UWH Portal Organizer Data Handling Agreement
Version 1.0
Effective Date: September 17, 2025
This Organizer Data Handling Agreement (the “Agreement”) is offered by Atlantis Sports, a Colorado not-for-profit organization (“Atlantis,” “we”) and applies to any individual who is granted an Organizer role (Program Admin, Team Manager, Event Helper, or similar elevated role) that enables access to other participants' personal data through use of the website https://uwhportal.com and the mobile application UWH Portal, the online gateways to the digital platform UWH Portal (hereinafter the “Platform”). This Agreement supplements and is incorporated into the Platform's Terms & Conditions and Privacy Policy you have already agreed to.
1.1. Your role. You act on behalf of the Program/Event (the “Organizer Entity”) as its representative.
1.2. You may only use participant data within the Atlantis platform for legitimate Organizer purposes (e.g. scheduling, rosters, communications, safety, attendance, billing status visibility where enabled).
2.1. Use participant data only to perform your Organizer duties and only to the minimum necessary for that task.
2.2. Do not attempt to access data you do not need.
You will not:
- (a) export or copy data outside Atlantis except where a feature expressly permits export for Organizer purposes;
- (b) build external lists or profiles;
- (c) sell, share for advertising, or use data for unrelated marketing;
- (d) disclose data to unauthorized persons;
- (e) attempt to re-identify de-identified data.
4.1. Only collect/handle what is necessary for safety and logistics.
4.2. Do not store such data outside the platform. Do not use it for selection/discrimination beyond safety requirements.
4.3. Treat food allergy/sensitivity declarations as health data.
5.1. Account security. Use strong/unique passwords, and never share credentials.
5.2. Device hygiene. Use a device with disk encryption and OS security updates; enable auto-lock.
5.3. Access environment. Do not access participant data on public/shared devices or over insecure networks without a VPN.
5.4. Downloads. If exporting via an approved feature, store files securely, restrict sharing, and delete when no longer needed.
5.5. Lost or stolen device. If a device with access to participant data is lost or stolen, you will notify Atlantis within 24 hours and cooperate in remote sign-out or wipe.
5.6. Off-platform storage. Do not store participant data in personal cloud accounts or messaging apps.
6.1. Report immediately (within 24 hours) any suspected loss, unauthorized access, or disclosure of participant data to data@atlantissports.org. Include: what happened, data types affected, names of impacted users if known, and subsequent steps taken.
6.2. Cooperate with Atlantis and the Organizer Entity to investigate and notify affected users/regulators as required.
7.1. Route requests to access/correct/delete/export through the platform; do not fulfill outside the system.
7.2. If notified of a legal hold or preservation request, do not delete relevant data until Atlantis and/or legal authorities have lifted the hold.
8.1. Do not grant or share access with others except through platform role assignment.
8.2. If you leave the Organizer Entity, you must notify the Organizer Entity (and Atlantis if requested) so your access can be revoked.
Violations may result in suspension or removal of Organizer access, platform account limitations, and notice to the Organizer Entity. Serious violations may lead to account termination or referral to authorities where required by law.
10.1. Conflicts. These Terms supplement the Platform Privacy Policy and Terms & Conditions. If there is a conflict, this Agreement governs your Organizer conduct when handling participant data.
10.2. Governing Law. As set out in the Platform Privacy Policy and Terms & Conditions.
10.3. Updates. Atlantis may update these Terms; material changes will be notified in-app before they take effect.
