Privacy policy
Last updated October 4, 2026
This page explains how we collect, use and retain personal data for team registration, roster management and payment. It is a summary; the data consent you accept when uploading a passport and the participation agreement you accept at registration are the binding text.
1. What we collect and why
From each player's passport we read their English name, date of birth, nationality, sex and passport expiry, and crop a player photo from the passport photo. This is used only to verify identity and age and to make tournament ID cards. The passport number is discarded immediately after reading and is never stored.
2. How long we keep it
Unsubmitted drafts, including uploaded passport images, are deleted after 30 days. Once a team registers, passport images and player photos are deleted 60 days after the tournament ends (by March 11, 2027). The original uploaded photo is deleted as soon as it's processed.
3. Where data is stored
Passport images, player photos and registration data are stored in an encrypted, private cloud storage system that is never made public.
4. Payment data
Card payments are processed directly by TapPay; we never see or store your full card number. Only the last four digits and card type are kept, for display on your receipt.
5. Email
Verification codes, receipts and status updates are sent through Amazon SES (AWS). Every email includes an automated-message notice and a way to reach the tournament office.
6. Questions
For any privacy question, email wen@aybc.org.
This page is a summary. The data consent accepted when uploading a passport and the participation agreement accepted at registration are the binding text.