GRASSROOTS SOCCER ACADEMY LTD.
Effective Date: April 30, 2025
Last Updated: August 11, 2025
1. INTRODUCTION
Grassroots Soccer Academy Ltd. (“we,” “us,” “our,” or “the Academy”) is committed to protecting the privacy and personal information of our website visitors, program participants, parents, and community partners. This Privacy Policy explains how we collect, use, disclose, and protect your personal information in accordance with applicable Canadian privacy laws, including the Personal Information Protection and Electronic Documents Act (PIPEDA) and Saskatchewan privacy legislation.
By using our website, participating in our programs, or providing us with your personal information, you consent to the collection, use, and disclosure of your information as described in this Privacy Policy.
Contact Information:
- Company: Grassroots Soccer Academy Ltd.
- Address: #325 331 103 St E, Saskatoon, SK S7N 1Y9
- Phone: +1 (639) 525-3021
- Email: mike@grassrootssoccer.ca
- Website: https://grassrootssoccer.ca
2. INFORMATION WE COLLECT
Personal Information
We may collect the following types of personal information:
Participant Information:
- Full name and date of birth
- Address, phone number, and email address
- Emergency contact information
- Medical information relevant to safe participation (allergies, medical conditions, medications)
- Skill level and soccer experience
- Parent/guardian information for participants under 18
Website Visitors:
- Name and email address (when you contact us or subscribe to updates)
- Phone number (when you request information or services)
- IP address and browser information
- Website usage data and analytics
Program Registration:
- Registration and payment information
- Program preferences and special requests
- Attendance and participation records
- Photos and videos taken during programs (with consent)
Corporate and Community Partners:
- Contact person name and title
- Organization name and address
- Communication preferences
- Event and partnership details
Non-Personal Information
We may collect non-personal information such as:
- Website traffic patterns and usage statistics
- Browser type and operating system
- General geographic location (city/province level)
- Referral sources and search terms
3. HOW WE COLLECT INFORMATION
We collect personal information through various methods:
Direct Collection:
- Program registration forms (online and paper)
- Website contact forms and inquiry submissions
- Phone calls and email communications
- In-person registration at events and programs
- Surveys and feedback forms
Automatic Collection:
- Website cookies and tracking technologies
- Analytics tools (Google Analytics)
- Social media interactions
Third-Party Sources:
- Information provided by schools or community organizations for partnership programs
- Payment processing services (with your consent)
- Emergency contacts when necessary for participant safety
4. HOW WE USE YOUR INFORMATION
We use your personal information for the following purposes:
Program Administration
- Registering participants in soccer programs and tournaments
- Communicating program details, schedules, and updates
- Ensuring participant safety and emergency response
- Managing attendance and program delivery
- Processing payments and issuing receipts
Customer Service
- Responding to inquiries and requests for information
- Providing customer support and resolving issues
- Sending confirmations and important notifications
- Following up on program experiences and feedback
Marketing and Communications
- Sending newsletters and program updates (with consent)
- Promoting upcoming programs and events
- Sharing success stories and testimonials (with consent)
- Social media marketing and community engagement
Business Operations
- Improving our programs and services
- Analyzing participation trends and preferences
- Managing our website and online presence
- Complying with legal and regulatory requirements
- Protecting against fraud and ensuring security
Health and Safety
- Ensuring safe participation in physical activities
- Emergency response and medical assistance
- COVID-19 health screening and contact tracing (when required)
- Accommodation for participants with special needs
5. INFORMATION SHARING AND DISCLOSURE
We do not sell, rent, or trade your personal information. We may share your information only in the following circumstances:
Service Providers
We may share information with trusted third-party service providers who assist us in:
- Website hosting and maintenance
- Payment processing
- Email marketing services
- Analytics and website optimization
- Insurance claims processing
These service providers are contractually obligated to protect your information and use it only for specified purposes.
Legal Requirements
We may disclose personal information when required by law or when we believe disclosure is necessary to:
- Comply with legal obligations or court orders
- Protect the rights, property, or safety of our organization, participants, or others
- Respond to emergency situations
- Investigate potential violations of our terms of service
Program Partners
With your consent, we may share limited information with:
- Schools and community organizations for partnership programs
- Saskatchewan Soccer Association for membership and development purposes
- 3v3 Canada for tournament registration and player development
- Insurance providers for coverage and claims processing
Business Transfers
In the event of a merger, acquisition, or sale of business assets, personal information may be transferred to the acquiring organization, subject to the same privacy protections.
6. CONSENT
We obtain your consent before collecting, using, or disclosing your personal information, except where permitted by law.
Express Consent
We seek express consent for:
- Sensitive health information
- Marketing communications
- Photo and video use in promotional materials
- Sharing information with third parties
Implied Consent
We may rely on implied consent for:
- Administrative communications about programs you’ve registered for
- Basic contact information for service delivery
- Website analytics and improvement
Withdrawing Consent
You may withdraw your consent at any time by:
- Emailing us at mike@grassrootssoccer.ca
- Calling us at +1 (639) 525-3021
- Unsubscribing from email communications
- Updating your preferences through our website
Please note that withdrawing consent may affect our ability to provide certain services.
7. DATA RETENTION
We retain personal information only as long as necessary to fulfill the purposes for which it was collected or as required by law.
Retention Periods:
- Program Participants: 7 years from last participation (for insurance and legal purposes)
- Website Inquiries: 3 years from last contact
- Marketing Communications: Until consent is withdrawn
- Financial Records: 7 years as required by tax legislation
- Health Information: 7 years or as required by healthcare regulations
After the retention period expires, we securely destroy or anonymize personal information.
8. DATA SECURITY
We implement appropriate technical, administrative, and physical safeguards to protect personal information against unauthorized access, use, disclosure, alteration, or destruction.
Security Measures Include:
- Secure website encryption (SSL certificates)
- Password-protected systems and restricted access
- Regular security updates and monitoring
- Staff training on privacy and security practices
- Secure storage of physical documents
- Regular backup and recovery procedures
Despite our security measures, no system is completely secure. We cannot guarantee absolute security of information transmitted over the internet.
9. COOKIES AND WEBSITE TRACKING
Our website uses cookies and similar tracking technologies to enhance user experience and gather analytics.
Types of Cookies We Use:
- Essential Cookies: Required for website functionality
- Analytics Cookies: Help us understand website usage (Google Analytics)
- Marketing Cookies: Support our marketing efforts and social media integration
Your Cookie Choices:
- You can control cookies through your browser settings
- Disabling cookies may affect website functionality
- You can opt out of Google Analytics through Google’s opt-out tools
10. CHILDREN’S PRIVACY
We take special care when collecting information from or about children under 18 years of age.
Additional Protections for Minors:
- Parental consent required for all program registrations
- Limited collection of information to what’s necessary for program participation
- Extra security measures for health and safety information
- Parental access to child’s information upon request
- Special consent requirements for photos and testimonials
Parents and guardians have the right to:
- Access their child’s personal information
- Request corrections to inaccurate information
- Withdraw consent for non-essential uses
- Request deletion of their child’s information (subject to legal requirements)
11. YOUR PRIVACY RIGHTS
Under Canadian privacy law, you have the following rights regarding your personal information:
Access Rights
- Request access to your personal information in our possession
- Receive information about how your data is being used
- Obtain copies of your personal information (subject to reasonable fees)
Correction Rights
- Request correction of inaccurate or incomplete information
- Update your contact preferences and personal details
- Provide additional information to complete your records
Withdrawal Rights
- Withdraw consent for marketing communications
- Opt out of non-essential information sharing
- Request cessation of certain data uses
Complaint Rights
- File complaints about our privacy practices
- Contact the Privacy Commissioner of Canada if unsatisfied with our response
- Seek resolution through applicable provincial privacy authorities
To Exercise Your Rights: Contact our Privacy Officer at mike@grassrootssoccer.ca or +1 (639) 525-3021. We will respond to your request within 30 days.
12. THIRD-PARTY LINKS AND SERVICES
Our website may contain links to third-party websites, including:
- 3v3 Canada registration systems
- Social media platforms
- Partner organization websites
- Payment processing services
Important Notice:
- We are not responsible for third-party privacy practices
- Third-party sites have their own privacy policies
- We encourage you to review third-party privacy policies before providing information
- Our privacy policy applies only to information collected by Grassroots Soccer Academy
13. INTERNATIONAL DATA TRANSFERS
Some of our service providers may be located outside of Canada, including:
- Website hosting services
- Email marketing platforms
- Analytics services
- Payment processors
When we transfer information outside Canada:
- We ensure appropriate privacy protections are in place
- We use contractual safeguards with service providers
- We comply with applicable cross-border privacy requirements
- You consent to such transfers when you provide information to us
14. PRIVACY POLICY UPDATES
We may update this Privacy Policy from time to time to reflect changes in:
- Our business practices
- Legal requirements
- Technology and security improvements
- Feedback from participants and stakeholders
When We Update This Policy:
- We will post the updated policy on our website
- We will notify you of significant changes via email or website notice
- The “Last Updated” date will be revised
- Continued use of our services constitutes acceptance of the updated policy
We encourage you to review this Privacy Policy periodically to stay informed about how we protect your information.
15. CONTACT INFORMATION
Privacy Officer
For all privacy-related questions, concerns, or requests, please contact our Privacy Officer:
Grassroots Soccer Academy Ltd.
- Privacy Officer: Michael Kennedy
- Address: #325 331 103 St E, Saskatoon, SK S7N 1Y9
- Phone: +1 (639) 525-3021
- Email: mike@grassrootssoccer.ca
Complaint Process
If you have concerns about our privacy practices:
- Contact Us First: Reach out to our Privacy Officer to discuss your concerns
- Formal Complaint: Submit a written complaint if initial contact doesn’t resolve the issue
- External Complaint: Contact the Privacy Commissioner of Canada if unsatisfied with our response
Privacy Commissioner of Canada:
- Website: www.priv.gc.ca
- Phone: 1-800-282-1376
- Email: info@priv.gc.ca
16. DEFINITIONS
Personal Information: Information about an identifiable individual, including name, address, phone number, email, date of birth, medical information, and other details that can identify a specific person.
Consent: Voluntary agreement to the collection, use, and disclosure of personal information for specified purposes.
Service Providers: Third-party companies that provide services to support our business operations, such as website hosting, payment processing, or email marketing.
Anonymized Information: Information that has been processed to remove all identifying characteristics, making it impossible to identify specific individuals.
17. ACKNOWLEDGMENT
By using our website, participating in our programs, or providing us with personal information, you acknowledge that:
- You have read and understood this Privacy Policy
- You consent to the collection, use, and disclosure of your information as described
- You understand your rights regarding your personal information
- You know how to contact us with privacy-related questions or concerns
This Privacy Policy is effective as of the date listed above and governs our privacy practices from that date forward.
Grassroots Soccer Academy Ltd.
Official 3v3 Canada Partner in Saskatchewan
Building confidence, skills, and lifelong soccer passion across Saskatchewan.
Document Version: 1.0
Effective Date: April 30, 2025
Next Review Date: April 30, 2026
This Privacy Policy complies with Canadian federal and provincial privacy legislation. For legal advice regarding privacy compliance, consult with a qualified privacy lawyer.