Privacy Policy

Abbotsford Field Hockey Club ("AFHC", "we", "us", or "our") is committed to protecting the privacy of our members, parents, players, coaches, volunteers, and website visitors. This Privacy Policy explains how we collect, use, disclose, and safeguard your personal information in accordance with British Columbia's Personal Information Protection Act(PIPA) and Canada's Personal Information Protection and Electronic Documents Act (PIPEDA).

1. Information We Collect

We collect personal information for the specific purposes described below. The types of information we may collect include:

• Registration information: parent/guardian name, email address, phone number, child's full name, date of birth, age/division, and medical or allergy notes you choose to provide.
• Payment information: we do not store credit or debit card numbers. Card payments are processed by Stripe under their own privacy policy.
• Photos and video: images and footage captured at AFHC events, practices, and tournaments (only where consent has been given).
• Communications: emails, form submissions, and messages you send to AFHC.
• Website usage data: IP address, browser type, pages visited, and other analytics data collected via cookies or similar technologies.
• Phone number: collected at registration so we can contact you by phone, WhatsApp, or email about your registration and club matters.

2. How We Use Your Information

We use personal information only for the purposes it was collected, including:

• Processing registrations and managing program enrolment
• Communicating about schedules, cancellations, tournaments, and club news
• Sending payment requests and receipts
• Promoting AFHC programs and events (with your consent)
• Contacting you about schedules, cancellations, payments, and club news by email, phone, and WhatsApp.
• Complying with Field Hockey BC and Field Hockey Canada requirements
• Improving our website and services
• Fulfilling legal or regulatory obligations

3. Sharing Your Information

We do not sell, rent, or trade your personal information. We may share information with:

• Field Hockey BC / Field Hockey Canada: as required for athlete registration, insurance, and competition eligibility.
• Service providers: third-party vendors (e.g. GoHighLevel for CRM/messaging, Stripe for payment processing, Google for analytics) acting on our behalf under confidentiality agreements.
• Legal authorities: where required by law or to protect the safety of members.

4. Consent

We obtain consent before collecting, using, or disclosing personal information beyond the original purpose of collection. Consent may be express (e.g. ticking a checkbox) or implied (e.g. providing your email address to receive a registration confirmation).

You may withdraw consent at any time by contacting us at info@afhc.ca. Withdrawal of consent may affect our ability to provide services to you.

5. Photo and Video Consent

AFHC may photograph or film players and events for promotional purposes (website, social media, newsletters). We request explicit photo/video consent during the registration process. If you did not consent, or wish to revoke consent, please notify us in writing and we will not use new images of your child. We cannot guarantee retroactive removal of images already published but will make reasonable efforts upon request.

6. Cookies and Analytics

Our website uses cookies and similar tracking technologies to understand how visitors use the site and to improve the user experience. You can control cookie settings through your browser. Disabling cookies may affect the functionality of certain features.

7. How We Communicate With You

We contact registrants and members by email, phone, and WhatsApp using the details provided at registration, for confirmations, schedules, cancellations, payment requests, and club news. WhatsApp messages are sent manually by club staff or coaches. We do not currently operate an automated SMS marketing program. If we introduce automated SMS in the future, we will obtain express opt-in consent and update this policy first.

8. Data Retention

We retain personal information for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Registration records are typically retained for seven (7) years for accounting and insurance purposes. Photos and promotional content may be retained indefinitely unless you request removal.

9. Security

We implement reasonable administrative, technical, and physical safeguards to protect personal information against unauthorised access, disclosure, copying, use, or modification. However, no method of transmission over the internet is completely secure.

10. Access and Correction

You have the right to request access to the personal information we hold about you and to request corrections if it is inaccurate. To make a request, contact our Privacy Officer at:

• Email: info@afhc.ca
• Mail: Abbotsford Field Hockey Club, Privacy Officer, 5930 Riverside St, Abbotsford, BC V4X 1T7

We will respond to access requests within 30 days as required by PIPA.

11. Children's Privacy

We collect personal information about minors only with the consent of a parent or legal guardian. The registration form requires a parent or guardian to submit information on behalf of players under 18. We do not knowingly collect personal information directly from children under 13 without parental consent.

12. Changes to This Policy

We may update this Privacy Policy from time to time. Material changes will be communicated to registered members by email. Continued use of AFHC services after changes are posted constitutes acceptance of the updated policy.

13. Contact Us

Questions or concerns about this Privacy Policy or our privacy practices?

• Email: info@afhc.ca
• Mail: 5930 Riverside St, Abbotsford, BC V4X 1T7

See also our Terms & Conditions.