Privacy Policy

Information We Collect

We collect the following categories of personal information:

• Account information: name, email address, and phone number when you create an account. If you sign in with Google, we receive your name and email from your Google profile.
• Child profiles: names and dates of birth of children added to your account by a parent or guardian, for the purpose of youth program registration.
• Registration data: program selections, team affiliations, roster information, and membership details submitted during the registration process.
• Payment information: billing details are collected and processed by our payment processor, Helcim. We do not store credit card numbers on our servers.
• Technical data: IP address, browser type, and device information collected automatically when you use the platform.

How We Use Your Information

• Process program registrations and manage your account.
• Process payments and issue receipts through our payment processor.
• Send transactional emails related to your registrations, roster invitations, and account activity.
• Track annual membership status as required by the sports organization you are registering with.
• Improve the platform and diagnose technical issues.

Third-Party Services

We share personal information with the following service providers, only as necessary to operate the platform:

• Helcim — payment processing. Helcim receives your billing information to process transactions securely.
• Resend — email delivery. Resend receives your email address to deliver transactional emails on our behalf.
• Google — authentication. If you choose to sign in with Google, Google shares your name and email with us.
• Cloudflare — DNS, CDN, and file storage. Cloudflare may process technical data (IP addresses) as part of delivering the platform.

We do not sell, rent, or trade your personal information to third parties for marketing purposes.

Data Storage & Security

Your data is stored in a PostgreSQL database hosted by Railway in North America. We use industry-standard security measures including encrypted connections (TLS), secure authentication tokens, and access controls to protect your information. Payment data is handled entirely by Helcim and is never stored on our servers.

Data Retention

We retain personal information only as long as necessary for the purposes described in this policy or as required by law. Financial records related to registrations and transactions are retained for at least 6 years from the end of the relevant tax year, in accordance with Canada Revenue Agency requirements. Other personal information is retained while your account is active and for a reasonable period after closure to handle any follow-up matters.

Security Incidents & Breach Notification

If we become aware of a privacy breach involving your personal information that creates a real risk of significant harm, we will notify you and the relevant Privacy Commissioner — the Office of the Privacy Commissioner of Canada, the Office of the Information and Privacy Commissioner for British Columbia, or the Office of the Information and Privacy Commissioner of Alberta, as applicable — without unreasonable delay. Our notification will describe the nature of the breach, the personal information involved, and the steps we are taking to mitigate harm.

Children's Data

Children under 18 do not create accounts on PlayOps. A parent or guardian creates child profiles on their behalf for the purpose of youth program registration. Child profile data (name and date of birth) is stored under the parent's account and is used solely for registration and membership tracking.

Your Rights

You have the right to:

• Access the personal information we hold about you.
• Request correction of inaccurate information.
• Request deletion of your account and personal data, subject to legal retention requirements for financial records.
• Request a copy of your data in a portable format.

To exercise any of these rights, contact us using the information below.

Cookies

PlayOps uses first-party cookies for authentication, session management, locale preference, remembering your last active organization, and recording how you first arrived at the platform (referrer URL and UTM parameters, retained for up to 90 days). We do not use third-party tracking cookies, advertising cookies, or third-party analytics cookies.

Changes to This Policy

We may update this privacy policy from time to time. If we make material changes, we will notify you by email or by posting a notice on the platform. Your continued use of PlayOps after changes are posted constitutes acceptance of the updated policy.

Contact & Privacy Officer

ZenkoTek Ltd. has designated a Privacy Officer responsible for compliance with this policy and applicable Canadian privacy laws (BC PIPA, Alberta PIPA, and PIPEDA). For questions about this policy, access or correction requests, withdrawal of consent, or privacy concerns, contact us at [email protected].