Privacy Policy

Clarington Flag Football operates the website at claringtonflagfootball.ca. This Privacy Policy explains what information we collect, how we use it, and your rights regarding that information. We take privacy seriously, especially because children participate in our league and may visit this website.

1. Who We Are

Clarington Flag Football is a community-based youth flag football league based in Clarington, Ontario, Canada. We are an official NFL FLAG affiliated league and a member of Football Ontario. Privacy inquiries can be directed to the league directors at play@claringtonflagfootball.ca.

2. Information We Collect

We only collect information that you provide to us directly. When you register your child or submit a form on this website, we may collect the following:

• Parent or guardian full name
• Parent or guardian email address, phone number, and physical mailing address
• Child's full name and date of birth
• Child's jersey and shorts size for uniform ordering
• Emergency contact information
• Medical information, allergies, or health notes voluntarily provided during registration. This information is collected solely for player safety purposes and to help our coaches and staff provide the best possible experience for your child
• Any additional information you choose to include in the message or notes fields of our forms

We do not collect health card numbers or government identification.

In addition to information you provide directly, our website hosting provider and any analytics tools we use may automatically collect non-personal browsing data such as pages visited, browser type, and IP address. This data is used only to understand how the site is being used and to improve it. It is not linked to your personal identity.

3. How We Use Your Information

We use the information you provide to respond to your inquiry, process your registration or waitlist request, and communicate with you about the league. This includes registration confirmations, season updates, schedule changes, cancellation notices, league news, and communications about upcoming seasons and promotional opportunities. If you have provided express consent under CASL (see Section 9), we may also contact you about future seasons and league promotions.

If required information is not provided, we may be unable to complete your registration or allow participation in the league.

4. Children's Privacy and Parental Consent

This website is intended for use by parents, guardians, coaches, and referees. We do not knowingly collect personal information directly from anyone under the age of 18. All registration and personal information for athletes under 18 must be submitted by a parent or legal guardian. Children and youth cannot register themselves or provide consent on their own behalf.

By completing a registration form on behalf of your child, you as the parent or legal guardian are providing consent under the Personal Information Protection and Electronic Documents Act (PIPEDA) for the collection, use, and disclosure of your child's personal information as described in this Privacy Policy. This consent covers information collected both through this website and in person during league activities (such as medical information shared with our on-site paramedic or incident reports documented at the field).

If you believe we have inadvertently collected personal information from a person under 18 without parental or guardian consent, please contact us at play@claringtonflagfootball.ca and we will delete it promptly.

5. Sharing Your Information

We do not sell your personal information. We do not share it with anyone for marketing purposes. That said, running a registered youth sports league means your information does pass through a few organizations and platforms as part of normal operations.

Football Ontario and Football Canada: Every player in Clarington Flag Football must be registered with Football Ontario, the provincial governing body for amateur football in Ontario, which operates under Football Canada. We submit the required player and parent information to complete that registration on your behalf. Once submitted, that information is governed by their own privacy policies. We encourage you to review those policies directly.

League Insurance: Player registration information may be shared with our league insurance provider as required to provide coverage for participants. This is a standard requirement of operating a registered youth sports league in Ontario.

League Management Platform: We use a third-party platform to manage registrations, rosters, and scheduling. When you register, your information is submitted to and stored in that platform. It operates under its own privacy policy, which we encourage you to review before registering.

Website Hosting: Our website is hosted by Netlify. They store our website files and may process technical data (such as IP addresses and server logs) as part of running our site. They do not use your personal information for any purpose beyond hosting.

Email and Communications: Form submissions on this website are delivered to us by email. Your name, contact information, and message content pass through our email provider's infrastructure as part of that delivery. We use reputable providers with established privacy practices.

Domain and DNS: Our domain and DNS are managed by a third-party registrar. They do not have access to personal information submitted through our forms.

We will not share your information with anyone else unless required to do so by law.

6. Vulnerability Screening

Coaches and referees who work directly with minors in our league are required to complete a Vulnerable Sector Check prior to participating. This screening is conducted to ensure a safe environment for all participants. Information related to these checks is collected and retained for the duration of the individual's involvement with the league.

7. Photos and Videos

We photograph and film games and events throughout the season. By registering your child in the league, you consent to photos and videos that include your child being used on the league website and social media channels. We do this to celebrate the kids, share the experience with families, and promote the league in the community.

If you want a specific photo or video removed, just ask. Contact us through the form on the contact page or email play@claringtonflagfootball.ca and we will take it down. No questions asked.

8. Your Rights and Data Retention

Under the Personal Information Protection and Electronic Documents Act (PIPEDA), you have the right to access the personal information we hold about you and to request corrections if it is inaccurate or incomplete. To make an access or correction request, contact us at play@claringtonflagfootball.ca and we will respond within 30 days.

We retain your information indefinitely unless you request that it be deleted. We keep records to support returning players, historical league data, and ongoing communications. You can request deletion of your information at any time by contacting us at play@claringtonflagfootball.ca. We will search our records and remove your information from everything we control.

For information that has already been submitted to Football Ontario, Football Canada, or our league management platform, you will need to contact those organizations directly to request deletion. We are happy to help point you to the right contact if needed.

9. Canada's Anti-Spam Legislation (CASL)

When you submit a form on this website and check the consent box, you are providing express consent under Canada's Anti-Spam Legislation (CASL) to receive electronic communications from Clarington Flag Football. These communications may include registration confirmations, season updates, schedule changes, cancellation notices, league news, and promotional communications about future seasons.

You can withdraw your consent at any time by emailing play@claringtonflagfootball.ca with the subject line "Unsubscribe" or by clicking the unsubscribe link in any email we send you. We will process your request promptly and remove you from all future communications.

We do not add anyone to our mailing list without their express consent. We do not share your contact information with any third party for marketing purposes.

10. Privacy on the Internet

Our website is hosted by Netlify, which may automatically collect non-personal technical data including IP addresses, browser types, and pages visited as part of normal server operations. This data is used solely to maintain and improve the website and is not linked to your personal identity.

We may use analytics tools to understand how visitors use the site in aggregate. Only aggregated, non-personal data is used for this purpose. We do not use advertising pixels or third-party tracking cookies that collect personal data.

This website contains links to external sites including nflflag.com, footballontario.net, teamlinkt.com, and instagram.com. We are not responsible for the privacy practices of those websites and encourage you to review their privacy policies separately.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated date at the top. We encourage you to review this page periodically.

12. Contact Us

If you have any questions about this Privacy Policy, privacy inquiries can be directed to the league directors at play@claringtonflagfootball.ca.