We're pretty serious about keeping your info safe. Here's the full breakdown on how we handle your data when you train with us.
Your privacy matters to us. If you've got questions about anything here, don't hesitate to reach out.
Look, running a sports facility means we need some basic info from you. Nothing sketchy, just the essentials to keep things running smooth.
We're not selling your data or doing anything weird with it. Here's exactly what we do:
Managing your bookings, processing memberships, scheduling your training sessions, and keeping track of who's using what court.
Sending you booking confirmations, schedule changes, program updates, and occasional news about tournaments or events.
Keeping emergency contacts handy, monitoring facility access, and making sure everyone's training safely within their limits.
Analyzing usage patterns to optimize court availability, improve programs, and figure out what equipment we need more of.
We'll never: Sell your info to third parties, spam you with junk emails, or share your data without your permission (except when legally required).
Your membership data is stored securely in our system. This includes your membership level, payment history, and usage stats.
When your membership expires or if you cancel, we keep your data for 7 years (Canadian tax law stuff), but it's archived and not actively used. After that? It's permanently deleted unless you've got ongoing legal stuff with us.
Money stuff is super sensitive, so we take extra precautions here.
We use encrypted payment gateways that comply with PCI DSS standards. That's the industry standard for credit card security. Your full card numbers are never stored on our servers - they're tokenized through our payment processor.
For auto-renewing memberships, our payment processor handles the recurring billing. You can update or cancel this anytime through your member portal or by calling us.
Yeah, we've got security cameras throughout the facility. It's pretty standard for sports centers these days, and honestly, it helps keep everyone safe and discourages theft.
During tournaments, camps, and special events, we sometimes take photos or videos for promotional use, social media, or program documentation. If you're not cool with that, just let us know and we'll make sure you're not included. We always get explicit consent before using any footage featuring minors.
Some of our training programs use video analysis to help athletes improve their technique. This footage is only shared with you and your coaches, and you can request deletion at any time.
We're extra careful when it comes to kids' information. Canadian privacy laws are strict about this, and honestly, we'd be careful anyway.
During camps, we track attendance, skill progression, and any behavioral notes that might help coaches work better with each athlete. Parents can request access to this info anytime and it's only shared with authorized coaches and staff.
We work with a few trusted partners to run the facility smoothly. Here's who gets access to what:
We use certified payment gateways for handling transactions. They get your payment info but nothing else, and they're bound by their own strict privacy policies.
Our court reservation and membership management systems are cloud-based. The providers have access to member data for technical support but are contractually obligated to keep it confidential.
We use email marketing platforms to send newsletters and updates. You can unsubscribe anytime, and we never share your email with other marketers.
If you're participating in leagues or tournaments, we share necessary info with league organizers. This usually includes name, contact info, and team details. They're also bound by privacy agreements.
For liability coverage, our insurance company might need incident reports or facility usage data, but it's anonymized unless there's a specific claim involving you.
Under Canadian privacy laws (PIPEDA and BC's PIPA), you've got some solid rights when it comes to your personal info. Here's what you can do:
Request a copy of all personal information we have about you. We'll send it within 30 days.
If something's wrong or outdated, let us know and we'll fix it right away.
Want your data gone? We'll delete it unless we're legally required to keep it (like financial records).
Change your mind about something? You can withdraw consent for things like marketing emails or photos.
Get your data in a format you can take to another facility if you're moving or switching gyms.
Wondering why we need certain info? Just ask. We'll explain our reasoning.
How to Exercise Your Rights: Email us at info@halcyonofvalorium.info or call (604) 555-8742. We'll need to verify your identity first (for security reasons), but then we'll process your request ASAP.
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You can control cookies through your browser settings. Just keep in mind that blocking essential cookies might break some features of the booking system.