Privacy Policy for the Great Lakes Region
This Privacy Policy pertains to the websites and services operated by the Great Lakes Region Volleyball Association (referred to as “GLRVB,” “We,” “Us,” or “Our”), which can be accessed via http://www.greatlakesvolleyball.org and any other online or mobile applications or websites operated by Us related to Us or http://www.greatlakesvolleyball.org (collectively, the “Services”). GLRVB is incorporated in the State of Illinois. This Policy, along with other terms and policies outlined in this document, details how We may or will use any personal information you provide through Our Services. Please read it carefully before proceeding. By visiting Our Services and/or utilizing the services offered on or through Our Services, you acknowledge and agree to the terms of this Privacy Policy as it may be updated from time to time. This Privacy Policy is integrated into, and a part of, the Terms and Conditions of Our Services, which govern your usage of Our Services.
1. Information Collection
We collect information you provide to us, including:
– Personal information such as your email address and name when registering for an event. Depending on how you use the Services, we may also collect:
– Contact information like addresses and phone numbers of players and family members;
– Details about team members, including relevant information about your children;
– Messages and chats sent via the services;
– Team-related information such as rosters, schedules, attendance, statistics, and scores;
– Uploaded activity information, including photos, news, and other content;
– Payment details;
– Survey responses and feedback;
– Information submitted when entering a competition or promotion sponsored by Us, signing up for email newsletters, or reporting issues with the Services.
You have the option to withhold some of this information, but doing so may impact your ability to use the Services. We may also receive information from third parties that provide services for us related to the Services and connect this information to the data we already have. Sports Engine is the membership management system used by USA Volleyball, and all memberships purchased through their portal are subject to their posted privacy policy. Questions regarding this can be directed to membership@usav.org.
Automatically Collected Information
We may also gather information from your device when you use the Services, including:
– Details of your visits to Our Services, such as traffic and location data;
– Information about your computer, mobile phone, tablet, and other electronic devices;
– General internet usage information obtained through cookies or similar technologies.
You can control how your browser handles cookies received from websites, but refusing to accept cookies from Us may limit some features and functionality of Our Services.
Geolocation Information
If accessing a Service from a mobile device or through a mobile application, you may be asked to share precise geolocation information with us to customize your experience. You can typically disable such data collection through your device’s privacy settings.
Social Media Information
Engaging with the Services through social media platforms may grant us access to certain information in your profile. Please refer to the respective privacy policies and terms of use of these platforms for details on how they handle your information.
2. Usage of Information
We utilize the collected information for the following purposes:
– Providing the Services, including responding to requests, providing support, sending service-related communications, and displaying relevant content;
– Analyzing and enhancing the Services;
– Processing entries into sweepstakes, contests, or promotions;
– Customizing advertising based on activities and interests;
– Sending newsletters, surveys, and information about products, services, and promotions;
– Preventing fraud and protecting legal rights and safety;
– Complying with applicable laws.
3. Information Disclosure
We may share your information with:
– Service providers performing business-related functions on our behalf;
– Advertisers, advertising networks, and other third parties to tailor services, products, marketing, and advertising;
– Social networks, subject to their respective privacy policies;
– Other users, depending on your use of the Services;
– Law enforcement agencies or regulators as required by law.
4. Advertising and Online Tracking
We may allow third-party companies to serve ads and collect certain information when you visit the Services, typically through cookies or web beacons. You can opt out of targeted advertising practices through provided mechanisms.
5. Information Security
We maintain safeguards to protect against unauthorized access, disclosure, alteration, or destruction of collected information. However, no security solution is infallible.
6. Data Retention
Your information will be retained for as long as necessary for the purposes outlined or as required by applicable law. Anonymized forms of personal information may be kept indefinitely for statistical purposes.
7. Your Rights & Choices
You can unsubscribe from marketing or promotional emails, but not service-related or transactional emails. You may access and correct certain information through the Services’ features, and, where legally required, we will provide access to review, update, correct, and/or delete your information.
8. Public and Interactive Areas
Personal information shared in public areas of Our Services may be accessible to and collected by others. Exercise caution when sharing personal information in such areas.
9. Changes to Our Privacy Policy
Any changes to Our privacy policy will be posted on this page and considered effective upon posting. We may also notify you of changes via email or notices on Our Services.
10. Contact
For questions, comments, or requests regarding this Privacy Policy, please contact greatlakesvolleyball@glrvb.com.
Article I: Purpose
The aim of this Conflict of Interest Policy is to safeguard the interests of the Great Lakes Volleyball Region Volleyball Association (Organization) when considering engaging in a transaction or arrangement that could benefit the personal interests of a board member, advisory board member, staff member, or any member of a committee with board-delegated authority, or could potentially lead to an excess benefit transaction. This policy is designed to complement, rather than replace, any relevant state and federal laws governing conflicts of interest applicable to nonprofit and charitable organizations.
Article II: Definitions
1. Interested Person
A. An interested person is defined as any board member, advisory board member, staff member, or member of a committee with board-delegated authority who has a direct or indirect financial or issue interest, as described below.
B. If an individual is an interested person regarding any entity within the club volleyball network to which this organization belongs, they are considered an interested person for all entities within the network.
2. Financial Interest
A. A financial interest exists when an individual, directly or indirectly, through business, investment, network, or family:
i. Holds ownership or investment in any entity engaged in a transaction or arrangement with the organization.
ii. Has a compensation arrangement with the organization or any entity or individual involved in a transaction or arrangement with the organization.
iii. Possesses the potential for ownership or investment interest in, or a compensation arrangement with, any entity or individual engaged in negotiations or already involved in a transaction or arrangement with the organization.
B. Compensation encompasses both direct and indirect forms of remuneration, as well as gifts or favors of more than nominal value.
C. Having a financial interest does not automatically constitute a conflict of interest. A conflict of interest arises only if the relevant governing board or committee determines that such a conflict exists.
3. Issue Conflict
A. An issue conflict occurs when an individual’s duties to multiple persons or organizations create conflicting interests or loyalties.
Article III: Examples of Conflict of Interest
1. Nepotism
A. Nepotism refers to the practice of showing favoritism to relatives and close friends in matters such as hiring, promotion, transfer, or termination.
2. Self-Dealing
A. Self-dealing occurs when an Interested Person takes actions primarily for their own personal gain rather than for the benefit of the Organization.
3. Excess Compensation
A. Excess compensation involves setting compensation or benefits at levels beyond what is typically recognized, or scheduling additional payment opportunities beyond established norms.
4. Bribery
A. Bribery entails giving or soliciting something with the intention of influencing a decision or action.
5. Misuse of Relationship
A. Misuse of relationship occurs when an Interested Person takes actions that improperly involve, expect, or compel an outside party to engage in an agreement, bypassing established business channels.
6. Gifts
A. The exchange of gifts that exceeds customary business practices is considered a conflict of interest.
7. Additional Positions
A. Holding additional positions outside of the Organization that conflict with one’s primary duties, or supporting organizations whose missions or practices contradict those of the Organization, constitutes a conflict of interest.
8. Profiting from Knowledge
A. Profiting from knowledge occurs when an Interested Person gains financial benefit or additional knowledge from access to Organization-related information.
Article IV: Procedures
1. Duty To Disclose
A. An Interested Person must disclose any actual or potential conflict of interest and provide all relevant information to the board of directors, advisory members, staff, or committee members with governing board-delegated powers involved in the proposed transaction or arrangement.
2. Determining Whether a Conflict of Interest Exists
A. After disclosure, the Interested Person shall excuse themselves from the meeting while the board or committee discusses and votes on whether a conflict of interest exists.
3. Procedures for Addressing the Conflict of Interest
A. While an Interested Person may present their perspective, they may be asked to leave the meeting during deliberations and voting on the conflict of interest.
B. If deemed appropriate, the chair of the governing board or committee may appoint an impartial individual or committee to explore alternative options to the proposed transaction or arrangement.
C. Following a thorough review, the governing board or committee will assess whether the organization can secure a more beneficial transaction or arrangement, with reasonable effort, from a party not involved in a conflict of interest.
D. If obtaining a more advantageous transaction or arrangement without a conflict of interest is not feasible given the circumstances, the governing board or committee will decide, by majority vote of impartial directors, whether the transaction or arrangement serves the organization’s best interests, is beneficial for its purposes, and is fair and reasonable. Based on this determination, a decision will be made regarding proceeding with the transaction or arrangement.
4. Violations of the Conflicts-of-Interest Policy
A. If the governing board or committee has reason to suspect that a member has not disclosed actual or potential conflicts of interest, the member will be informed of the grounds for such suspicion and given an opportunity to clarify any alleged failure to disclose.
B. After hearing the member’s explanation and conducting further investigation if necessary, the governing board or committee will take appropriate disciplinary and corrective measures if it concludes that the member failed to disclose an actual or potential conflict of interest.
Article V: Records of Proceedings
The minutes of meetings of the governing board and any committees with delegated powers shall include:
A. Details of individuals who disclosed or were found to have a connection with an actual or potential conflict of interest, the nature of the interest, steps taken to determine whether a conflict of interest existed, and the decision of the governing board or committee regarding the existence of a conflict of interest.
B. Names of attendees at discussions and votes related to the transaction or arrangement, a summary of the discussion including any alternative proposals, and a record of votes cast during the proceedings.
Article VI: Compensation
1. A voting member of the governing board who receives compensation, directly or indirectly, from the organization for services, is prohibited from voting on matters related to their compensation.
2. Similarly, a voting member of any committee responsible for compensation matters who receives compensation from the organization cannot vote on issues concerning their own compensation.
3. However, these members are not restricted from providing information to relevant committees regarding compensation matters.
4. Individuals receiving compensation from the organization, whether as employees or independent contractors, cannot vote on their own compensation within committees handling compensation matters. Nonetheless, they are permitted to offer input to these committees regarding compensation.
Article VII: Annual Statements
Each member of the board, advisory board, staff, or any formal committee with delegated governing powers must annually sign a statement confirming that they:
A. Have received and read a copy of the conflict-of-interest policy.
B. Understand and agree to comply with the policy.
C. Acknowledge the organization’s charitable nature and its requirement to primarily engage in activities that align with its tax-exempt purposes to maintain federal tax exemption status.
Article VIII: Periodic Reviews
To ensure the organization operates in a manner consistent with its charitable objectives and does not engage in activities that could jeopardize its tax-exempt status, periodic reviews will be conducted. These reviews will cover, at minimum:
A. The reasonableness of compensation arrangements and benefits, based on credible survey data and conducted through fair negotiations.
B. Compliance of partnerships, joint ventures, and agreements with management organizations with the organization’s written policies, proper documentation, alignment with charitable goals, and absence of inurement, impermissible private benefit, or excess benefit transactions.
Article IX: Utilization of External Specialists
During the periodic reviews outlined in Article VIII, the organization has the option, but not the obligation, to engage external advisors. If external experts are enlisted, their involvement does not absolve the governing board of its duty to oversee the conduct of periodic reviews.
For Employees:
According to the United States Department of Labor, an employer is prohibited from retaliating against an employee for exercising their rights under the Department of Labor’s whistleblower protection laws. Retaliation encompasses actions such as termination, demotion, denial of overtime or promotion, or reduction of pay or hours.
The Great Lakes Region’s Open Door Policy is detailed in the Employee Handbook, encouraging GLR employees to address any complaints or concerns with the Executive Director. If issues involve the Executive Director, employees can reach out to the President of the Board of Directors. GLR takes all raised concerns seriously and endeavors to resolve them promptly under the circumstances. However, intentionally submitting a false, misleading, or malicious report is not tolerated.
For GLR Clubs, Players, Parents:
Great Lakes Region clubs operate independently, classified as for-profit or nonprofit entities. The Federal Whistleblower law protects employees of these clubs, with internal matters handled by the respective business entity. GLR does not intervene in financial or policy disputes within clubs.
For ethics violations concerning regional policies, GLRVB provides a complaint form on its website, initiating the Ethics and Eligibility Policy. While GLRVB can sanction individual members for code of conduct breaches, it cannot ensure complete whistleblower protection, as decisions on retaining employees or contractors lie with individual clubs. Individuals associated with clubs should contact the appropriate state agency to determine available protections.
Parents and players with grievances against clubs are advised to address them with club directors first. GLR does not interfere in financial or policy disputes within clubs.
All members must adhere to provisions outlined in various administrative documents within USA Volleyball, including the USA Volleyball Code of Conduct. Event attendees are subject to the USA Volleyball / Great Lakes Region Spectator Code of Conduct.
The Great Lakes Region Volleyball (GLR) adheres to a policy aimed at managing and preserving records in accordance with federal and state regulations governing nonprofit organizations. This approach to record management balances operational requirements with the organization’s physical storage limitations. While records may exist in various formats, the emphasis is on digital storage. GLR is actively digitizing old records and striving to enhance organizational efficiency.
GLR’s policy prohibits any intentional alteration, destruction, concealment, falsification, or other harm to records or documents for the purpose of committing financial fraud, unethical behavior, or violating state or federal laws. Furthermore, records may not be tampered with to impede, obstruct, or influence investigations or the proper administration of matters within the jurisdiction of the GLR Board of Directors, external investigators, or any state or federal agency.
The responsibility for maintaining records primarily lies with GLR office staff, with input from the region’s Board of Directors, bookkeeper, accountant, and other collaborators. Record retention practices, along with other nonprofit business procedures, are governed by the State of Illinois Department of Financial Institutions. Records may be retained for longer periods than minimum standards dictate based on operational requirements or other considerations.
Procedures for Membership Information:
GLR retains membership records for seven years, encompassing names, addresses, contact details, and certification information of individuals who have purchased GLR memberships within the last seven years. This includes data for those who acquired single-event memberships or other membership types. Information is digitized, secured, and stored within GLR offices. Payment information associated with memberships is not retained by GLR.
Procedures for Tournament Information:
GLR employs a fully digital tournament administration system. Hard copies of scoresheets and rosters from individual tournaments are retained for six months at GLR offices. As GLR transitions to electronic administration, records will continue to be stored digitally for the same duration. Past tournament results are accessible on the Badger Region website.
Disposition Method:
Upon the expiration of the retention period for a set of records, shredding by a licensed information destruction company is preferred. Certificates of destruction will be retained in GLR offices for each instance of such action.
This Agreement, effective as of mm/dd/yyyy, is between Great Lakes Region Volleyball (GLRV), located at 745 McClintock Dr, Suite 314, Burr Ridge, IL 60527, and the Independent Contractor, who will serve as the _______ for the 2024 Season.
1. Description of Services:
The Independent Contractor will provide the following services for the Great Lakes Region:
TITLE: Independent Contractor
ROLE: OFFICIAL
EVENT DATE(S): 2024 Season
To ensure satisfactory performance, the Independent Contractor must be a current registrant of USAV, pass a USAV approved background check, and complete safe sport training. Compensation for services rendered is $10,000.00, paid through Arbiter Pay.
2. Relationship of Parties:
The Independent Contractor is responsible for all tax obligations, including state, federal, and social security taxes, as well as unemployment and self-employment taxes. GLRV will not withhold or pay any taxes. The Independent Contractor is not entitled to unemployment or workers’ compensation benefits unless provided separately. The Independent Contractor is free to work for other entities as long as it does not interfere with the services agreed upon.
3. Independent Contractor Responsibilities:
In addition to other obligations, the Independent Contractor will:
– Provide necessary tools, labor, and supplies.
– Demonstrate professionalism in interactions with members.
– Represent Great Lakes Region at USA Volleyball National Meetings.
– Enforce rules and policies.
– Manage the Officials’ Division Handbook.
– Conduct officials’ meetings and interpretations.
– Handle correspondence with officials.
– Organize camps and ratings.
– Manage communication and logistics for officials.
– Oversee the officials’ division budget.
– Mediate conflict resolutions and maintain due process procedures.
– Serve as a liaison to related organizations.
Other duties may be assigned.
4. Indemnification:
The Independent Contractor agrees to indemnify and hold GLRV, its officers, agents, and employees harmless from any liabilities, losses, claims, damages, costs, or expenses resulting from negligence or misconduct during service provision.
5. Deadline:
The fully executed agreement must reach GLRV by December 30, 2023, failing which it may be considered null and void.
The policy of the Great Lakes Region (GLR) is to manage and retain records in accordance with federal and state regulations applicable to nonprofit organizations. This management and retention will address operational needs while considering the organization’s physical storage limitations. While records may exist in various formats, the predominant mode will be digital. GLR is actively digitizing old records to enhance efficiency.
GLR strictly prohibits any deliberate alteration, destruction, concealment, falsification, or harm to records for the purpose of committing financial fraud, engaging in unethical behavior, or violating state or federal laws. Furthermore, no action shall harm records with the intent of impeding investigations or obstructing proper administration within the GLR Board of Directors’ jurisdiction or that of external agencies.
The primary responsibility for maintaining records lies with GLR office staff, with input from the Board of Directors, bookkeeper, accountant, and other relevant partners. Records retention, along with other nonprofit business practices, is governed by the State of Illinois Department of Financial Institutions. Records may be retained beyond minimum standards based on operational needs or other constraints.
Procedures Related to Membership Information:
GLR will retain membership records, including names, addresses, contact details, and certification information, for seven years. This encompasses individuals who purchased GLR memberships within the past seven years, including those with single-event or non-upgraded memberships. All information is digitized, securely stored in GLR offices. Payment information used for memberships is not stored, nor is it accessible to GLR.
Procedures Related to Tournament Information:
GLR employs a fully digital tournament administration system. Hard copies of scoresheets and rosters from individual tournaments are retained for six months at GLR offices. As GLR transitions to electronic administration, records will be kept digitally for the same period. Previous tournament results are accessible on the GLR website.
Manner of Disposition:
Upon the expiration of a records retention period, GLR prefers shredding by a licensed company specializing in information destruction. Certificates of destruction will be maintained in GLR offices for each such action performed.