Privacy Policy

Privacy Policy

This policy explains how we collect, use, share, and protect personal information. It applies to skaters, parents and guardians, volunteers, guests, and visitors to our website. By registering with NJSSC or using our website, you consent to the practices described in this policy.

Who We Are

Newmarket Jets Speed Skating Club (NJSSC) — a non-profit community organization promoting speed skating in Newmarket, Ontario.

What We Collect & Why

Registration & Membership

  • Skater name, date of birth, and gender — to assign age-appropriate groups and complete registrations
  • Parent or guardian name, phone number, and email address for minors — for communication and consent purposes
  • Medical information (e.g., allergies, conditions) — collected only with your express consent and used solely for safety and emergency response
  • Skating level and pathway assignment — for program operations and coaching purposes
  • Payment information — collected and processed securely through our payment providers. We do not store full credit card details.

Guest Skater Applications

Name, home club, contact information, and skating level — to review and process guest access requests.

Contact Forms & Registration Forms

Name, email, and message content — to respond to inquiries. Form submission data collected through our website is stored securely and accessible only to authorized board members and the club registrar.

Photos & Video

We may take photos and videos at practices, competitions, and club events for use on the club website, social media, newsletters, and club archives. Promotional use of photos or video in identifiable form is opt-in and consent is collected at registration. You may withdraw consent at any time by emailing info@newmarketspeedskating.com. Upon withdrawal, we will remove images we control where reasonable and will avoid publishing new identifying content. Competition results and performance data may be shared publicly as part of normal sport operations without separate consent.

Cookies & Analytics

We may use cookies and tools such as Google Analytics to improve site performance and understand aggregate usage. You can disable cookies in your browser settings. Analytics providers may collect data across websites under their own policies. See Google’s Privacy Policy.

Legal Basis (PIPEDA)

We collect and use personal information under Canada’s Personal Information Protection and Electronic Documents Act (PIPEDA). We rely primarily on your consent. Certain uses also align with purposes a reasonable person would expect in a youth sports context — such as safety notifications, competition coordination, and insurance compliance. You may withdraw consent where applicable, subject to legal or contractual restrictions.

How We Use Your Information

  • Registering members, assigning training pathways and groups
  • Communicating schedules, payment deadlines, placement confirmations, and club updates
  • Managing safety, emergency response, and incident reporting
  • Coordinating memberships and competitions with SSO and SSC
  • Processing payments and maintaining financial records
  • Reviewing and processing guest skater applications
  • Operating, maintaining, and improving our website and programs

Sharing Your Information

We do not sell personal information. We share only what is necessary with:

  • Speed Skating Ontario (SSO) and Speed Skating Canada (SSC) — for membership registration and competition participation
  • Trusted service providers for registration, payments, file storage, and communications (e.g., IceReg, Zeffy, Google Workspace, WordPress hosting platforms) — limited to what is required to deliver those services
  • Club coaches and authorized board members — for operational, safety, and program delivery purposes

These providers operate under their own privacy practices. We take reasonable steps to select reputable providers, include appropriate data protection measures, and limit access to what is necessary.

International Transfers

Some of our service providers store or process personal information outside Canada, including in the United States. When your information is transferred outside Canada, it may be subject to the laws of that jurisdiction, including potential access by courts, law enforcement, or government authorities. We take reasonable steps to ensure your information remains protected.

Retention

  • Registration and emergency information: retained for the active season, then archived for up to 7 years for insurance, tax, legal, and dispute resolution purposes
  • Incident and safety reports: up to 7 years
  • Payment records: up to 7 years (financial and legal requirements)
  • Contact form submissions: up to 1 year
  • Guest skater applications: retained for the applicable season and up to 1 year thereafter

Your Rights

Under PIPEDA, you have the right to:

  • Request access to the personal information we hold about you
  • Request correction of inaccurate or incomplete information
  • Withdraw consent to certain uses of your information (subject to legal or contractual obligations)
  • Request deletion of your information where no legal obligation to retain it exists

To make a request, email info@newmarketspeedskating.com. We will respond within a reasonable timeframe. Some records may need to be retained for legal, safety, or insurance reasons even if a deletion request is made.

Security

We use reasonable safeguards to protect your personal information, including SSL encryption, password protection, role-based access controls for authorized board members and coaches, and secure cloud storage. No method of data transmission or storage is completely secure. In the event of a privacy breach that poses a real risk of significant harm, we will notify affected individuals and the Office of the Privacy Commissioner of Canada as required by law.

Children’s Privacy

For skaters under the age of majority (18 in Ontario), we collect information and obtain consents from a parent or guardian. Parents and guardians may request access to, correction of, or deletion of their child’s information by contacting us at info@newmarketspeedskating.com.

Questions or Complaints

If you have questions about this policy or how we handle your information, contact our Privacy Officer at info@newmarketspeedskating.com.

If you are not satisfied with our response, you have the right to file a complaint with the Office of the Privacy Commissioner of Canada. See: Report a Privacy Concern.

Policy Updates

We may update this policy from time to time to reflect changes in our practices or applicable law. Material changes will be communicated to registered members by email and posted on our website. Continued participation following notification of a material change constitutes acceptance of the updated policy.

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