Version: 2026-11-02-v1. This notice covers only the free DadBats x Ronin youth sponsorship application, for students ages 10-15, open from November 4, 2026 through November 30, 2026 at 11:59 p.m. Pacific.
The Ronin Glove Company
2627 S Lamb Blvd., #52, Las Vegas, NV 89121
(323) 697-6677
owner@roningloves.com
A parent or legal guardian supplies their name and email, the player's age, AI preference and a signed consent-form image. Ronin staff review the actual form and guardian relationship before issuing a one-use invitation. A checkbox alone does not verify consent. Player-name and essay fields remain locked until verification. Do not provide IDs or child records.
After verification we collect player name, age, baseball or softball, school-enrollment confirmation, seven answers, final edited essay, guardian name/email, permission and review confirmations. We use these to check eligibility, privately review applications, select a recipient and contact the guardian. Authorized Ronin staff handle guardian documents. Only authorized program reviewers may review applications; staff access requires sign-in and MFA. AI does not rank applicants or select a recipient.
Applying is free; no payment, purchase, donation or raffle entry is needed. AI is optional. A manual essay has the same eligibility and consideration. No marketing subscription or permission to publish a name, story, photo or likeness is included. Public use requires separate permission. Declining collection means we cannot process the application, but you may decline AI and still apply.
Cloudflare provides hosting, authenticated staff access and encrypted storage. Resend sends invitation emails using guardian email and a temporary code, without player answers or signed documents. Email tracking is not configured. OpenAI screens the submitted text and draft for safety. OpenAI receives only sport and answers when optional AI editing is chosen for ages 13-15 with verified guardian consent. Names and contact fields are omitted, but answers may contain personal information, so keep them focused on the game. We request no response storage; OpenAI may retain abuse-monitoring content for up to 30 days, subject to its documented exceptions. Ages 10-12 use manual essays until the required provider Zero Data Retention is verified.
The browser converts a signed-form photo to PNG. The server validates size, dimensions, checksums and raster layout, decompresses within a fixed bound and builds a fresh PNG containing only image data. Original file chunks and metadata are discarded. PDF, document, HTML and other uploads are not accepted. The resulting image is encrypted in private storage. Staff must review signature and consent choices; image validation does not establish guardian identity.
Signed images and incomplete consent requests expire 14 days from upload. Invitation codes expire after 24 hours; guardian sessions expire after 30 minutes. Applications and minimal consent-verification evidence are scheduled for deletion from active storage by March 1, 2027 at midnight Pacific. Cloudflare's current Free-plan recovery history may retain encrypted deleted records for up to 7 more days. Resend operational email records have 30-day retention. OpenAI retention is described above. No routine exports are made.
A guardian may request access, correction, withdrawal of consent or deletion at owner@roningloves.com or (323) 697-6677. We verify the requester before disclosing records or acting. Do not send essays, signed forms, IDs or sensitive child records by ordinary email. A verified deletion removes the active application and associated consent sessions; backup records expire on their normal schedule. After any recovery restore, staff must reapply recorded deletions and expirations before allowing access.
The application uses a short-lived Secure, HttpOnly, SameSite session cookie after guardian verification, for access to the form. We do not use application analytics, marketing pixels, session replay or browser storage for answers. Hosting/security providers necessarily process technical request information such as IP and browser data for service and abuse prevention. Access credentials and API keys remain server-side. Do not enter addresses, school names, health information or financial documents in the essay.
Contact the operator above before applying if you need clarification. Any material change to the notice or AI scope requires renewed consent before the affected processing.