Privacy Policy

This policy explains what personal information this registration portal collects when you register a skater or team for an event run by Skate Canada / Patinage Canada, why we collect it, who sees it, where it is kept, and the choices you have. We handle personal information in line with the Personal Information Protection and Electronic Documents Act (PIPEDA) and, where it applies, British Columbia’s Personal Information Protection Act. The Skate Canada Privacy Code (version française) also applies to information shared with Skate Canada, and registering means you agree to it.

What we collect

• The skater: name (and preferred name or pronunciation), date of birth, Skate Canada number, nationality, home club, test levels, coach names, and — if you provide them — a profile photo and, for some events, a gender, proof of citizenship or an eligibility letter.
• The household / account holder: email address, contact names, phone numbers, mailing address and an emergency contact (name, relationship and phone).
• Registration records: events and categories entered, music files, planned program content, waiver and consent acceptances (with the wording accepted and the time), and payment records.
• Optional health information: a medical notes field, an emergency notes field and an optional medical note document. These are optional; give them only if you want first-aid staff to have them.
• Teams: for synchronized skating, the team manager enters each team member’s name, date of birth and Skate Canada number.
• Coaches, officials and event staff: name, email, phone and, for event badges, a photo.
• Technical information: our servers keep ordinary logs (such as IP address and browser type) to keep the service secure and working.

We do not collect Social Insurance Numbers, government identification numbers or health card numbers, and we do not collect or store payment card numbers.

Why we collect it

• To register skaters and confirm they are in the right age category (this is why we ask for date of birth).
• To schedule events, form groups, draw start orders, run the competition and produce results.
• To process payment and issue receipts.
• To contact households, coaches and officials about the event.
• To give first aid and contact someone in an emergency (this is the only use of medical and emergency information).
• To match registrants with Skate Canada membership records and meet Skate Canada’s event reporting requirements.

We use information only for these purposes. If we want to use it for something else, we will ask you first.

Who sees it

• Event staff and officials see what they need for their role. Medical and emergency information is limited to administrators, and every time a medical note document is opened it is logged.
• Coaches can see the entries, schedule and music status of skaters who list them as a coach.
• The public sees published entry lists, schedules, start orders and results. These show names, clubs and categories. They do not show dates of birth, contact details or health information.
• Skate Canada receives registration information for national membership matching and reporting.
• Service providers who process information for us: our payment processor (Stripe), our email delivery provider, and our hosting provider. They may use it only to provide their service to us.

We do not sell personal information.

Where it is kept

The portal’s database and uploaded files are stored on servers in Canada. Payments are handled by Stripe, which keeps card details; we keep only the amount, status and Stripe reference numbers. Email is sent through an email delivery provider, which handles message content and recipient addresses to deliver it. As the Skate Canada Privacy Code explains, service providers may process information in other countries, including the United States, where different data protection rules may apply.

How long we keep it

We keep personal information only as long as needed to run events, produce results and meet reporting and financial record-keeping obligations. Medical and emergency information is kept for the shortest time needed for the event, and uploaded identity and medical documents can be removed after an event. The Skate Canada Privacy Code sets the same general rule — keep information as long as it is needed for the purpose it was collected, and longer only where legal, tax or accounting obligations require it. A fixed retention schedule is being put in place with Skate Canada; until it is published, you can ask us at any time to delete information that is no longer needed.

How we protect it

• Each person sees only what their role allows, enforced on the server.
• Passwords are stored in hashed form, never in plain text. Administrator sign-in can require a one-time code sent to email.
• Connections to the portal are encrypted.
• Backups are kept, and access to health information is logged.

No system is perfectly secure. If a breach of security safeguards creates a real risk of significant harm to you, we will tell you and the Privacy Commissioner as the law requires.

Children

Most skaters are under 18. A parent or guardian registers a minor and gives consent on their behalf. A skater or guardian can ask to see, correct or delete the skater’s information at any time.

Your choices

• You can see and correct most information yourself under your profile.
• Medical, emergency, gender and photo information are optional.
• You can withdraw your consent or ask to see, correct or delete your information by contacting us by email at eventsinfo@skatecanada.ca. Withdrawing consent may mean we can no longer register the skater for an event.
• For information Skate Canada holds, you can ask Skate Canada to see it, correct it or withdraw your consent. Contact the Skate Canada Privacy Office at privacy@skatecanada.ca (Skate Canada Privacy Office, 800-333 Preston Street, Ottawa, ON K1S 5N4) or Member Services at 1-888-747-2372, or info@skatecanada.ca.
• If your question or complaint is not resolved, you may contact the Office of the Privacy Commissioner of Canada: 1-800-282-1376, www.priv.gc.ca.

Withdrawing consent does not undo past use of your information, and it may limit or prevent us from registering a skater for an event.

Cookies

We use only the cookies needed to sign you in and keep you signed in, and to remember a trusted device after two-step sign-in. We do not use advertising or analytics cookies and we do not track you across other websites.

Changes and contact

We will update this policy as our practices change and show the date above. Questions, requests and complaints about privacy can be sent to us by email at eventsinfo@skatecanada.ca.