Privacy Policy

Here's the deal - we use your info to actually run the complex and provide services. Nothing sneaky.

• Processing bookings - Reserving courts, confirming your spot in fitness classes, that kind of operational stuff.
• Communication - Sending confirmation emails, schedule changes, program updates. We won't spam you with irrelevant marketing.
• Safety and security - Keeping accurate records for emergency situations, especially with youth programs.
• Payment processing - Obviously, to charge you for services and handle refunds if needed.
• Improving services - Understanding peak times, popular programs, facility usage patterns so we can make things better.
• Legal compliance - Sometimes we're required by law to keep certain records, particularly for insurance and liability purposes.

We're not selling your email to third-party marketers or doing anything shady. Your data helps us run a better sports complex, period.

We don't just hand out your information to anyone who asks. Here's who might have access:

• Our staff - Front desk, coaches, program coordinators who need it to do their jobs effectively.
• Payment processors - Companies like Stripe or PayPal that handle transactions securely.
• Service providers - Booking software companies, email services, stuff that keeps the operation running.
• Emergency services - If there's a medical situation, we'll share relevant info with paramedics or hospitals.
• Legal authorities - Only if required by law or court order. We're not volunteering anything.
• Insurance companies - In case of incidents where claims are involved.

Everyone who accesses your data is bound by confidentiality agreements. We're picky about our partners and only work with reputable companies.

What we DON'T do: Sell your info to marketing lists, share it with unrelated businesses, or post it publicly anywhere.

Security's not just a checkbox for us - we've invested in proper systems to protect your information:

• Encryption - All sensitive data, especially payment info, is encrypted both in transit and at rest.
• Secure servers - We use reputable hosting providers with strong security protocols and regular audits.
• Access controls - Staff only see what they need to see. Everyone has individual login credentials that are tracked.
• Regular updates - We keep our systems patched and up-to-date to prevent vulnerabilities.
• Physical security - Paper records are locked up, and our office areas are access-controlled.
• Training - All staff receive privacy and security training. They know what's at stake.

No system's perfect, and we can't guarantee 100% security (nobody can, honestly), but we take this seriously and stay on top of best practices.

Yeah, we use cookies - not the chocolate chip kind, unfortunately. Here's what's happening:

• Essential cookies - Make the website actually function. You can't really turn these off if you want to use the site.
• Preference cookies - Remember your settings, like language preferences or login status.
• Analytics cookies - Help us understand how people use the site so we can make it better. Google Analytics, basically.
• Marketing cookies - Track if you came from an ad campaign. We do minimal marketing tracking, to be honest.

Most browsers let you control cookie settings. You can block them, but some site features might not work properly. It's your call.

We're not using crazy tracking tech to follow you around the internet. Just the standard stuff to make sure the booking system works and the site doesn't crash.

It's your data, so you've got rights. Under Canadian privacy laws (PIPEDA), here's what you can do:

• Access - Request a copy of the personal information we have about you. We'll provide it within a reasonable timeframe.
• Correction - If something's wrong or outdated, let us know and we'll fix it.
• Deletion - Ask us to delete your data (with some exceptions for legal/operational requirements).
• Withdraw consent - Stop certain data processing activities, like marketing emails (easy unsubscribe links in every email).
• Data portability - Get your data in a format you can use elsewhere.
• Object - Challenge how we're using your information if you think it's inappropriate.

To exercise any of these rights, just shoot us an email at info@jadewardenverse.info or call (604) 555-7893. We'll handle it promptly.

If you're not happy with how we handle your request, you can file a complaint with the Privacy Commissioner of Canada. But let's talk first - we're reasonable people.

We run a lot of youth programs, so this section's important for parents and guardians:

• Parental consent - We always get consent from parents/guardians before collecting info from kids under 13.
• Limited collection - We only collect what's necessary for program participation and safety.
• No marketing to kids - We don't send marketing materials directly to children. All communication goes through parents.
• Photos and videos - We get specific consent before using any images of children in promotional materials.
• Background checks - All coaches and staff working with youth undergo criminal record checks, as required by law.

Parents can review, update, or request deletion of their child's information at any time. We take this responsibility seriously - these are your kids, and their safety and privacy matter.

We don't keep stuff forever. Here's our general retention policy:

• Active accounts - As long as you're using our services, we keep your data current and accessible.
• Financial records - 7 years minimum, as required by Canadian tax law.
• Booking history - Usually kept for 2-3 years for operational purposes and dispute resolution.
• Medical/waiver forms - Held according to insurance requirements, typically 2-7 years depending on the type.
• Inactive accounts - If you haven't used our services in 3+ years, we'll reach out. No response means we'll delete non-essential data.
• Marketing lists - Clean them regularly. If you haven't engaged in 2 years, you're off the list.

Some records we're legally required to keep longer (like accident reports or certain contracts). But generally, if we don't need it anymore, we get rid of it securely.

Privacy laws change, technology evolves, and we occasionally update how we do things. When we make significant changes to this policy, here's what'll happen:

• We'll update the "Last Updated" date at the top of this page
• We'll send an email notification to active members about major changes
• We might post a notice on our website or at the front desk
• For really big changes, we might ask for renewed consent

We recommend checking this page occasionally, especially if it's been a while since you last looked. Don't worry though - we're not gonna pull any fast ones. Changes are usually about legal compliance or improving security.

Continuing to use our services after we update the policy means you're cool with the changes. If you're not, let's talk about it.

Got questions, concerns, or want to exercise your privacy rights? We're here to help. Seriously, don't hesitate to reach out.

We'll respond to privacy inquiries within 30 days, usually much faster. If your request is complex, we'll let you know and keep you updated.

You can also visit us in person during operating hours. Sometimes it's easier to talk through privacy stuff face-to-face, especially if you're trying to update multiple things at once.