Privacy & Data Protection Policy
Effective Date: November 2023 Approved by: Club Administration
1. Purpose
Respect Badminton Club is committed to protecting the privacy and confidentiality of all personal information collected from members, parents, coaches, and volunteers.
This policy outlines how personal data is collected, stored, used, and shared in compliance with Alberta’s Personal Information Protection Act (PIPA).
2. Information We Collect
We collect only the information necessary to operate club programs safely and effectively, including:
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Player Information: name, date of birth, gender, emergency contact, medical details (if relevant).
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Parent/Guardian Information: contact details, consent forms, payment information.
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Coach/Volunteer Information: certifications, background checks, and contact details.
3. Purpose of Data Collection
Personal information is used to:
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Administer training programs and tournament registration.
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Ensure athlete safety and emergency response readiness.
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Communicate schedules, updates, and program changes.
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Track player development and performance progress.
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Meet legal, insurance, and facility requirements.
4. Data Storage and Security
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All personal data is securely stored in password-protected digital systems or locked physical files.
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Access is restricted to authorized coaches and administrative personnel only.
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Information is retained only as long as necessary for club operations or legal obligations.
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Sensitive documents (e.g., medical information) are kept confidential and shared only when required for safety.
5. Sharing of Information
Respect Badminton Club will not share personal information with third parties except when:
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Required by law or regulation.
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Necessary for tournament registration or insurance coverage.
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Consent is given by the individual or parent/guardian.
6. Member Rights
All members have the right to:
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Access their personal data held by the club.
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Request corrections to inaccurate information.
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Withdraw consent for data use (unless required for safety or legal compliance).
Requests can be submitted by email.
7. Confidentiality and Training
All staff, coaches, and volunteers must complete an annual review of this policy and sign a confidentiality agreement acknowledging their responsibilities for safeguarding member information.
8. Breach of Privacy
Any suspected data breach must be immediately reported to the Club Administrator.
The club will assess the situation, notify affected individuals as required, and take steps to prevent future incidents.
9. Policy Review
This policy will be reviewed annually to ensure continued compliance with provincial privacy legislation and alignment with club operations.
Acknowledgment
By participating in Respect Badminton Club programs, all members and parents acknowledge that they have read and understood this Privacy & Data Protection Policy.