1. Scope and accountability
This notice applies when you use the On The Courts website, create a player account, register for a league or drop-in session, accept a waiver, or contact us.
On The Courts is responsible for the personal information under its control. Our Privacy Lead answers questions, receives access or correction requests, and reviews privacy concerns.
2. Information we collect
- Account and sign-in information, including your email address, name, preferred language, and secure identity-provider identifier.
- Player profile details, including sport interests, contact choices, and self-described playing level.
- Participation records, including league or drop-in registrations, attendance-related details, the waiver version you accepted, and the acceptance date and time.
- Payment reconciliation details, including the amount due, currency, e-transfer reference, and payment status. We do not collect your bank password or card details.
- Technical and security information, such as essential session cookies, sign-in timestamps, IP address, browser details, and audit records used to protect the service.
- Information you choose to provide when you email us or submit a request.
3. How we use information
- Create and secure your account, remember your language, and provide the member experience.
- Match players with suitable programs and communicate about the sports they selected.
- Manage registrations, capacity, attendance, waivers, league communications, and payment reconciliation.
- Respond to questions, correct records, prevent misuse, troubleshoot problems, and maintain reliable audit records.
- Meet legal, safety, insurance, accounting, and record-keeping obligations when applicable.
4. Your choices and communications
You can choose which sports you want to hear about in your player profile. We may still send service messages that are necessary for your account, a registration, payment, schedule change, safety matter, or waiver.
We use Swetrix Community Edition on our server in Canada to understand visits, performance, registration journeys and payment outcomes. When you are signed in, we link this activity using a pseudonymous internal member identifier. This remains member-linked information, not anonymous data. Player names are displayed on identified profiles for authorized staff. Analytics receives registration type, league/season, status and payment amounts, but not email addresses, bank details, payment-message contents, dates of birth or waiver contents. Management can view reports; platform administrators control settings. Member-linked analytics is retained for up to 36 months, reviewed annually for necessity. Anonymized aggregate totals may be retained longer for historical comparisons. We do not use advertising cookies or session recordings. Browser privacy signals stop browser analytics; they do not change the operational records required to administer registrations and payments. Contact the Privacy Lead to request withdrawal from member-linked analytics or deletion of eligible analytics records.
Photography and video are addressed in the current participation waiver. You may contact us in writing if you do not want to be featured in future On The Courts media.
6. Retention
We keep personal information only as long as reasonably needed for the purposes described here and for applicable legal, safety, insurance, accounting, or record-keeping requirements. When information is no longer needed, we delete it, anonymize it, or securely restrict further use.
7. How we protect information
We use safeguards appropriate to the sensitivity of the information, including secure sign-in, encrypted connections, HTTP-only session cookies, role-based access, audit logging, and limited administrative access. No online service can guarantee absolute security, but we review our safeguards as the service changes.
8. Access, correction, and withdrawal
You can review and update many profile details from your account. You may also ask to access or correct personal information, withdraw a consent choice, or request deletion by contacting our Privacy Lead. Some information may need to be retained or used when permitted or required by law, including records needed to administer a registration or document an accepted waiver.
9. Changes and contact
We may update this notice as our programs, technology, or legal obligations change. The date at the top shows when it was last revised. Material changes will be communicated in an appropriate way.
For a privacy question, concern, or request, email info@onthecourts.ca and use the subject line “Privacy request.”
Questions or requests?
Contact the On The Courts Privacy Lead. We may need to verify your identity before acting on a request.