1. PURPOSE
1.1. Sport for Life Society (the “Society”) is committed to protecting privacy, confidentiality, and the security of personal information. The Society will not sell, rent, lease, or disclose personal information to third parties without the individual’s knowledge and consent, except where required or permitted by applicable law.
1.2. The Society is committed to a safe, welcoming, and inclusive environment. Information obtained regarding self-disclosure of identity will be used in an anonymous, aggregated format and will protect the individual from any bias that such disclosure may lead to.
1.3. Privacy of personal information is governed by the Personal Information Protection and Electronic Documents Act (“PIPEDA”). This policy describes how the Society collects, uses, safeguards, discloses, and disposes of personal information, and states the Society’s commitment to collecting, using, and disclosing personal information responsibly. This policy is based on the standards set out in PIPEDA and the Society’s interpretation of these responsibilities.
1.4. The Privacy and Sensitive Information policy is used on Sport for Life websites, Campus, and PLAYBuilder.
2. DEFINITIONS
2.1. Sport for Life Society (the “Society”)
2.2. Representative(s) – Any individual elected, acclaimed, or appointed by Sport for Life Society (the “Society”), or engaged under an executed written agreement with the Society as an employee, volunteer, or independent contractor to provide services on behalf of Sport for Life.
2.3. Act – Personal Information Protection and Electronic Documents Act (“PIPEDA”)
2.4. Personal Information – Any identifying information about an individual including information that relates to their personal characteristics including, but not limited to, gender, date of birth, age, income, home address or phone number, ethnic background, family status, health history and health conditions, National Coach Certification Program (NCCP) number, education, resumes, fitness results, credit card or banking information, athlete history, birth certificate, performance results, certifications, awards, height, weight, uniform size, shoe size, feedback from coaches and trainers, video footage, photographs, banking information, social insurance number, criminal records check, reference checks, beneficiaries, passport numbers, frequent flyer numbers, and
discipline results. Personal information, however, does not include business information (e.g. an individual’s business address and telephone), which is not protected by PIPEDA.
3. COLLECTION AND CONSENT OF PERSONAL INFORMATION
3.1. When engaged in activities on the Society’s website(s) and/or various platforms, the Society may ask for personal information. By choosing to enter and submit the requested personal information when prompted, consenting to the collection, use, and disclosure of such personal information for the purposes of providing the services as outlined herein.
3.2 A cookie is a small piece of information that is sent to a user’s computer when they access a website. The Society uses a session cookie, which is stored temporarily on a user’s computer and allows one to remain logged in while using the website – i.e., a user is not required to continuously log in as one navigates the website’s pages. A session cookie is destroyed when a user closes their browser.
3.3. The Society uses Google Analytics to track and report our sites’ engagement. For more information about Google Analytics, its privacy and terms, including how to opt out of having information collected through Google Analytics, visit https://policies.google.com/technologies/partner-sites?hl=en-CA.
3.4. Users have the right to withdraw consent at any time by providing reasonable notice to the Society’s Representative at info@sportforlife.ca. Users may also request the permanent deletion of all personal records. If a request to withdraw consent requires that the Society delete an individual’s registration information, the Society will no longer be able to provide the communication for which an individual has subscribed. Cancellation will be subject to the terms and conditions of the registration or services provided, as applicable, and subject to the terms of this policy.
3.5. Information access requests are to be sent to info@sportforlife.ca, and a response will be issued within 30 days. Requests will be at minimal or no cost. The Society collects only the information necessary for the purposes outlined in this policy.
4. PRINCIPLES
4.1. The Society’s Privacy and Sensitive Information Policy is designed to comply with applicable privacy legislation in Canada. It incorporates the following principles:
i. Accountability
ii. Identifying Purpose means that Sport for Life Society must clearly identify the purposes for which personal information is collected, either before or at the time of collection.
iii. Consent
iv. Limiting Collection means that the Society will only collect as much information as is required for the intended purposes of the collection.
v. Limiting, Disclosure and Retention
vi. Accuracy of Personal Information
vii. Safeguarding Personal Information
viii. Openness
ix. Access to Personal Information
x. Challenging Compliance
xi. Prudent Information Retention – personal information should be destroyed, erased, or anonymized once it has fulfilled its purpose.
4.2. If changes to the policy are required, they will be provided in writing through updates and communicated in accordance with Section 12 of this policy.
4.3. It is the Society’s intent that participants will always know what information it collects, how the Society uses it and how the Society protects it.
4.4. The Society will make reasonable efforts to ensure that personal information is as accurate, complete, and up-to-date as is necessary for the purposes for which it is to be used. While the Society relies on individuals to provide accurate information, it will also implement periodic verification procedures—particularly before making decisions that significantly affect an individual to minimize the risk of using outdated or incorrect data.
4.5. When personal information that has been collected is to be used for a purpose not previously identified, the new purpose will be identified to the specific participant or to the group of which that participant is a member prior to use, and consent will be sought for that use.
5. HOW THE SOCIETY USES PERSONAL INFORMATION
5.1. Any personal contact information collected will be used only by the Society to communicate with those who provided it in the form of newsletters and notices if the Society has been given permission to do so. Representatives use personal information and/or e-mail addresses for internal purposes only and do not sell, lease or rent information to third parties. This policy outlines how Representatives will handle personal information in compliance with the Act.
5.2. Personal information is shared with external service providers only to the extent required to provide such services. Furthermore, the Society does not sell personal information to any third-party organizations. External service providers are required to keep any confidential information shared confidential, use it only for the purpose requested, and destroy it when no longer required.
5.3. The Society also collects personal information to track trends and for reporting. The collected information is compiled in an anonymous reporting format, and individuals are not matched to their identifying information. Additionally, the Society will take precautions to protect individuals from bias that such disclosure can lead to. It is important to understand that asking a person to self-declare their culture, ancestry, gender, or ability does not violate any human rights codes, provided that the decision to disclose is made clear to be entirely voluntary.
6. SPORT FOR LIFE SOCIETY WEBSITE AND E-NEWSLETTERS
6.1. Providing personal information for the purpose of receiving e-newsletters or accessing specific sections of the Society website will be optional and required only to engage in certain activities. Additional personal information requested when engaging in other activities on Sport for Life website(s) and platforms will enable the Society to better understand users and continue to provide improved services.
6.2. The Society uses Constant Contact® to communicate relevant information to its subscribers. The Society is in compliance with the Canadian Anti-Spam Legislation (CASL).
6.2.1. Subscribers are encouraged to update their personal information as changes occur to enable continued communication from the Society. To update personal information, contact info@sportforlife.ca.
7. E-COMMERCE
7.1. ONLINE TICKETING AND REGISTRATION PLATFORMS
7.1.1. The Society uses various online ticketing and registration platforms that sell event tickets. Personal data is stored on the platform’s databases and protected by its security features.
7.2. Stripe, Inc.
7.2.1. Payment information for the Sport for Life Campus and PLAYBuilder is managed and processed through Stripe, Inc.
7.2.2. Sport for Life Campus and PLAYBuilder are managed by Momentum IT Group and comply with the Society’s Privacy and Sensitive Information Policy.
7.3. PAYMENTS
7.3.1. Direct payment information processed by Stripe, Inc., Interac e-Transfer, and Intuit Inc. is encrypted and stored in accordance with the Payment Card Industry Data Security Standard (PCI-DSS). Purchase transaction data is stored only long enough to complete a purchase transaction. After that is complete, the information is deleted.
7.3.2. All direct payment gateways adhere to PCI-DSS standards, managed by the PCI Security Standards Council, a joint effort of brands like Visa, MasterCard, American Express, and Discover.
7.4. DISCLOSURE
7.4.1. The Society may disclose personal information if we are required by law to do so or if an individual violates the Society’s Terms of Service.
7.5. DISCLOSURE
i. Sport for Life Society may disclose your personal information if we are required by law to do so or if an individual violates Sport for Life Society’s Terms of Service.
8. SECURITY OF PERSONAL INFORMATION
8.1 The Society Representatives take the protection of personal information very seriously. Internal data is shared via secure transmission and stored in secure databases.
8.2 The Society may hire certain outside contractors to perform services or functions (such as web development and graphic design). These companies will only be provided with an individual’s personal information that is needed to complete the desired service. These companies are not permitted to use personal information for any purpose other than the one for which it was collected, and are obligated to keep it confidential.
9. BREACH NOTIFICATION
9.1. In the event of a security safeguard breach involving personal information under the Society’s control, the Society will assess if the breach poses a real risk of significant harm to any individual.
9.2. If a real risk of significant harm is identified, the Society will notify the affected individuals and the Office of the Privacy Commissioner of Canada as soon as feasible.
9.3. Notifications to individuals will include a description of the breach, the type of information involved, the steps taken to reduce harm, and contact information for further inquiries.
9.4. The Society will maintain a record of every breach of security safeguards involving personal information for a minimum of 24 months, regardless of whether there is a risk of significant harm.
10. PRIVACY ISSUES AND CONCERNS & ALTERING OR CORRECTING INFORMATION
10.1. At any time, an individual may review, alter or remove any personal information, including the permitted uses of personal information, by contacting the Society at:
Sport for Life Society
c/o Saanich Commonwealth Place
100-4636 Elk Lake Drive
Victoria, British Columbia, Canada
V8Z 5M1
Any questions or concerns regarding the Privacy and Sensitive Information Policy, or requests to withdraw consent to the collection, use, or disclosure of personal information, should be sent to info@sportforlife.ca. Individuals have a right to escalate a complaint to the Office of the Privacy Commissioner of Canada if they are not satisfied with the Society’s response.
11. REVIEW AND APPROVAL
11.1. The Society’s Board of Directors and CEO shall review this Privacy and Sensitive Information Policy every two years at a minimum.
11.2. The Privacy and Sensitive Information Policy and any amendments to it require approval by the Board of Directors before they come into force.
12. COMMUNICATION OF THE POLICY
12.1. The Privacy and Sensitive Information Policy will be posted to the public on the Sport for Life Society’s website(s).
Date Updated: June 2026
