results package.
Authorized local-event staff may register participants with SCL accounts or manually add participants who do not have accounts. A manual registration includes the participant’s name, optional WCA ID, division, optional grade, and an event-staff attestation that publication is authorized. Published local-event results may display participant and team names, roles, attempts, times, placements, optional WCA IDs, optional grades, and divisions.
Storage and sharing
Championship registration submissions, private rosters, review decisions, registration status, and local-event proposals are stored in Netlify Database. Championship card payments are processed through Stripe Checkout; SCL stores payment status, transaction references, amounts, and refund status, but does not receive or store complete card numbers. A verified SCL account is required to propose and manage a local event. Local-event corrections and logical deletions retain a private audit history identifying the event staff account that made the change. Contact messages are stored through Netlify Forms. Sunday Contest accounts are authenticated through Netlify Identity, and account records, submissions, reviews, and results are stored in Netlify Database. Approved local-event details, including the venue name, street address, city, state, ZIP code, and organizer contact information supplied for publication, may appear on the public Local Events page. Access to private information is limited to authorized Scholastic Cube League administrators, authorized local-event staff for their event, and service providers that support account, registration, payment, contest, and event operations.
Information may also be used to verify school, student, account, or result eligibility. We do not sell personal information.
Private match-recording links are available only to participating schools and authorized league staff for verification and dispute handling. SCL will use identifiable excerpts publicly only when the applicable participant permissions are active. Public highlights may be edited, cropped, excerpted, captioned, and shared on SCL-controlled websites, social channels, video channels, and educational or promotional materials.
Retention
Private registration details—including birth information, representative contact details, and school street addresses—are deleted within 90 days after the applicable championship unless they are still reasonably needed to resolve an administrative, safety, payment, or legal matter. Contact messages are kept only as long as needed to respond and maintain necessary correspondence. Event submissions may be retained while an event listing remains relevant.
Weekly-contest account information and informal-team membership records are retained while the account remains active and as reasonably needed to secure the service, administer teams and submissions, preserve the integrity of the results record, resolve membership disputes, prevent abuse, or meet legal obligations. Disabling or deleting an account does not automatically remove previously approved public results. Approved weekly-contest results, public competitor profiles, and historical championship results are intended to be retained indefinitely. Pending or rejected submissions, team-membership history, and private review records may be retained as reasonably needed for moderation, dispute resolution, and abuse prevention.
Circuit match recordings and links are retained only as long as reasonably needed for verification, disputes, season administration, safety, or legal obligations. Withdrawing media permission prevents new public uses after SCL processes the request but may not remove copies of highlights already published or shared.
Submitting information for students
Registration for a team in the SCL Championships must be submitted by an adult team representative who is authorized to provide the requested team and student information. The representative must separately affirm that they are each listed student, the student’s parent or legal guardian, or have the parent or legal guardian’s authorization before SCL may publicly display the students’ championship identities and results. For a legacy registration without this recorded authorization, an SCL administrator must document permission before publication. During SCL account creation, the account owner must affirm that they are the competitor, the competitor’s parent or legal guardian, or have the parent or legal guardian’s authorization, and must authorize public display of the competitor’s profile and approved Online Contest results. Online Contest submissions rely on that current account-level authorization and do not require a second per-result acknowledgment. Submitters should provide only information that is accurate and necessary for participation.
These acknowledgments record the account owner’s statements but do not independently verify identity or the relationship to the competitor. Questions about submitting information for a minor may be sent to [email protected].
Media permission may be granted only by the participant if the participant is at least 18 years old, or by the participant’s parent or legal guardian. A school manager, coach, or recording submitter does not grant media permission merely by uploading or linking a recording.
Requests and corrections
To ask about this policy or request access to, correction of, or deletion of private information, email [email protected]. We may need to verify the requester’s identity or authority.
Requests affecting permanent competition results or competitor profiles will be reviewed with consideration for individual privacy, applicable law, safety, and the accuracy of the historical record. Removing an account does not necessarily remove public results associated with that account.
Policy updates
We may update this policy as our programs or practices change. The effective date above identifies the current version.