Privacy Policy

1. Information We Collect

We collect personal information that is reasonably necessary to operate the club and deliver our programs. This may include:

• Athlete information: name, date of birth, age group, gender, school, jersey size, position, prior playing experience.
• Parent / guardian information: name, mailing address, email address, phone numbers, and emergency contact details.
• Health & safety information: allergies, medical conditions, medications, accessibility needs, and injury history relevant to safe participation.
• Photos & video: images and footage taken at practices, tournaments, and club events.
• Payment information: billing details processed through our third-party payment processor; we do not store full payment card numbers on our servers.
• Website usage data: IP address, browser type, device information, pages viewed, and similar technical data collected automatically.

2. How We Use Your Information

We use the information we collect for purposes that are directly related to operating a youth volleyball club, including:

• Registering athletes and managing teams, schedules, and rosters.
• Providing safe coaching, supervision, and emergency response.
• Communicating with parents and guardians about practices, games, payments, and club news.
• Processing payments, refunds, and financial recordkeeping.
• Promoting the club through photos, video, and stories of athletes (subject to consent — see Section 5).
• Complying with legal obligations and the requirements of provincial and national governing bodies.
• Maintaining and improving our website and services.

3. Legal Basis for Processing

We process personal information based on one or more of the following: your consent, the performance of a contract with you (such as program registration), our legitimate interest in operating the club safely and effectively, and our obligation to comply with applicable law.

4. Children & Minors

Our programs are designed for athletes under the age of majority. We do not knowingly collect personal information directly from children under the age of 13 without verifiable parental or guardian consent, in keeping with the U.S. Children's Online Privacy Protection Act (COPPA) and Canadian guidance from the Office of the Privacy Commissioner. Parents and guardians register athletes on their behalf, provide all required information, and may review, update, or request deletion of their child's information at any time by contacting us.

5. Photos, Video & Media Consent

From time to time, we take photos and video at practices, games, and events for use in team materials, social media, marketing, and the club website. Parents and guardians are given the opportunity to opt out of media use during registration. You may withdraw consent at any time by emailing us — we will remove future use of identifying images on request, though we may not be able to recall material already published in third-party channels.

6. How We Share Information

We do not sell personal information. We may share information with:

• Volleyball BC and related governing bodies as required for league registration, sanctioning, insurance, and discipline matters.
• Service providers that help us operate the club — including payment processors, email and scheduling tools, website hosting, and registration platforms — who are bound by confidentiality obligations and may only use the information for the purpose we engaged them.
• Tournament hosts and venues when required for entry, attendance, or facility safety protocols.
• Emergency responders and medical personnel when necessary to respond to a health or safety incident.
• Legal authorities when required by law, court order, or to protect the rights, property, or safety of any person.

7. International Transfers

Some of our service providers (for example, payment, email, and hosting platforms) may be located outside of the province or country where you reside, including in the United States. When personal information is transferred internationally, it may become subject to the laws of those jurisdictions, including lawful access by foreign government authorities. We use reputable providers and require appropriate contractual safeguards.

8. Cookies & Website Analytics

Our website may use cookies and similar technologies to remember preferences and understand traffic patterns. You can control cookies through your browser settings. Disabling cookies may affect some site functionality. We do not use cookies to build behavioural advertising profiles of children.

9. Data Retention

We retain personal information for as long as necessary to fulfill the purposes described in this policy, to comply with legal, accounting, or reporting requirements, and to resolve disputes. Registration records and waivers are typically retained for a minimum of seven years following the end of an athlete's participation, in line with sport-sector recordkeeping practices.

10. Security

We use reasonable physical, technical, and administrative safeguards to protect personal information against unauthorized access, alteration, disclosure, or destruction. No method of transmission over the internet is 100% secure, and we cannot guarantee absolute security.

11. Your Rights & Choices

Depending on where you live, you may have the right to:

• Access the personal information we hold about you or your child.
• Request correction of inaccurate or incomplete information.
• Request deletion of personal information, subject to legal and operational retention requirements.
• Withdraw consent for optional uses such as photos and marketing communications.
• Lodge a complaint with the relevant privacy regulator (e.g., the Office of the Information and Privacy Commissioner for British Columbia, the Office of the Privacy Commissioner of Canada, or your state attorney general).

California residents have additional rights under the California Consumer Privacy Act (CCPA / CPRA), including the right to know what personal information we have collected, the right to request deletion, the right to correct inaccurate information, and the right to opt out of any "sale" or "sharing" of personal information. We do not sell personal information.

12. Third-Party Links

Our website may link to third-party websites such as Volleyball BC, Google Docs, and external resources. We are not responsible for the privacy practices of those sites and encourage you to review their respective privacy policies.

13. Changes to This Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or applicable law. The most current version will always be posted on this page with an updated effective date. Material changes will be communicated to registered families by email where practical.

14. Contact Us

Questions, concerns, or requests regarding this Privacy Policy or your personal information may be directed to our privacy contact at ascentvb@gmail.com. We aim to respond to written privacy requests within 30 days.