Privacy Policy

Privacy Policy

 

This policy explains how we collect, use, share, and protect personal information. It applies to skaters, parents/guardians, volunteers, and visitors to our website.

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, gender (assign age-appropriate groups and complete registrations)
  • Parent/guardian contact info for minors (communication & consent)
  • Medical information (e.g., allergies) — collected only with your express consent and used solely for safety and emergency purposes
  • Skating level and group assignment (program operations)

Contact Forms

Name, email, and message content (to respond to inquiries).

Photos & Video (Opt-In)

We may take photos/videos at practices and events for club promotion (website, social media, newsletters) and archival history. Promotional use is opt-in at registration. You may withdraw consent at any time by emailing
info@newmarketspeedskating.com. Upon request, we will avoid publishing identifying captions and will remove images we control where reasonable.

Cookies & Analytics

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

Legal Basis (PIPEDA)

We collect and use personal information with your consent to deliver our programs, ensure safety, manage memberships, and communicate with you. Certain uses align with purposes a reasonable person would expect in a youth sports context (e.g., safety notifications and competition coordination). You may withdraw consent where applicable.

How We Use Information

  • Registering members and assigning training groups
  • Communicating schedules, changes, and club updates
  • Managing safety and emergency response
  • Coordinating competitions and memberships with SSO/SSC
  • Processing payments and donations (where applicable)
  • Operating and improving our website and programs

Sharing Your Information

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

  • Speed Skating Ontario (SSO) and Speed Skating Canada (SSC) for memberships and competitions
  • Trusted service providers for registration, payments, file storage, and communications (e.g., IceReg, Zeffy, Google Workspace, website/hosting platforms)
  • Club coaches and authorized board members for operational needs and safety

These providers have their own privacy practices. We take reasonable steps to use reputable providers, include appropriate protections, and limit access to what’s required.

International Transfers

Personal information may be stored or processed outside Canada (e.g., in the United States) by our service providers.
While abroad, your information may be subject to the laws of that jurisdiction and may be accessible to courts, law enforcement, or national security authorities.

Retention

  • Registration & emergency info: kept for the active season, then archived for up to 7 years to comply with insurance, tax, and legal obligations, and for dispute resolution.
  • Incident/safety reports: up to 7 years.
  • Payment records: up to 7 years (financial/legal requirements).
  • Contact form submissions: up to 1 year.

Your Rights

You can request access to, correction of, or deletion of your personal information, or withdraw consent (where applicable). Some records may need to be retained for legal or safety reasons.
Email: info@newmarketspeedskating.com. We will respond within a reasonable time.

Security

We use safeguards such as SSL encryption, password protection, role-based access for authorized board members/coaches, and secure cloud storage. No method of transmission or storage is 100% secure, but we take reasonable steps to protect your data.

Children’s Privacy

For skaters under the age of majority (18 in Ontario), we obtain information and consents from a parent/guardian. Parents/guardians may review or update their child’s information by contacting us.

Questions or Complaints

Contact our Privacy Officer (Club Registrar) at info@newmarketspeedskating.com.
If you are not satisfied with our response, you may contact the Office of the Privacy Commissioner of Canada.
See: Report a Privacy Concern.

Policy Updates

We may update this policy from time to time. Material changes will be communicated to registered members by email and posted on our website.

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