Privacy Policy

Rocky Spikes Volleyball Club (RSVC) respects the privacy of athletes, parents and guardians, families, volunteers, coaches, website visitors, and others who interact with our programs and services.

This Privacy Policy explains how RSVC collects, uses, protects, retains, and discloses personal information through our website, registration and interest forms, program communications, and related club activities.

RSVC handles personal information in accordance with applicable privacy laws in British Columbia, including the Personal Information Protection Act (PIPA).

1. Information We May Collect

Depending on how you interact with RSVC, we may collect personal information that is reasonably necessary for club activities, including:

• parent or guardian name and contact information;
• athlete name, age or date of birth;
• email address and telephone number;
• emergency contact information;
• registration, waitlist, program-interest, attendance, and scheduling information;
• information voluntarily provided through registration forms, waitlists, email, WhatsApp, or other communications with RSVC;
• information reasonably required for athlete safety, accommodation, participation, or program administration;
• payment or transaction-related information where applicable;
• consent preferences relating to photographs, video, communications, or participation where applicable; and
• limited technical information generated when visiting our website, such as IP address, browser or device information, cookies, and website usage information.

RSVC seeks to collect only information that is reasonably necessary for legitimate club purposes and for purposes identified at or before the time of collection.

2. How We Use Personal Information

RSVC may use personal information to:

• administer registrations, waitlists, programs, training sessions, evaluations, and club activities;
• communicate with parents, guardians, athletes, and participants;
• provide schedules, location details, registration information, program availability, changes, or cancellations;
• determine appropriate program placement or eligibility where applicable;
• maintain appropriate participant and administrative records;
• support athlete safety and respond to incidents or emergencies;
• process or maintain records of program payments where applicable;
• respond to questions, requests, and concerns;
• administer and improve our website, forms, programs, and communications;
• maintain the security and integrity of our website and systems; and
• meet applicable legal, insurance, sport-governance, safety, or administrative requirements.

Submission of an interest form, waitlist form, registration form, or other inquiry does not guarantee registration, placement, selection, or participation in an RSVC program.

3. Children and Youth

RSVC primarily provides volleyball programming for children and youth. We recognize that personal information involving minors requires particular care.

Where appropriate, RSVC communicates with and obtains information through a parent or legal guardian. We seek to collect only information reasonably necessary to administer programs, communicate with families, support participation, and maintain athlete safety.

Parents and guardians are encouraged to contact RSVC if they believe information concerning their child is inaccurate, incomplete, or no longer required.

4. Consent

RSVC obtains consent for the collection, use, or disclosure of personal information where required by applicable law.

Consent may be express or, where legally appropriate, implied from the circumstances and the purpose for which information is voluntarily provided.

An individual may withdraw consent to certain uses of personal information, subject to reasonable legal, contractual, administrative, insurance, safety, or program requirements.

5. Sharing and Disclosure of Personal Information

RSVC does not sell or rent personal information.

RSVC may disclose personal information only where reasonably necessary, permitted, or required, including to:

• service providers supporting website hosting, forms, communications, payments, scheduling, analytics, or other club operations;
• facilities, sport organizations, insurers, or other organizations where reasonably necessary for participation, registration, safety, insurance, or applicable sport requirements;
• emergency, medical, or health personnel where reasonably necessary to protect an individual’s health or safety;
• professional advisers where reasonably necessary for legal, accounting, insurance, or administrative purposes; or
• government authorities, regulators, law enforcement, courts, or other parties where disclosure is authorized or required by law.

Where practical, RSVC limits disclosure to information reasonably necessary for the applicable purpose.

6. Website, Cookies and Analytics

The RSVC website may use cookies and similar technologies to support website functionality, security, user preferences, performance measurement, and website administration.

RSVC may also use third-party analytics or website services to better understand how visitors interact with our website and to improve website performance and content.

Some third-party services may process information on systems located outside British Columbia or Canada. Information processed outside Canada may be subject to the laws of the jurisdiction in which it is processed.

Additional information regarding cookies may be provided in RSVC’s Cookie Policy.

7. Forms and Third-Party Services

RSVC may use third-party platforms and service providers for website hosting, registration forms, waitlists, communications, analytics, scheduling, payment processing, or other administrative functions.

Information submitted through these services may also be processed in accordance with the privacy practices of the applicable service provider.

RSVC seeks to use service providers that are reasonably appropriate for club operations and to limit the information collected or shared to what is reasonably necessary.

8. Photographs, Video and Media

RSVC may photograph or record club activities where appropriate. Identifiable photographs, video, athlete names, testimonials, or similar material will be handled in accordance with applicable consent requirements and RSVC policies.

Participation in an RSVC program does not, by itself, constitute unrestricted consent for promotional use of an athlete’s image, name, or personal information.

Where specific consent is required for promotional, website, social media, or other public-facing use, RSVC will seek that consent separately or through the applicable registration or media-consent process.

9. Safeguarding Personal Information

RSVC uses reasonable administrative, technical, and organizational safeguards appropriate to the sensitivity and nature of personal information in its custody or control.

Access to personal information is limited, where practical, to individuals who reasonably require the information for authorized club activities.

While no electronic system can be guaranteed to be completely secure, RSVC takes reasonable measures to protect personal information against unauthorized access, collection, use, disclosure, copying, modification, loss, or disposal.

10. Retention and Disposal

RSVC retains personal information only for as long as reasonably necessary to fulfil the purposes for which it was collected and to meet applicable legal, administrative, insurance, safety, accounting, or record-keeping requirements.

Where personal information is used to make a decision that directly affects an individual, RSVC will retain that information for the period required by applicable law.

When personal information is no longer reasonably required, RSVC may securely delete, destroy, or anonymize it, subject to applicable retention obligations.

11. Access and Correction

Individuals may request access to personal information about themselves that is held by RSVC and may request correction of information they believe is inaccurate or incomplete, subject to applicable legal exceptions.

For information relating to a minor, RSVC may take reasonable steps to verify the identity and authority of the parent, guardian, or other person making the request.

12. Communications

RSVC may use contact information provided by families and participants to send information reasonably connected to registrations, waitlists, programs, schedules, events, safety matters, or club administration.

Where communications are promotional in nature and consent is required by applicable law, RSVC will seek or rely on appropriate consent and provide an applicable method to withdraw from those communications.

13. Other RSVC Policies

This Privacy Policy should be read together with other applicable RSVC policies, registration terms, participant information, Safe Sport materials, codes of conduct, media-consent terms, and program-specific requirements.

RSVC may design its policies and practices with reference to recognized Canadian sport, coaching, athlete-safety, and youth-sport principles. Unless expressly stated otherwise, such references do not represent approval, certification, endorsement, or legal review of this Privacy Policy by Volleyball BC, Volleyball Canada, NCCP, or any other external organization.

14. Changes to This Privacy Policy

RSVC may update this Privacy Policy from time to time to reflect changes to our programs, website, services, technology, organizational practices, or legal requirements.

The current version will be posted on the RSVC website with the date of the most recent update.

15. Privacy Questions, Access Requests and Concerns

Questions, requests for access or correction, or concerns regarding this Privacy Policy or RSVC’s handling of personal information may be directed to:

Rocky Spikes Volleyball Club (RSVC)
Privacy Contact: Club Administration
Coquitlam, British Columbia, Canada
Email: info@rockyspikes.com
Website: https://rockyspikes.com

RSVC will review privacy inquiries and complaints in a reasonable manner and respond in accordance with applicable privacy law.