PRIVACY POLICY

BRAMPTON VOLLEYBALL LEAGUE PRIVACY POLICY

The Brampton Volleyball League (“BVL”, “we”, “us” or “our”) respects the privacy of our members, participants, volunteers, website visitors and others who interact with the BVL.

This Privacy Policy explains how the BVL collects, uses, discloses, stores and protects personal information in connection with our website, registrations, volleyball programs, events, communications and league operations.

The BVL is a volunteer-run, not-for-profit organization. We are committed to handling personal information responsibly and in accordance with applicable Canadian privacy laws and generally accepted privacy principles, including the Personal Information Protection and Electronic Documents Act (“PIPEDA”) where it applies.

1. Scope of This Policy

This Policy applies to personal information under the control of the BVL, including information collected through:

• the BVL website;
• registration for BVL sessions, divisions, clinics, drop-ins and events;
• MySportsApp or other league-management platforms used by the BVL;
• contact forms and email correspondence;
• newsletter subscriptions;
• waivers, releases and league forms;
• team and roster administration;
• payment and transaction records received from payment providers;
• photographs, videos and other media;
• league operations, disputes, complaints and disciplinary processes; and
• communications with BVL executives, volunteers, convenors, referees, captains and other representatives.

Third-party websites and services may have their own privacy policies and practices.

2. Personal Information We May Collect

Depending on how you interact with the BVL, we may collect information such as:

• name;
• email address;
• telephone number;
• mailing address;
• age, date of birth or confirmation that you satisfy age requirements;
• team, division, session and roster information;
• team captain or team contact information;
• self-reported volleyball skill level;
• registration selections and status;
• emergency contact information;
• information contained in waivers, releases or consent forms;
• health, accessibility or emergency information where reasonably required for participation or safety;
• payment amount, payment status, transaction reference or related financial-administration information;
• correspondence with the BVL;
• complaint, discipline, incident or dispute information;
• photographs, video, audio and other media captured during BVL activities;
• newsletter consent records; and
• technical information generated when you use our website, such as IP address, browser/device information, timestamps, server logs and security information.

The BVL does not intend to collect or store full payment-card numbers through the BVL website. Where payment is processed through MySportsApp, PayPal or another payment provider, payment credentials are generally processed by that provider in accordance with its own terms and privacy practices.

3. Information Provided by Team Captains or Other Participants

In some circumstances, a team captain, organizer or other authorized person may provide the BVL with information about other individuals, such as names, email addresses or roster information.

Anyone providing another person’s personal information to the BVL represents that they are authorized to provide that information and that the individual has been appropriately informed of the purpose for which it is being provided.

The BVL may contact those individuals directly to confirm, complete or administer their participation.

4. How We Use Personal Information

The BVL may use personal information for purposes including:

• processing and administering registration;
• determining eligibility;
• creating or managing teams and rosters;
• forming individual-registration teams;
• organizing divisions and skill-level placement;
• creating schedules and standings;
• communicating schedule, facility or program changes;
• processing and reconciling payments;
• administering refunds or credits where applicable;
• communicating with captains, teams and participants;
• administering waivers and consents;
• operating clinics, drop-ins, tournaments and other programs;
• handling complaints, incidents, discipline, protests and appeals;
• enforcing BVL rules, policies and codes of conduct;
• protecting participant safety;
• responding to emergencies;
• maintaining insurance, risk-management and incident records;
• responding to inquiries;
• providing newsletters and promotional communications where permitted;
• improving BVL programs and website services;
• securing our systems and preventing fraud, abuse or unauthorized access;
• complying with legal, regulatory, insurance and contractual obligations; and
• other purposes that are reasonably related to BVL operations and that are identified at or before collection.

We will not use personal information for a materially different purpose without obtaining any consent required by law.

5. Consent

Where consent is required, the BVL will seek a form of consent appropriate to the nature and sensitivity of the information and the circumstances.

Consent may be provided through, for example:

• registration;
• checking an affirmative consent box;
• signing or electronically accepting a waiver;
• submitting a form;
• providing information for a specific BVL purpose; or
• another clear affirmative action.

You may withdraw consent to optional uses of personal information, subject to legal, contractual, safety or operational restrictions and reasonable notice.

Withdrawal of consent may affect our ability to provide a program or service where the information is reasonably necessary for that purpose.

6. When We May Share Personal Information

The BVL does not sell or rent membership lists or personal contact information to third parties for their independent marketing purposes.

However, running a volleyball league requires us to work with other people and organizations. We may disclose or provide access to personal information where reasonably necessary for legitimate BVL purposes.

League Management and Registration Providers

We may share information with MySportsApp or another registration, scheduling, roster, standings or league-management provider used by the BVL.

Such information may include registration details, contact information, team information, roster information, waiver status and other information required to administer the applicable program.

Payment Providers and Financial Institutions

We may share information with or receive information from payment processors, financial institutions or payment platforms in connection with registration fees, refunds, disputes, chargebacks or financial reconciliation.

Technology and Service Providers

We may use third parties that provide:

• website hosting;
• email delivery;
• newsletter services;
• cloud or file storage;
• database services;
• cybersecurity;
• web development or technical support;
• analytics;
• backups;
• communications; or
• other operational services.

These providers may receive access to information only to the extent reasonably necessary to provide their services.

BVL Executives, Volunteers and League Personnel

Information may be available on a need-to-know basis to BVL:

• executives and directors;
• convenors;
• administrators;
• referees and officials;
• volunteers;
• team captains or organizers; and
• other authorized BVL representatives.

For example, captains may require limited roster or contact information to organize their teams.

Facilities and Program Partners

The BVL may disclose limited information where reasonably necessary to municipalities, recreation facilities, schools, facility operators, permit holders, event organizers or other organizations involved in delivering BVL activities.

This may occur in connection with permits, access, incident management, participant safety or program administration.

Partners, Sponsors and Associated Organizations

The BVL may work with community partners, sponsors, volleyball organizations, event partners, photographers, media providers or other associated organizations.

We may share:

• aggregated or de-identified information;
• information necessary to administer a jointly delivered program or event; or
• personal information where the individual has consented or disclosure is otherwise permitted by law.

The BVL will not provide participant contact lists to sponsors, partners or unrelated organizations for their independent advertising or marketing unless the affected individuals have provided appropriate consent.

Insurance, Professional and Governance Purposes

Personal information may be disclosed where reasonably necessary to:

• insurers or insurance adjusters;
• legal counsel;
• accountants or auditors;
• professional advisers;
• governing or sanctioning organizations;
• dispute-resolution or disciplinary bodies; or
• other parties assisting the BVL with legal, governance or risk-management responsibilities.

Safety and Emergencies

Where reasonably necessary to protect the health or safety of a participant or another person, information may be shared with:

• emergency responders;
• medical personnel;
• facility personnel;
• emergency contacts; or
• other appropriate persons.

Legal Requirements

The BVL may collect, use, preserve or disclose information where we reasonably believe it is required or permitted by law, including in response to:

• court orders;
• subpoenas;
• lawful government requests;
• law-enforcement requests;
• regulatory requirements;
• investigations; or
• circumstances involving suspected fraud, unlawful activity, safety threats or protection of BVL legal rights.

Organizational Change

If responsibility for BVL operations or a particular program is transferred, reorganized, amalgamated or succeeded by another organization, relevant information may be transferred where permitted by law and subject to appropriate safeguards.

7. Third-Party Services and MySportsApp

The BVL uses third-party platforms to provide services that we do not operate ourselves.

For example, registration and league-management services may be provided through MySportsApp.

When you leave the BVL website and interact directly with a third-party service, that provider may collect information directly from you under its own privacy policy and terms.

The BVL is not responsible for the independent privacy practices of third-party websites or services. Where a provider processes personal information on behalf of the BVL, we will take reasonable steps appropriate to the circumstances to protect information under our control.

8. Information Processed Outside Canada

Some service providers may store or process information in Canada, the United States or other jurisdictions.

When information is processed outside Canada, it may be subject to the laws of the jurisdiction in which it is stored or processed and may be accessible to courts, law-enforcement agencies, national-security authorities or other government bodies in accordance with those laws.

The BVL will use reasonable measures appropriate to the circumstances when selecting and working with service providers that process personal information.

9. Photographs, Video and Media

Photographs, video recordings or other media may be captured during BVL games, tournaments, clinics, events and other activities.

Media may be used for purposes including:

• the BVL website;
• social media;
• newsletters;
• program promotion;
• league history and archives;
• news and announcements; and
• other BVL communications.

Where applicable, the collection and use of participant media is also governed by the BVL participant waiver, media consent or other consent obtained for the applicable activity.

Withdrawal of consent may not require the BVL to retract or destroy material that was lawfully created, published or distributed before consent was withdrawn, subject to applicable law.

10. Newsletter and Electronic Communications

The BVL may send administrative or operational communications necessary to manage registration or participation.

Marketing, promotional or newsletter communications will be sent in accordance with applicable Canadian anti-spam requirements.

Where express newsletter consent is requested, the consent option will not be pre-selected.

Recipients may withdraw consent or unsubscribe from promotional communications at any time.

Operational communications that are reasonably necessary to administer an active registration, team, transaction or request may still be sent where permitted by law.

11. Website Cookies and Technical Information

The BVL website may use essential cookies, session identifiers or similar technologies necessary for:

• security;
• form protection;
• session management;
• administrative access;
• preventing abuse; and
• providing website functionality.

Web servers may also automatically create logs containing information such as IP address, browser type, timestamps and requested pages.

If the BVL introduces optional analytics, advertising or other non-essential tracking technologies, we may update this Policy and provide additional notice or choice where appropriate.

Third-party websites linked from the BVL website may use their own cookies or tracking technologies.

12. Retention

The BVL retains personal information only for as long as reasonably necessary for the purposes for which it was collected, or as required for legitimate legal, financial, insurance, safety, governance or operational purposes.

Different records may require different retention periods.

For example:

• registration and financial records may be retained for accounting and legal purposes;
• waiver, incident and insurance records may need to be retained for risk-management purposes;
• discipline or complaint records may be retained where necessary to administer league policies;
• newsletter consent records may be retained for as long as the BVL relies on that consent; and
• technical security logs may be retained for a limited period for security and troubleshooting.

When information is no longer reasonably required, it will be securely destroyed, deleted or anonymized where practical.

13. Security

The BVL uses reasonable administrative, physical and technical safeguards appropriate to the nature and sensitivity of the information under our control.

Measures may include:

• restricted access;
• account authentication;
• secure hosting;
• password protection;
• access controls;
• encrypted communications where appropriate;
• secure configuration;
• backups;
• security testing;
• limiting access to those who reasonably require it; and
• service-provider controls.

No method of electronic storage or transmission is completely secure, and the BVL cannot guarantee absolute security.

14. Privacy and Security Incidents

If the BVL becomes aware of an unauthorized access, use, disclosure, loss or other privacy or security incident involving personal information, we may investigate, contain and remediate the incident and notify affected individuals, regulators or other parties where required by applicable law.

15. Accuracy, Access and Correction

You are responsible for providing accurate information and for notifying the BVL when important information changes.

Subject to applicable law, you may request:

• information about personal information the BVL holds about you;
• access to that information;
• correction of inaccurate or incomplete information; or
• information about how your information has been used or disclosed.

The BVL may need to verify your identity before responding.

Legal exceptions may limit access in some circumstances.

16. Adults Only

BVL volleyball programs are intended for adults aged 18 years and older, unless the BVL expressly announces otherwise for a particular program.

The BVL does not knowingly accept registrations from individuals under 18 for programs requiring adult eligibility.

17. Third-Party Links and Social Media

The BVL website contains links to third-party websites and social-media platforms, including Facebook, Instagram, TikTok and MySportsApp.

Those services operate independently and have their own privacy policies, terms and data practices.

The BVL is not responsible for information collected independently by those services.

18. Changes to This Policy

The BVL may update this Privacy Policy from time to time to reflect changes to our operations, technology, service providers, programs or legal requirements.

The updated Policy will be posted on the BVL website with a revised “Last Updated” date.

Where a material change requires additional notice or consent, we will take reasonable steps to provide it.

19. Privacy Questions and Complaints

Questions, access requests or concerns about the BVL’s handling of personal information may be directed to:

Brampton Volleyball League
P.O. Box 68557
Great Lakes Drive
Brampton, Ontario
L6R 0J8

Email:
info@bramptonvolleyball.com

The BVL will make reasonable efforts to investigate and respond to privacy concerns.