Privacy

1. Who we are

SportsM360 is operated by [operator], [mailing address], Ontario, Canada ("we", "us").

Our privacy officer is accountable for how we handle personal information. Reach them at [privacy contact].

2. The law we follow

We handle personal information under Canada's Personal Information Protection and Electronic Documents Act (PIPEDA) and its ten fair information principles, and the laws of Ontario. Where a team, league or association uses SportsM360 to manage its members, it decides what it collects about them, and it is responsible for that under the law that applies to it; we look after the information for it.

3. What we collect

Your account: your name, email address, a password (stored only as a one-way hash, never readable), your language, and whether you have confirmed your email.

Your profile and your children's: name, date of birth, phone, email, photo, jersey number and position, added by you, by a parent or guardian, or by the team's staff.

Health and safety details, only if someone adds them: emergency contacts, and medical notes such as allergies, conditions and medications. Only the person, their parents or guardians, and staff the team has given permission can read medical notes, and every time staff open them it is logged.

What happens on your teams: whether you are coming to games and practices, attendance, posts, comments and chat messages, photos, videos and documents, carpools, volunteer jobs, game sheets and statistics, and the notes and evaluations coaches write about players.

Money records a team keeps: the fees it charges, the payments, refunds and expenses its treasurer records, and receipts. SportsM360 does not take card payments today; teams collect money themselves.

Security records: when you sign in, your session keeps your IP address and browser type, so we can protect your account. A message sent through a public page's contact form keeps the sender's name, email and message, and only a one-way hash of their IP address, to stop abuse.

Error reports: when something breaks, a report of the error is sent to our error-monitoring service with names, email addresses and IP addresses removed.

Usage counts: we count how often pages are opened and features are used, per day. The counts set no cookies and are not tied to any person.

4. Children

A child's information is added and managed by a parent or guardian or by the team's staff. A parent or guardian can see, correct and remove their child's information, and decides what of it may be public.

The apps protect children by design: adults cannot message a minor privately (a parent or guardian is always included); a minor's phone and email are never shown to teammates; their photo stays inside the team and is never put on a public page or a share graphic; a player spotlight needs a parent's or guardian's OK; and a team's public page shows a minor only by first name and number, and only after a parent or guardian agrees.

We do not show advertising, and we never sell, rent or trade anyone's information, a child's or an adult's.

5. How we use it

To run the apps for you and your teams: schedules, answers, rosters, messages, results and the rest.

To send the emails and notifications you choose. You decide which topics you get by email and by push, and can turn them off.

To keep SportsM360 secure, find and fix errors, and decide what to improve from usage counts that identify nobody.

To meet our legal obligations.

We do not use your information for advertising, and we do not build profiles of you for anyone else.

6. Who can see it

People on your teams, each according to their role: for example, everyone on a team sees its schedule, and only managers see what a team's roster settings keep private. Each app's screens say who can see what.

Leagues, tournaments and associations your team takes part in, for what they need: the schedule, scores and statistics, and a drafted player's name and email so they can join the team.

The public, only what a team or league chooses to publish on its public page: games, results, news, sponsors, and a roster of first names and numbers of the people who agreed.

Our service providers, who keep or process information for us under contract and only to provide their service: hosting and database ([hosting provider]), file storage ([file storage provider]), email delivery (Resend), and error monitoring (Sentry). When you turn on push notifications, the message travels through your browser's or phone's push service (Apple, Google or Mozilla).

Some of these providers keep or process information outside Canada, mainly in the United States, where it is subject to that country's laws, including lawful access by its authorities.

Anyone the law requires us to tell, such as a court order. We would tell you first unless the law forbids it.

7. Your consent

By creating an account you agree to this policy. We ask separately before anything sensitive or public: medical notes are added only by choice, and you appear on a public roster or in a spotlight only after you, or for a child their parent or guardian, agree.

You can withdraw consent at any time, for example by removing information, turning off a public appearance or deleting your account. Some features may then stop working for you.

8. How long we keep it, and deleting it

We keep information while your account or your team uses it. You can download a copy of your information, and erase yourself or your child, from your account page in SportsM360 Team.

When someone is erased, their profile, answers, contacts and medical notes go. A few records belong to the team and stay, showing the person as a former member: posts and chat messages others have read (kept so nothing sent to a child can disappear), the team's books, and the log of who opened medical notes.

Copies in our backups expire within [backup retention period].

9. How we protect it

Information travels encrypted. Passwords are stored only as one-way hashes. The database itself checks, row by row, that each person reads only what their role allows. Access to sensitive information is logged, and only the people who run SportsM360 can reach the systems.

10. If something goes wrong

If a breach of security creates a real risk of significant harm to anyone, we will tell the people affected and the Office of the Privacy Commissioner of Canada as soon as we can, and keep a record of it, as PIPEDA requires.

11. Your rights

You can ask to see the personal information we hold about you or your child, ask us to correct it, and ask how it has been used and shared. Write to [privacy contact]; we will answer within 30 days.

If you are not satisfied with our answer, you can complain to the Office of the Privacy Commissioner of Canada at priv.gc.ca.

12. Changes to this policy

If we change this policy in a way that matters, we will tell you in the apps or by email before the change takes effect. The date at the top says when it last changed.